NHS Dorset HealthCare University
Freedom of Information Act & Subject Access Requests
The challenge
Save time responding and administering Freedom of Information & Subject Access Requests
FOI and SAR at Dorset Healthcare were fully manual processes with data being captured in multiple areas (spreadsheets, word, corporate database), which required a significant amount of time and effort from staff, including administrators, doctors and nurses.
The completion of this project would ultimately reduce Dorset’s general administration overhead, as well as other costs, and reduce execution time of all processes involved in FOI and SAR.
1
Developer
2
Applications
9
Weeks Each
The solution
Build Web Portals using OutSystems to automate and streamline process
The project involved building two distinct web applications to handle the individual procedures. Both applications provide a public facing screen where the general public can manage their request. With all the mandatory fields filled with sensible data, the system would automatically handle the creation and confirmation of this request to both the requester and the admin. This new system digitalises the e-mail and paper process and streamlines the entire procedure by minimising the human factor.
The use of OutSystems for the development of this project allowed for it to be completed much faster than via traditional means, and required only one main developer as opposed to a team.
The results
Improved efficiency, reduced costs, faster process
FOI requests are now handled in a much shorter timeframe with the administrator able to close requests more quickly and effectively.
In addition to this, as requests are held centrally there is an end to end view and better reporting facilities. The process is more efficient, as it reduces the possibility of human error, and is in full compliance with new government laws regarding FOI and SAR requests and procedures.
Administrative overhead costs were reduced and there is less stress put on staff, as the request procedure previously required a lot of administration time
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