Digitisation of the HTA A and B forms
NHS Blood and Transplant is responsible for establishing the traceability of every organ donated in the UK for the purposes of transplantation.
There are two sets of forms that NHSBT use to do this:
- HTA A forms - donor information forms (pre-transplant), and
- HTA-B form post-transplant information
These forms need to meet certain quality standards and must be returned to NHSBT when they are completed.
We have ambitious plans to digitise as many existing paper forms as we can, starting with the HTA B form – the form transplant surgeons must complete for every organ they transplant.
Each year, ODT Hub Information Services processes around 6,500 HTA-B forms. These forms are reviewed for quality and have to be returned to transplant centres if there are any problems. The completed forms are scanned and indexed for archive purposes and any organ damage is entered onto a database.
At the same time ODT Hub Operations make around 5,500 telephone calls each year to confirm that a transplant has proceeded using the following procedure:
- Hub Ops contact the nominated contact for the organ and/or centre
- they confirm that the transplant has occurred verbally
- they then register the transplant on their database
This procedure can be time consuming with many pitfalls and much duplication of effort. This is no longer sustainable or sensible.
The digitisation of the HTA B form began in late 2018 with training being rolled out during the early part of 2019. Training workshops have been held in every transplant centre in the UK. The first transplant centre went live during January 2019 successfully submitting their digital HTA B Forms into ODT Hub Information Services.
During the training sessions, the feedback has been very positive but understandably there have been a few concerns as this will be a major change from the existing carbon copy paper forms.
Time-saving and safety-focused benefits
The new digital form features several drop down menus and search functions which will make it quicker to provide information. Validation fields will ensure the form is fully completed before submission. This will reduce the time spent chasing missing or illegible information and reduce the need for us to disturb our already busy transplant centre colleagues.
Timely submission of the form will enable us to remove patients from the waiting list sooner which in turn will help to stop transplant teams receiving calls for patients that have already received a transplant.
The digital form follows the format of the existing paper version with a few added fields. A big time-saving benefit of the new form is that it negates the need to complete a separate paper form for each organ – the patient data just needs to be entered once and then each organ detail can be entered into the relevant data collection fields.
To ensure all patient data is secure, we have introduced a two-factor authentication system (similar to the security fobs you may use for online banking) which users will need to use to access the system and log on to complete the form.
This new digital HTA B form and submission process will reduce the overall time spent completing the form/s and help our ODT Hub teams support more donors and recipients.