endoscopy - building an electronic booking system
DESCRIPTION
Presentation from NHS Improvement endoscopy workshop held at Ambassadors Hotel, London on 29 January 2013 http://www.improvement.nhs.uk/diagnostics/EndoscopyImprovement/Events.aspx Building an electronic booking system Richard Fowler Western Sussex Hospitals NHS TrustTRANSCRIPT
Endoscopy Scheduling system
WSHT
Introduction
• Background
• Current working practice
• Moving Forward
• Utilising new procedures
• Ups and downs
• Limitations / problems
• IT requirements
Background WSHT Endoscopy
• Endoscopy carried out on two sites
• 11-12 activity was around 18,000 procedures
completed across sites
• Service operates within normal working week
• Demand expected to increase up to 75% in the coming
5 years
Current working practices
• Each site has its own dedicated admin/scheduling team
• Each site use Paper diary's for scheduling
• Limited transparency on available capacity
• Very labour intensive to manage
• Open to not using all capacity
Reasons behind change
• JAG Visit indicated to adopt better scheduling
• Improvements had to happen
• Needed to be within the trust IT framework
• Recognised that the system had to be an across site
system
Moving Forward
• Basis for system was Hospital SEMA system and theatre
scheduler
• Proved to be more cost effective due to already being
in situ
• Works along side pre-assessment clinics
• Proved to eliminate inappropriate booking
• Simple and easy to use
• Eliminated the need for paper diary system
Negatives & Positives
Negatives• Introduction to team
• Adverse to adopt new system
• Reverting back to paper diary system
• JD/roles will change
• Team adverse to change
Positives• Cross site booking system
• No additional cost
• Will aim to eliminate inappropriate booking
• Will work along side pre-assessment clinics
• Clear understanding of capacity
• All capacity catered for
• Reduce mistakes
Potential constraints
• Referrals need to be completed clearly and correct for the
procedure ( Time and Points )
• System will need to be monitored ( Office Supervisor )
• Will need to be embraced by both clinical and clerical teams
• Adverse to change
• The need for particular consultants to do procedures will need
reducing
Current IT Requirements
Current System
• Use Hospital Sema system to complete bookings
• Good system to start project as compatible with all current
hospital systems
• Adapt Theatre scheduler to accommodate endoscopy
• No real scope for Improvement
TCI Planning
TCI Planning screen – where the Theatre booking and TCI is arranged
Theatre planner
Theatre Planner showing utilisation
Theatre Planner
Planner – you can see who is booked to an individual list and what they are
having done.
Theatre Data Sheet
Theatre Datasheet which can be used to record timings through theatre
Theatre data Sheet
Patients show on the list but are unable to be selected until they are admitted on to the
system
.
The future for now !!!!
• Intergrated system to accommodate all endoscopy requirements for all activity.
• Comply reports to monitor service performance.
• Reports daily on weekly available capacity.
• Amends capacity when Scopist is on leave.
• Records all start and stop times at what ever selected process stages.
• Works along side Service line reporting for enhanced budget management.
• Streamlines clinical coding.
• Electronic referral
• System will allow better auditing of appropriateness