Endoscopy - building an electronic booking system
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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 Trust
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Endoscopy - building an electronic booking system
- 1. Endoscopy Scheduling system WSHT
- 2. Introduction Background Current working practice Moving Forward Utilising new procedures Ups and downs Limitations / problems IT requirements
- 3. 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
- 4. 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
- 5. 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
- 6. 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
- 7. Negatives & Positives Negatives Positives Introduction to team Cross site booking system Adverse to adopt new system No additional cost Reverting back to paper diary Will aim to eliminate system inappropriate booking JD/roles will change Will work along side pre- Team adverse to change assessment clinics Clear understanding of capacity All capacity catered for Reduce mistakes
- 8. 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
- 9. 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
- 10. TCI Planning TCI Planning screen where the Theatre booking and TCI is arranged
- 11. Theatre planner Theatre Planner showing utilisation
- 12. Theatre Planner Planner you can see who is booked to an individual list and what they are having done.
- 13. Theatre Data Sheet Theatre Datasheet which can be used to record timings through theatre
- 14. Theatre data Sheet Patients show on the list but are unable to be selected until they are admitted on to the system .
- 15. 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