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Digitisation of the HTA B Form – Phase 1 complete

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, once completed, must be returned to NHSBT and are required to meet certain quality standards.

We have ambitious plans to digitise as many of the existing paper forms as we can, starting with the HTA B Form – the form that every Transplant Surgeon must complete for every organ that he/she transplants.

Each year, in ODT Hub Information Services here in Bristol, we process 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 forms once completed are scanned and indexed for archive purposes and any organ damage is entered onto a database.

At the same time ODT Hub Operations make circa 5,500 telephone calls each year to confirm that a transplant has proceeded:

  • 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

As you can imagine, this procedure can be time consuming and is often a lengthy process for all involved with many pitfalls and much duplication of effort: and is, in this digital era, no longer sustainable or sensible.

Our plans, to start to phase out the paper version of the HTA B form and bring in a user friendly electronic version, have begun in earnest. So far, we have held workshops with 12 hospital trusts and met with over 100 Recipient Transplant Coordinators, Theatre Staff and Transplant Surgeons. Phase 1 includes Pancreas and Kidney Transplant Centres, with Phases 2 and 3 targeting the remainder of the Transplant Centres during early 2019. The first Transplant Centres will go live with the new system at the end of the year, with the remainder following during first and second quarters 2019.

The feedback and interaction from everyone has been very positive, understandably with a few concerns: this will be a major change from the existing carbon copy paper forms.

Time saving and safety focused benefits

The new digitised version of the form features several drop down menus and search functions which will aid a faster and more efficient way of providing the vital information required. Validation fields will ensure that 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 digitised version of the form follows the format of the existing paper version with a few added fields. A big time saving benefit of the new digital form is that it negates the need to complete a separate paper form for each organ – you just need to enter the patient data once and then add each organ detail in the relevant data collection fields.

To ensure that all patient data is secure, we have introduced a two-factor authentication system (similar to the security fobs you may use for on-line 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.

A big thank you to all who have spent time helping with the development of this innovative project.

If you would like further information, please contact Mike Gumn, Head of ODT Hub Information Services NHSBT.

Email: mike.gumn@nhsbt.nhs.net

Specialist Nurses (SN-ODs) have been equipped with a new donor referral and assessment module in DonorPath

The module is designed to streamline the potential organ donor referral process and provide SN-ODs with decision making support, as well as providing more detailed data about donor assessments.

The iPad-based DonorPath Application, used by the SN-ODs, has been modified to improve processes ensuring that referred potential organ donors are assessed consistently and that hospitals are provided with an indication of donation suitability in a timely manner.

The module will provide an accurate record of referral and assessment data and combined with more consistent and focused data fields will provide measurable statistics and generate reports of donor suitability.

For more information on Donor Referral and assessment, please contact Laura Ellis-Morgan, Lead Operational Specialist, Donor Transformation, ODT Hub Programme.

Email: laura.ellis-morgan@nhsbt.uk