Why Now Is the Time to Digitise Patient Records

The Long Road to Digital-First Healthcare

The goal of digitising NHS patient records has been on the national agenda for over two decades. From routine GP consultations to critical care interventions, every patient touchpoint generates vital documentation. These records must be preserved, accessible, and secure for the entire lifetime of the patient.

Transitioning to digital not only enhances operational efficiency but also supports improved patient outcomes and helps future-proof the NHS. And yet, despite government mandates and advances in digital infrastructure, physical records still dominate in many parts of the NHS. 

Two Systems, One Goal: Primary and Acute Care

The path to digitisation looks different depending on where you are in the healthcare system.

In Primary Care, most GP surgeries still rely on the familiar Lloyd George envelopes to store patient records. These are increasingly being integrated into centralised platforms like EMIS, SystmOne or the National Document Repository (NDR), where records become easier to access and manage.

In Acute Care, digitisation is a more complex challenge. Hospital Trusts manage vast volumes of departmental records (such as cardiology, oncology, paediatrics, and more), many of which are siloed in bespoke systems. This fragmentation makes the case for digital transformation even stronger and more urgent.

Navigating Frameworks and Procurement

For NHS organisations looking to digitise, public sector procurement frameworks offer a secure, streamlined route to buying services. However, they can also influence the scope and structure of what's possible, and who can deliver it.

Ricoh is already an approved supplier across several frameworks, and has experience delivering digitisation solutions through a variety of partnerships. This ensures peace of mind when navigating procurement rules and regulations.

Bringing Scanning In-House

Digitising patient records begins with the correct setup. For NHS Trusts looking to bring scanning operations in-house, Ricoh provides everything required to get started: secure scanners, intuitive software, process design, staff training, and ongoing support.

It’s a complete, compliant solution tailored to NHS needs, ensuring your Trust can handle records securely, efficiently and at scale.

From Scanning to Transformation

But digitisation is just the first step. The real value lies in what happens next.

Ricoh works with NHS Trusts to redesign workflows, reduce administrative burden, and free up staff to focus on frontline care. With deep expertise in automation, workflow optimisation, and back-office transformation, we help turn digitised records into actionable insights and smarter operations.

The result? Quicker decisions, improved collaboration between departments, and a more responsive, patient-focused NHS.

Why Speed Matters

Despite progress, NHS patient records digitisation is far from complete. Many Trusts are still at the starting line, and the opportunity to act is now.

With funding initiatives, evolving policy support, and approved suppliers in place, there’s a limited window to move forward decisively. Delays risk increased costs, operational inefficiencies, and missed transformation gains.

Ricoh is ready to help you scale quickly and securely, building on our long-standing partnerships across the public sector, including through our award-winning managed services.

A Digital Future, Within Reach

Digitising patient records isn’t just about compliance or cost-cutting. It’s about building a smarter, more connected NHS that works better for everyone.

The opportunity is significant. The benefits are clear. And the time to act is now.

Whether you're looking to digitise decades of patient records or set up your own in-house scanning bureau, Ricoh is ready to support your journey to digital-first healthcare.