Electronic Patient Record (EPR) FAQs

FAQs - EPR Procurement - Service Users and Carers

General queries

What is an electronic patient record (EPR) system?

An electronic patient record (EPR) system is a digital platform that brings all your patient information, including your medical history, treatments and medications relevant to your care provided by a Trust - together in one place. This means healthcare professionals can see everything relating to your care in real time, helping to improve the quality of care we provide. Our current EPR system is called Lorenzo.

Why is an EPR so important?

Every time we meet our patients, we make a record of what is discussed, any treatments or advice given or any medications prescribed. This information is important to provide a continuous record of care - making care safer and more efficient. Anyone who delivers care has a role in creating these records.

Why are we changing our EPR system?

We have had our current EPR system, Lorenzo, since May 2015 so it will be over 12 years old by the time we replace it. Advancements in technology mean there are more modern alternatives available. This will help us improve the way we work, and the safety and quality of our care, and significantly benefit service user and staff experience of the system. It also gives us the opportunity to add new functions and offer new services such as a patient portal which could allow you to manage your own appointments, review your record and respond to messages online.

When will the new EPR system be in place?

We plan to introduce our new EPR system in Spring 2027. Changing EPR is a significant undertaking that we are dedicated to getting right for our patients and our staff. There are many moving parts so we will confirm an exact date nearer to the time.

What will change when we introduce the new EPR system?

You are not likely to notice anything different when we introduce the new EPR system. We will need to move all the data we hold on our current EPR, Lorenzo, onto the new system so there may be a period of transition which would be communicated at the time. In the future, we hope you notice improvements in your experience of care because of a more efficient and effective system.

Who will look after the EPR system once it’s been introduced?

The contract we have with the new EPR supplier will be in place for 5 years initially with the option to extend it. As part of the contract the supplier has the ongoing responsibility of keeping the system up-to-date and secure, and we will work with them to make ongoing improvements in line with NHS recommendations or requirements. Support of the system internally and ongoing improvements will be managed by the ICT Team in conjunction with clinical staff.

Security and access queries

How secure is the EPR?

Access to patient records is only available to authorised staff and there is a strict governance policy around this. The information on the EPR is stored electronically in our data warehouse which is less vulnerable to cyber-attack.

Will the system be accessible from all Trust sites?

Any staff with access to the network and the correct permissions will be able to log into the system.

Will the EPR link up with other local trusts and healthcare providers (e.g. my GP)?

Yes, GPs and other local care providers will be able to view specific information on the EPR relevant to your care and sharing agreements. This means that more people involved with your care will be able to access the information needed to support you and keep you safe and well. The more information available, the less likely you are to have to repeat yourself and it will support better decisions to be made with you, and about your care.

What happens if the system goes down and you cannot access my record?

There will be several plans in place, including a back-up system which will give access to essential information.

Service user queries

Can I opt out of having an electronic patient record (EPR)?

Your electronic record is key to making sure we provide the best care possible and can continue to improve the way we work, so you cannot opt out. There will not be alternative record keeping systems. We understand some patients worry about the security of their electronic records. Please be assured the EPR system will provide an audit trail of your treatment and the clinician responsible for your care. This ensures accountability and transparency with your medical care.

Can I request changes to information on my electronic record?

If you believe that information is incorrect, discuss this with your care team. Staff have an obligation to keep information current and correct, so they should take every opportunity to update details where required.

How will the EPR help us to make patient care safer?

One of the biggest benefits of the EPR is that your care team can see what’s happening with your treatment from any of our Trust sites. Clinical decision-making will be supported by this holistic view of patient care. The system will also give prompts to doctors, nurses, and therapists to make sure that you get the right care at the right time, reducing the likelihood of human error. Plus, it will highlight any critical safety information on your record, such as allergies. While an EPR won’t replace the expertise and judgment of our clinical staff, it will enhance their ability to provide the best care possible.

Will I be able to see my EPR?

Yes, you will be able to request your records, as you can do currently. The implementation of a patient portal as part of the programme would allow you to manage your own appointments, review your record and respond to messages online.

Will an EPR patient portal be the same as the NHS app?

The NHS App is a national app provided by the NHS that allows you to access a range of NHS services on your smartphone or tablet. Through the NHS app, you can book GP appointments, order repeat prescriptions, and view your GP medical records. Whereas the information you access via our planned EPR patient portal would be related to the care provided by our Trust.