Challenge: The real risks of paper-based systems
For years, primary care in England has relied on Lloyd George records. 70 million paper-based medical files scattered across GP practices, warehouses and other locations. This outdated system creates significant challenges. Transferring healthcare records between GPs can often take as long as 8 weeks, delaying crucial care. Lost or inaccessible patient records sometimes lead to devastating consequences, including harmful outcomes for patients.
In some cases, patients may miss out on life-saving treatment. Others could be unable to proceed with fertility treatments or not be able to access disability benefits if their GP can’t check their medical history.
The delays and administrative strain of paper records
The paper-based system also places a heavy administrative burden on GP staff, who spend hours searching, printing, and copying records – often repeating the same tasks for different systems. Interoperability between the home nation IT systems also causes more paper to be produced. When transferring patient records between England, Scotland, Wales, and Northern Ireland the process is even slower than within England. The only option is to print records and physically send them, which can delay care and have a potentially serious impact on the health of the patient.
A digital patient records repository
NHS England’s Primary Care Support Services were already considering a digital solution for record storage – but they needed help making it happen. Made Tech, working as part of a blended team, helped turn their vision into reality. The goal was to scan the Lloyd George records and provide a secure, accessible digital repository. Some integrated care boards and GP practices had already scanned their records to free up physical space. However, they faced issues with secure storage and high costs.
The client’s initial plan ‘digitise on transfer’ got pushback from clinical systems suppliers over performance and cost. This created an opportunity for the team to propose a more strategic, scalable solution that would support wider use cases and drive progress toward a fully paperless future.
We then worked with NHS England to develop the National Document Repository – a secure, centralised system that digitises paper records so they can be accessed instantly. The system:
- replaces manual searches and physical transfers with quick, secure digital access.
- prevents critical delays in patient care.
- reduces admin burdens for GP practices.
This solution is immediately helping healthcare teams deliver better care while saving time and money.
Our approach: putting users first
Results: faster patient record transfers
What’s next?
Driving adoption and user engagement
The success of the National Document Repository (NDR) depends on its adoption by GP practices and healthcare providers. Ongoing user research and feedback sessions will continue to shape improvements, making the system even more intuitive and effective. The team will work closely with practices to provide guidance on integrating the repository into daily workflows.
Exploring more use cases
While Lloyd George records are the immediate priority, the repository has the potential to support a variety of other paper-based medical documents. Whether it’s maternity records, imaging reports, or specialist referrals, expanding its use could significantly enhance efficiency across multiple areas of healthcare.
The journey towards a fully paperless NHS is well underway. By continuously refining and expanding the capabilities of the National Document Repository, we’ll be helping healthcare providers focus on what matters most – delivering better patient care.
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