Client story

Bristol Nightingale Hospital: Workforce Management System

The Challenge

With the opening of a new Nightingale hospital in Bristol, the North Bristol Trust (NBT) were tasked with being able to resource the Nightingale hospital with clinicians – both permanent and temporary from NBT and other sources – as well as maintain resources at existing hospital sites.

Approach

Foundry4 architected a ‘Workforce Management System’ app for NBT to manage their clinical resources as well as providing key performance MI to senior leadership. The app replaced the plethora of individual Excel spreadsheets and manual planning whilst also making the information available to any NBT stakeholder who require it. Employee records can be imported to the app and updated as needed by NBT (for instance, recording the date and results of COVID-19 tests).

Critical to this work was a buy vs build decision which needed to be made quickly (within the first few days / week) so as part of this work we carried out extensive research in order to understand what products were already available that offer some / all of the required features. In the end, there were some unique, non-commoditised requirements which led us to conclude a custom build is the best approach. The SaaS products we investigated offered too much functionality that would not be needed and which was duplicated in NBT’s SaaS scheduling software. Information security and GDPR compliance were also key considerations.

Outcomes

The WMS app provides NBT with the following with a single place to record all clinician resources, regardless of source. The app provides a bulk import feature to import records from multiple sources in a standardised format.

The ability to create and understand resource demand models. NBT can create hospital sites and departments and individual wards and, using known ratios, the app shows the volume of clinicians and clinical skills required to staff those areas. The app also lets you take your available resources and overlay those resources against the demand model to provide a visual representation of whether a hospital site, department or ward has the appropriate staffing levels. Multiple demand models can be created to model different clinician assignments to see which best meets NBT’s resourcing requirement. Once a demand model was agreed on, the resource profile would be extracted and used to schedule shifts for all NBT clinicians using their existing SaaS scheduling software which allocated shifts.

An MI dashboard for both the resourcing and senior leadership team to view key performance information including Covid tests (total tests, test date[s], test outcome etc), resource absence, availability (of resources and skills) and clinician source (i.e. the ability to understand that out of 14,500 clinician resources, 10k are from NBT, 500 from easyJet, 1,000 from MOD etc).