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