Implementing e-Rostering for all medical trainees

SAVE ITEM
case-study

09 / 02 / 2011

The organisation

mploys almost 2,900 staff and have an annual income of between £130 – 140 million. It eLeicestershire Partnership NHS Trust provides specialist mental health and learning disability services in England.

The trust serves a large (924,000) and very diverse population covering locations across Leicester, Leicestershire and Rutland and receives more than 41,000 referrals each year to our community services. For those people who need hospital care, it has just over 500 inpatient beds which take around 3,150 inpatient admissions each year.

What we did and why

 ashley.jackson@leicspart.nhs.uk

Ashley Jackson, medical staffing adviser:  

 angela.salmen@leicspart.nhs.uk

Angela Salmen, senior medical staffing manager:

Contacts

  • discuss with procurement and IT early on in the project and check your internet connection supports the programme
  • understand your structures and how they can be mapped into an electronic programme
  • be prepared to run two systems (electronic and paper) for an interim period, accepting that in the short term there are no savings on time
  • get one or two trainee doctors to champion the project, promoting to their colleagues.

Tips for other trusts 

Once this takes place, there will be savings on time for the medical staffing team and for medical trainees. This will allow medical staffing to end the paper back up rota templates. The next steps to fully implement e-Rostering for medical trainees is to work with Zircadian to develop the process for managing swaps and changes to the rotas so that trainees can enter details themselves.

Feedback to date has been positive and i    Trainees are able to log into the secure portal and see when locum duties are required. mplementation of e-Roster has helped the trust to identify gaps in rotas.

Results and next steps

As a result the switchboard now has an accurate ‘live’ version of the rosters to refer to. The trust has since trained its switchboard staff to access the data in e-Roster.

  Most doctors were already familiar with using the Zircadian system as they had previously recorded their hours of work in the monitoring programme. By August 2010 the trust had informed its first on call trainees that their rosters were available online.

able to take account minimum cover arrangements on the wards during this part of the process. The trust wasOnce this process was done a roster was generated at the touch of a button to follow the template of the relevant rota.  The next stage was to allocate trainees to the posts and placements and link them into a rota via the e-Rota programme. This exercise took a while to complete but was a one-off task. After receiving training from Zircadian, the medical staffing team entered the details of all medical trainee posts and placements into the system.

business unit structure, rotas and cross site working so that Zircadian could set up these structures in e-Roster.There was a meeting with Zircadian to discuss the trust's

How we did it

The proposal was approved and the trust purchased a three year licence of e-Roster, effective from May 2010. The trust put together a proposal for implementation of e-Roster which was discussed with IT and procurement.

  saw a demonstration of Zircadian’s e-Roster and could see many benefits to using an on line system to manage rosters. It The trust has been using Zircadian’s e-Rota and e-Monitor for the last six years to plan rotas and undertake hours monitoring exercises.

  recognised that processes in place for doctors to make swaps in the rosters were cumbersome and we wanted to make better use of the technology that is available to improve working systems. The organisation rosters were administered as paper records which were very time consuming to co-ordinate. Its The trust was looking to improve the way in which medical trainee on call rosters were put together and managed.

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