G133(P) Solving workforce challenges and promoting flexible working through innovative rostering technology use at birmingham children’s hospital emergency department

Aim/Background Workforce management is one of the biggest NHS challenges and the largest expenditure. Workforce recruitment/retention is a growing concern; there is need to better support workforce and flexible working preferences. Better use of technology is seen by many as a route to addressing this. The NHS have mandated electronic rostering by 2021. Birmingham Children’s Hospital Emergency Department (BCH ED) depends on a 24 hour multi-disciplinary team with differing work contracts/patterns. Historically they depended on rudimentary paper/spreadsheet systems that were error prone, with potential impact on staff experience, service cover and patient care; managed by clinicians, taking approximately 20 hours/week. BCH ED partnered with Lantum, an app and cloud based workforce management platform, aiming to: Develop a robust, automated, transparent rota system Improve efficiency Reduce expenditure Increase staff satisfaction Methods Following clear definition of challenges and goals, a pilot bespoke digital rota system was launched in April 2019. A partnership approach with regular communication, user testing and feedback sessions ensured assessment of impact and iterative product development to meet the ED’s needs. Results Transparent, simple digital rota system accessible for staff anywhere, in real time All staff onboarded, including bank workers, within 4 weeks Complete replacement of the old system within 2 months Earlier detection of and response to rota gaps Improved shift fill rate (total 20,350 hours filled; average shift fill rate >92% over 6 months ) increasing over time to 97%) Better engagement with workforce through: Improved communication via the platform Better user experience Real–time remote access Cost savings via optimising workforce utilisation and shift fill rates (reduced agency fees) and streamlined administration –> one consultant PA freed up (>£8500pa saving) Increased staff satisfaction Conclusion Development of diagnostic technology is often prioritised above overcoming organisational problems, but the latter can help improve clinician productivity to allow more time for patient care and improve staff satisfaction. Innovative, technological partnerships can facilitate workforce management to the benefit of both staff and organisations. Involving clinicians to co-develop these helps ensure effective solutions, particularly in workforces such as paediatrics with high demand for flexible working.