"Paperless" objective: a high-performance digital archiving system for the major hospital in eastern Île-de-France

The Greater Eastern Paris Hospital (GHEF) was created in 2017 from the merger of the hospitals in Coulommiers, Meaux, and Marne-la-Vallée, joined in 2019 by the Jouarre Hospital. One of the major challenges for the Information Systems Department was to implement a digital archiving system common to the three sites, which would ultimately eliminate the need for paper documents.

A DIGITAL ARCHIVING SYSTEM TO UNITE THREE FACILITIES

Since its creation, the Greater Eastern Paris Hospital (GHEF) has aimed to achieve a paperless operation across its three sites, using a single tool. Jean-Charles Verrière, Director of Information Systems at GHEF, explains: “Regulations require a single patient record (DPU).” We therefore wanted to store all the archives in one place, and have them connected to the electronic patient record. We had several key requirements: complete patient data, immediate access to information simultaneously across multiple sites, and finally, logistics, as we were short on space.

One of the GHEF’s objectives was to implement an electronic archiving system before the opening of its new Carré Haussmann consultation center in Jossigny in 2022, to avoid having to move the paper files. In 2021, the hospital therefore called upon Olivier Boussekey, founder of OPB Consulting and an expert in healthcare information systems, and the consulting firm XDEMAT. A preliminary study was launched in March 2021, and the selection and implementation of the electronic archiving system common to the three sites began in October 2021.

TEAMS INVOLVED FROM THE PROJECT’S START

From the outset of the project, all stakeholders involved in implementing this new electronic archiving system were included. Olivier Boussekey, who supported the GHEF throughout the process, explains: “It is when we build the system that we build the change. All affected departments must participate in the project from the beginning, both in the planning and the design phases. All users must retain the same ease of use and access to patient records, or even better. The advantages of digital technology must outweigh the inconvenience of the change.

That is why we conducted a full-scale test before launching the project. This allowed us to anticipate potential difficulties under real-world conditions.” “A vision shared by Jean-Charles Verrière, for whom the implementation of the electronic archiving system is a success thanks to the participation of the various teams: “To succeed, the project team involved the future users as early as possible. They were the ones who gave us the direction.”

THE DESTRUCTION OF PAPER ARCHIVES: A CHALLENGE MET

To obtain authorization to destroy the paper files, the GHEF had to submit a request to the Departmental Archives. Olivier Boussekey, founder of OPB Consulting, explains: “There is a weak point in the digitization of archives: the moment when we transition from paper to digital.

The digital transformation must in no way alter the files. The exact same number of pages, the same classification, etc., must be maintained. The processes, documentation, and quality controls are essential in the eyes of the Departmental Archives.”

A large-scale undertaking crowned with success, as the GHEF received the green light from the Departmental Archives after submitting a file containing 37 pieces of evidence.

For Jean-Charles Verrière, Director of Information Systems at GHEF, the implementation of the digital archiving system has only advantages: “Destroying paper files eliminates logistical challenges and saves us space. The system is connected to the electronic patient record and our biomedical tools, either directly or via virtual printers. It also allows us to export all the information contained in the old tools, so we can then uninstall them. The electronic archiving system therefore saves us time and space, as well as money.”

GHEF is currently continuing the rollout of the solution across its three sites and is moving towards a fully integrated and harmonized organizational and archiving system.

Camille Benkahla

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