FOI 25-175 TerraPACE3 Implementation Edinburgh Station
Freedom of Information Request
- Reference
- FOI 25-175 TerraPACE3 Implementation Edinburgh Station
- Request Date
- 14 Apr 2025
- Response Date
- 14 May 2025
- Information Requested
I refer specifically to the roll-out and implementation of the TerraPACE 3 electronic patient record software (EPRF) on mobile data terminals (MDTs) in Scottish Ambulance Service vehicles in Edinburgh during November 2024, and the impact this has had on operational performance and staff experience during the subsequent winter period. I request the following information:
Testing and Risk Assessment
1a) Any internal or external documentation evidencing user testing, technical testing, or pilot studies of TerraPACE 3 prior to its implementation on SAS vehicles in Edinburgh in or around November 2024; and
1 b) Any risk assessments, issue logs, or implementation checklists created in advance of or during the rollout.
Staff Engagement and Consultation
2a) Any minutes, notes, reports or internal emails evidencing staff consultation or engagement, including input from staff-side representatives, in relation to the rollout of TerraPACE 3 software; and
2b) Any feedback mechanisms, surveys or formal complaints logged by operational crews in relation to the TerraPACE 3 update, between November 2024 and the present.
Known Issues and Correspondence
3a) Any correspondence (internal or with the software/hardware suppliers) that details known faults, errors, or software/hardware compatibility issues related to the TerraPACE 3 system since its implementation; and
3b) Any communications attributing software faults to alleged user behaviour (e.g. battery charge level) and any documented response from SAS management or suppliers.
Operational Impact – EPRF and Scene Time Analysis
4a) The average time taken by operational crews to complete an EPRF, recorded monthly from August 2024 to November 2024 (legacy system) and from December 2024 to April 2025 (TerraPACE 3); and
4b) If EPRF completion time is not recorded or held centrally, please provide the average on-scene
time for incidents over the same monthly periods listed above, as a proxy measure.
- Response
It is important to note that TerraPACE3 is currently in the developmental and implementation phase within the Scottish Ambulance Service. It is a national system that is currently being rolled-out throughout Scotland.
For the purposes of your request, I have considered all information that is relevant to the roll-out of TerrapACE 3 to Edinburgh station.
The Scottish Ambulance Service considers ALL documentation relating to TerraPACE3 as requested in question 1a, 1b, 2a, 2b and 3a exempt from release. All testing studies, staff engagement, consultation and feedback are being held as part of the wider implementation of this new system. Information held in the documents are part of a series of negotiations and accommodations and the final version of TerraPACE3 may be different to what is being worked on at the moment.
Release of these documents under the Freedom of Information Scotland Act 2002, is releasing these documents to the wider world and not to a specific group or person. For these reasons I have applied section 33 1(b) of the Freedom of Information Scotland Act 2002.
The Scottish Ambulance Service considers the product TerraPACE3 is being developed by a supplier specifically for our needs. This is a bespoke product that no other supplier could offer without gaining the knowledge contained in the testing and summary documents.
Having considered the basis on which this feedback and consultations were obtained and the contents of section 30 (c) and section 38 1(b) of the Freedom of Information Scotland Act 2002.
Section 30(c) applies where the release of information would otherwise prejudice or likely prejudice substantially the effective conduct of public affairs. Staff are asked to engage in developing this bespoke product and offer advice and opinions freely which they may not be willing to do if their opinions are released to the public.
This exemption is subject to the ‘public interest test’. Therefore, taking account the circumstances of this case, we have considered if the public interest in disclosing the information outweighs the public interest in applying the exemption. We have found that, on balance, the public interest lies in favour of upholding the exemption. We believe there is a greater public interest in protecting a third-party organisation right to confidentiality and commercial interests.
Section 38 1(b) applies where the information constitutes as personal information and is not subject to the public interest test.
- Known Issues and Correspondence
- b) Any communications attributing software faults to alleged user behaviour (e.g. battery charge level) and any documented response from SAS management or suppliers.
Public authorities are not required to create information in order to answer a request. There’s a distinction between creating new information, and compiling information. Where a request can be answered by compiling information from readily-available resources held by the public authority, this is not the same as creating new information. However, if collation of the information would require skill and complex judgement, the information is not held.
The Scottish Ambulance Service does not have the data set to report on software faults to alleged user behaviour’ that is specific to TerraPACE3 or Edinburgh Station. It is for this reason we have applied section 17 of the Freedom of Information Scotland Act 2002, as information not held.
- Operational Impact – EPRF and Scene Time Analysis
- a) The average time taken by operational crews to complete an EPRF, recorded monthly from August 2024 to November 2024 (legacy system) and from December 2024 to April 2025 (TerraPACE 3); and
This information is not recorded; it is for this reason we have applied section 17 of the Freedom of Information Scotland Act 2002 as information not held.
- b) If EPRF completion time is not recorded or held centrally, please provide the average on-scene time for incidents over the same monthly periods listed above, as a proxy measure.
Please see the attached sheet detailing the average time on scene for A&E vehicles from January 2023 – April 2025. Data has been provided from when the ambulance has arrived ‘on-scene’ to when ambulance has ‘left scene’. Time on scene is inclusive of the crew negotiating all location types to reach the patient, assessing the patient and either completing any ‘on-scene’ referrals or extracting the patient and securing the patient in the ambulance. Not all crew complete EPRF’s ‘on-scene’ and may complete them while enroute to the receiving hospital.
‘On-Scene’ time should NOT be considered time taken to complete an EPRF, these are not comparable.
We have provided this information over a wider period and for both, Lothian and all stations, to provide context of the average times; provided in minutes.
- Response Documents