Preparing NHS Trusts for Digital Transformation: A Guide for IT Directors

Digital transformation in the NHS doesn’t begin with technology—it starts with leadership. For IT directors and Trust leaders, the challenge isn’t just adopting new tools, but reshaping systems, processes, and culture to support lasting change. Here are five essential areas to focus on as you guide your organisation forward:

1. Build on Digital Foundations, Not Quick Fixes

Despite investments since 2018, only 20% of NHS organisations are considered digitally mature, even though 86% use some form of electronic patient record (EPR) that is still fragmented across systems (NHS Transformation Directorate).

• Conduct a digital maturity assessment using NHSX’s What Good Looks Like framework
• Review legacy systems, including fax-based referral pathways and on-premises document management systems (DMS)
• Map data silos across departments, especially where EPRs don’t interconnect

Case Study: Wye Valley NHS Trust implemented their EPMA (Electronic Prescribing and Medicines Administration) blueprint within six months, improving governance and accelerating maturity.

2. Tackle Fax & Manual Workflows Strategically

Despite efforts to move forward, fax remains embedded in many NHS workflows—used for referrals, discharge summaries, and admin forms. These often require manual handling, transcription, and storage.

Implementing cloud-based fax automation can:

• Digitise inbound faxes automatically and securely using a purpose-built platform like Apptigent PowerDocs.
• Reduce errors from transcription and duplication
• Integrate directly with EPR and DMS platforms

Case Study: NHS Digital’s Global Digital Exemplar (GDE) sites reported that automation reduced admin time and improved patient focus (Chase People).

3. Prioritise Staff Capability & Change Adoption

Technology only works when staff are trained and supported. According to the Good Things Foundation, 30% of NHS users struggle with digital tools.

• Roll out structured training and recruit digital champions
• Use phased deployment strategies to build momentum
• Maintain continuous support, feedback loops, and accessible help content

“Coming together is a beginning, staying together is progress… and working together is success.”
— Katie Dowson, Director of Digital Transformation, South Yorkshire ICB (Good Things Foundation)

4. Leverage Interoperability Through Standards & APIs

Interoperability is essential. NHS Trusts must ensure that new systems can talk to each other across sites and Integrated Care Systems (ICS).

• Adopt NHS-standard APIs and FHIR protocols
• Engage early with EPR vendors for integration support
• Pilot shared data lakes and dashboards within ICS environments

Case Study: Salford Royal NHS FT transitioned to Microsoft Azure and integrated with Allscripts in real-time, enabling scalable and secure data access across facilities.

5. Monitor Progress & Celebrate Wins

Transformation should be data-driven. Align KPIs with NHSX objectives and communicate progress across stakeholders.

• Track metrics like admin processing time, document turnaround, fax volume reduction, and user satisfaction
• Align yearly reviews with NHS national transformation goals for 2025
• Celebrate quick wins to maintain buy-in and momentum

Example: Maidstone & Tunbridge Wells Trust saved £2.1 million annually by optimising patient flow using TeleTracking technology.

Final Thoughts

For IT directors at NHS Trusts, digital transformation is not only attainable—it’s essential. By:

1. Assessing digital maturity,
2. Automating fax/manual workflows,
3. Building staff competence,
4. Ensuring interoperable integration, and
5. Tracking progress carefully,

You can turn analogue bottlenecks into digital breakthroughs and build a more resilient, efficient NHS for the future.