Black Country MASH enhancing efficiency and patient care with the Shared Care Record

The introduction of the One Health and Care (OHC) shared care record, provided by Graphnet, within the Black Country Integrated Care Board (BC ICB) has transformed how the Multi-Agency Safeguarding Hub (MASH) team accesses and utilises GP information. This case study explores the system’s impact on streamlining operations, improving response times, and reducing administrative burden, based on a survey of 16 MASH staff.

Challenge

Before introducing the shared care record solution, the MASH team accessed patient data via a variety of methods.

• How data was accessed: Most respondents (11) used email, while 10 used the phone. A combination of both was common, adding complexity and delays. One respondent utilised alternative systems with limited scope.
• Time Inefficiencies: Acquiring information often took several hours or even days. For example, email alone frequently caused delays exceeding 24 hours, while phone calls were faster but still required up to 3 hours in some cases.
• Workflow Limitations: Delays hindered the ability to include crucial primary care information in MASH checks, limiting the comprehensiveness of safeguarding assessments.

Solution

OHC provided a centralised, efficient platform for accessing GP information across the Black Country and beyond. Key benefits include:

1. Streamlined Access: Eliminating the need for manual communication (email and phone) significantly improved response times.
2. Enhanced Coordination: By reducing administrative tasks, staff could focus more on patient care.
3. Broader Coverage: The system integrates data from all acute trusts within the Black Country and some external providers, enabling a more comprehensive assessment of patient care.

Results

The project followed a structured methodology to ensure effective care delivery and integration. Key steps included:

1. Speed and Accuracy of Information Access: MASH teams report that they now retrieve information immediately rather than over days, streamlining the intervention process
2. Comprehensive Data Collection: All nurses involved in a Walsall evaluation expressed that the shared care record allowed for quicker access to a broader range of healthcare information, including records of out-of-area health visits.
3. Enhanced Regional Coordination: The record system’s integration extends beyond the Black Country to neighbouring regions, including Staffordshire, Stoke-on-Trent, and Shropshire. This wider scope has expanded the visibility of patient interactions and supported more cohesive safeguarding efforts.

Impact on Efficiency

The survey revealed significant time savings:

Daily Time Savings:

23.5% of respondents saved less than 5 minutes.

41.2% of respondents saved up to 30 minutes.

29.4% of respondents saved up to an hour.

5.9% of respondents saved as much as 6 hours.

Weekly Time Savings:

80% of respondents saved up to 12 hours. 

13.3% of respondents saved up to 24 hours.

6.7% of respondents saved 72 hours.

Comparison of Methods

Operational Gains

The OHC shared care record has drastically reduced the time required to collate information. Previously, serving 30,550 patients required 152,750 hours (approximately 6,365 days) annually. With OHC, this has been reduced to 1,273 days annually, saving 5,092 days or 122,200 hours. This equates to reducing full-time administrative staff from 24 to 5, enabling resources to be redirected to critical areas.

Dan Perrin, Programme Lead, One Health and Care Shared Care Record and Vaccination Programme, said:

The implementation of One Health and Care has been a transformative step in how we deliver safeguarding and patient care across the Black Country. By centralising access to vital GP information, we’ve reduced inefficiencies and empowered our teams to focus more on what truly matters - supporting vulnerable individuals with timely, accurate, and comprehensive care.

Jemini Vithalani, Project Manager, SHCR Access and Utilisation Workstream, added:

One Health and Care has streamlined processes that once took hours or even days, allowing safeguarding teams to dedicate their efforts where they are needed most. The feedback we’ve received highlights the system’s ability to save thousands of hours annually, making a tangible difference in both operational efficiency and patient care.

Conclusion

The OHC shared care record, provided by Graphnet, has delivered substantial efficiency gains, reducing response times, freeing up resources, and improving the quality of MASH checks. By adopting this system across all local authorities, MASH teams can ensure timely, accurate, and comprehensive safeguarding processes, ultimately enhancing outcomes for patients.