In September 2025, Royal Wolverhampton NHS Trust (RWT) successfully implemented our CareFlow Electronic Patient Record (EPR) system across their entire organisation.

RWT is one of the largest vertically integrated acute trusts and community providers in the West Midlands. The trust includes the main hospital, two smaller sites (Cannock and West Park), 20+ community locations, and 9 GP practices. After 20 years of reliance on legacy systems, the deployment of CareFlow EPR supported the delivery of a much-needed digital transformation.

The first phase go-live was part of a five-and-a-half-year Frontline Digitisation programme, which has modernised RWT’s digital infrastructure by enabling coordinated care and providing access to real-time patient data. CareFlow EPR has directly supported clinical decision-making, reduced administrative burdens, all whilst ensuring regulatory compliance in several key clinical areas.

Selecting System C

Previously, RWT relied on a 17-year-old Patient Administration System (PAS) and an in-house Electronic Patient Record Portal, which were both outdated and unscalable for future Integrated Care System (ICS) integration. As the only acute trust in the Black Country and West Birmingham ICS without a modernised EPR, RWT faced challenges in patient flow and cross-organisational care due to limited interoperability with other trusts. The need for a robust and scalable EPR was critical to align with regional partners and support RWT’s role as a vertically integrated trust.

An image of RWT Staff on a Walkaround.

RWT set out to implement a comprehensive EPR that could unify acute, community, and primary care services under one digital platform. The trust aimed to improve clinical decision-making, reduce administrative burden, and enable real-time access to patient data. RWT also desired a solution which could align with regional partners, to support integrated care across trusts, all whilst meeting national standards for digital maturity. They were also searching for a scalable system to meet future requirements as they aspired to achieve a HIMSS level 7 accreditation in the future.

Following a comprehensive procurement process under the NHS Frontline Digitisation programme, RWT carefully selected CareFlow EPR, which had previously been successfully deployed at Walsall Healthcare NHS Trust (WHT), RWT’s group trust partner. This alignment ensured compatibility and supported collaborative care delivery across both trusts.

Supporting the Royal Wolverhampton NHS Trust

In November 2023, kick-off meetings began with RWT, which were followed by roundtable discussions. These roundtable discussions were designed to include RWT’s IT, administration and clinical teams and were held in RWT’s on-site lecture theatres and community. We supported dedicated digital clinicians, associate CNIOs, CCIOs, as well as a clinical safety officer, to co-design the configuration features of the system to ensure usability and safety. This allowed us to adapt CareFlow EPR to support RWT’s complex infrastructure whilst ensuring interoperability with the ICS Shared Care Record.

From March 2024, our specialists worked closely alongside RWT’s teams to conduct walkarounds to create informational stands to engage staff. This allowed RWT to ensure that the new system met the staff’s needs and requirements.

Going Live with CareFlow EPR

RWT went live in September 2025, on time and within budget. Engagement with staff began with community road trips to over 20 communities. We also deployed our System C branded materials to help support staff and generate engagement across RWT’s team. This allowed staff to witness progress from the previous walkarounds completed in 2024.

An image of a Bear Mascot next to a sign.

RWT created a 100-strong Change Champions network, which included IT, administrators and clinicians, and a super-user network which helped to provide peer support. 80% of RWT’s staff were trained pre-go-live based on our ‘train-the-trainer’ knowledge transfer process. The training provided to staff included e-learning modules on RWT’s staff training platform, drop-in sessions, ‘Getting Started’ sessions for ward clerks, virtual outpatient training, floor walkers during go-live, as well as a dress rehearsal weekend to ensure that all staff were ready for deployment. We also ensured regular weekly meetings were arranged with our Clinical Transformation Specialists and RWT clinical teams to ensure that any questions were answered and that the process went smoothly.

The deployment of CareFlow EPR will support RWT in achieving HIMSS level 5 within 3 years and targets a HIMSS level 7 accreditation within 5 years. The solution also provides support to RWT in driving long-term improvements in clinical outcomes and patient experience through digital maturity and data-driven care.

Realising the Benefits of CareFlow EPR

The deployment of CareFlow EPR at RWT supports patients with online appointment management, which enhances convenience. The solution also grants pre-appointment information submission which streamlines consultations and automates record updates, reducing the need for patients to repeat the same information. CareFlow EPR also grants patients 24/7 access to services outside traditional hours.

An image of RWT Staff with branded materials.

For the staff at RWT CareFlow EPR provides an integrated system, which will reduce duplicate data entry across ED, theatres, and other services. Staff will also be able to utilise single sign-on (SSO) and mobile accessibility, saving time and granting them immediate access to complete records.

CareFlow EPR is a scalable platform which will support future strategic objectives and ICS integration. The ability to automate data sharing via the ICS Shared Care Record helps to improve partnerships between trusts. The ability to complete enhanced data capture and clinical coding will help to drive financial efficiency, allowing excess funding to be used elsewhere.

Preparing for the Future at RWT

Phase 2, which is planned for next year, will focus on replacing RWT’s Clinical Web Portal with full EPR functionality, building on Phase 1’s success. We are continuing to closely monitor the systems and outcomes, supported by regular governance meetings. This will help to ensure measurable benefits realisation, providing valuable insights for other NHS organisations who may want to take the next step in their digital transformation journey.

Staff at RWT using an information stand.

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