Joined Up Information Systems to Reduce WLI Spend and Improve Theatre Efficiency
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1 Joined Up Information Systems to Reduce WLI Spend and Improve Theatre Efficiency Nuffield Trust Seminar Perran Pengelly Newton Europe Ltd Ganesh Suntharalingam North West London Hospitals Trust
2 Agenda Background to Newton and NWLH The Project and Goals Improving the Booking Process Live Theatre Information Lessons Learnt
3 Newton Introduction Brief History Operational & financial performance improvement specialists Deliver rapid, real, and measurable results, guaranteed Improve efficiency and quality of care while reducing costs Front-line focussed, integrating with client teams to transfer skills to the organisation and embed sustainable improvement Over 85 fully employed consultants (highly qualified engineers) Headcount Strong Annual Growth Newton The Structure Deal Advisory Operational Improvement Supply Chain Improvement IT Services Core Sectors Consumer Defence & Aerospace Automotive/ Engineering Healthcare Example Clients Example NHS Clients Page 3
4 North West London Hospitals Trust NWLH is one of London s largest Trusts caring for more than half a million people Three hospitals Northwick Park, St Marks and Central Middlesex Hospital 18 operating theatres International referral centre for colorectal disease Quality of service rated as Excellent by CQC Strong emphasis on education of undergraduate and postgraduate students
5 The Project and Goals An initial project was undertaken in 2009 to reduce WLIs in Endoscopy clinics Pilot project in Endoscopy Improved booking processes and increased utilisation allowed all weekend lists to be absorbed into core hours WLI spend cut by 240k A full scale project undertaken in 2010 with aim to Improve theatre utilisation Reduce WLI spend Theatres Improvement Project Increase clinician involvement in booking Improve patient safety This would involve Organisation wide changes to booking processes New theatre data capture Engagement and training with clinicians
6 Project Results - 900k Reduction in WLI Spend Reduction in WLIs run (per week) Spend on Inpatient WLI (per month) Increase Increase in Increase in Restricted ease Transfer of in theatre utilisation session pick up by 25% (4.9 sessions Cancelled Sessions Not Picked Up per week) visibility of available capacity to accessing WLI Waiting List Initiative Request Form Consultant Speciality Date WLI WLI Length (Hrs) Required WLI Type Request by (eve./wkend) WLI Session Details Reason for WLI? Can Pt. be Hospital transferred to Patient Name Breach/Urg Number Medical? another ent? consultant/list? e.g. Mr Adam DD/MM/YY H specify Y/N Smith YY theatre capacity between specialties 80 # Sessions Are upcoming lists fully booked? List Date % Booked 1st 2nd 3rd Can any other pts be moved without breaching? (y/n) Has all leave been covered? (y/n)
7 Defining Utilisation AM PM Early Start Turnaround Early Finish Late Start Late Finish All Day List
8 NWLH Theatre Utilisation
9 Improving the Booking Process
10 Process Overview Plan Outpatients Scheduling Pre-assessment Theatre slot On The Day Operation day Review
11 The Booking Process Consultant View User Task List Cancelled Sessions Booking Overview Session Details Suggest Patients Utilisation Meeting Report Operation 4 Weeks 3 Weeks 1 Week 0 Weeks Custom software developed that takes data from PAS to support the booking process 4 weeks before session Hospital opens up cancelled sessions to other specialties 3-1 weeks before session Under-booked sessions are filled by schedulers 1 week before session Sessions are reviewed at Session Booking Meeting Developed with end users to ensure application is easy to use
12 Cancelled Sessions
13 The Booking Process Consultant View User Task List Cancelled Sessions Booking Overview Session Details Suggest Patients Utilisation Meeting Report Operation 4 Weeks 3 Weeks 1 Week 0 Weeks Custom software developed that takes data from PAS to support the booking process 4 weeks before session Hospital opens up cancelled sessions to other specialties 3-1 weeks before session Under-booked sessions are filled by schedulers 1 week before session Sessions are reviewed at Session Booking Meeting Developed with end users to ensure application is easy to use
14 Booking Overview
15 Booking Overview
16 Booking Overview
17 Suggest Patients
18 Suggest Patients
19 Suggest Patients
20 Suggest Patients
21 Suggest Patients
22 The Booking Process Consultant View User Task List Cancelled Sessions Booking Overview Session Details Suggest Patients Utilisation Meeting Report Operation 4 Weeks 3 Weeks 1 Week 0 Weeks Custom software developed that takes data from PAS to support the booking process 4 weeks before session Hospital opens up cancelled sessions to other specialties 3-1 weeks before session Under-booked sessions are filled by schedulers 1 week before session Sessions are reviewed at Session Booking Meeting Developed with end users to ensure application is easy to use
23 Live Theatre Information
24 Process Overview Plan Outpatients Scheduling Pre-assessment Theatre slot On The Day Operation day Review
25 Live Theatre Information Different systems existed in each hospital Need one common system that allows easy reporting across the Trust Custom software created to record key information Installation of touchscreen PCs in 31 theatres and anaesthetic rooms Clinical input and training for all staff
26 Theatre Input Real Time Patient Data Recording Large screen display theatre activity Touch screen in anaesthetic room Touch screen in operating theatre Touch screen in recovery
27 Live Theatres
28 Live Theatres
29 Live Theatres
30 WHO Checklist Sign In
31 WHO Checklist Sign In
32 WHO Checklist Sign In
33 Live Theatres
34 Live Theatres
35 PASplus+ Live Theatres
36 PASplus+ Reporting
37 Project Results - 900k Reduction in WLI Spend Reduction in WLIs run (per week) Spend on Inpatient WLI (per month) Increase Increase in Increase in Restricted ease Transfer of in theatre utilisation session pick up by 25% (4.9 sessions Cancelled Sessions Not Picked Up per week) visibility of available capacity to accessing WLI Waiting List Initiative Request Form Consultant Speciality Date WLI WLI Length (Hrs) Required WLI Type Request by (eve./wkend) WLI Session Details Reason for WLI? Can Pt. be Hospital transferred to Patient Name Breach/Urg Number Medical? another ent? consultant/list? e.g. Mr Adam DD/MM/YY H specify Y/N Smith YY theatre capacity between specialties 80 # Sessions Are upcoming lists fully booked? List Date % Booked 1st 2nd 3rd Can any other pts be moved without breaching? (y/n) Has all leave been covered? (y/n)
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