In our series of blogs, we share stories from a selection of trusts who presented at the recent Connected Health & Care Summit 2024.
Summary
East Kent Hospitals University Foundation Trust (EKHUFT) recognised it was facing a complex challenge with the ongoing implementation of a new e-Rostering system for its medical staff. The Trust, which encompasses five major hospitals and various outpatient facilities, needed to standardise and streamline its rostering processes across these diverse sites.
This large-scale rollout is involving the coordination across multiple locations, each with its own specific needs. The task is further complicated by the fact that the existing team members, already managing a full workload, have taken on this project without the support of a dedicated project team. This requires them to carefully balance their daily responsibilities with the demands of implementing a new system. Transitioning to the e-Rostering system has meant adapting to a completely new way of managing rosters, which poses a significant adjustment for both staff and management. Ensuring that all medical personnel are being trained and supported throughout this change is crucial for minimising disruptions and fostering a smooth transition.
Engagement with stakeholders
Effective engagement with all stakeholders continues to be essential for the success of the project. The Trust is actively addressing any resistance to change, ensuring that everyone understands and embraces the benefits of the new system. Unlike many typical implementations, this project requires ongoing assessment and adaptation. The Trust is providing real-time insights into the deployment process, capturing both the challenges and successes as they occur. This approach is intended to refine their strategy and offer valuable lessons to other organisations facing similar transitions to share best-practice.
“Managing our rollout of a new e-Rostering system across five major hospitals with our existing team is no small feat,” says Charlotte Coates, e-Rostering & e-Expenses System Manager at EKHUFT. “By integrating the system into our daily workflow and leveraging real- time feedback, we are overcoming significant hurdles. This approach is allowing us to balance our regular responsibilities while ensuring a smooth transition and maintaining operational continuity”, she says.
A unique approach to implementing e-Rostering
EKHUFT has adopted a unique approach to implementing the e-Rostering system by integrating the rollout into the existing workflow of the team. The project is being managed with the help of RLDatix’s dedicated project team. Central to the success is the real-time feedback from the ongoing implementation, which allows for immediate adjustments and improvements.
The strategy involves implementing the system in pairs to foster collaboration and ensure thorough oversight of the deployment process. This approach not only allows for a more adaptive rollout but also ensures that the team remains engaged and responsive to emerging challenges.
Achievements
As the project continues to progress, EKHUFT is successfully aligning the e-Rostering system with existing staff structures, making medical rostering fully reportable and integrating it with other Agenda for Change (AfC) staff systems. This alignment is crucial for generating accurate reports, managing exceptions, and verifying compliance with hours and annual leave requirements. The ongoing implementation is providing valuable insights into the practical challenges and successes of such a rollout, contributing to a more refined and adaptable approach to e-Rostering.
Charlotte says: “Our transition to Optima continues to be transformative for East Kent Hospitals. By aligning the new system with our existing staff structures and embracing real-time adjustments, we are improving our rostering processes and enhancing reporting capabilities. This experience shows all our staff the importance of adapting in real-time and using ongoing feedback to refine strategies. It’s a testament to how effective implementation and engagement can lead to substantial improvements in efficiency across the Trust.”
Top tips:
- Integrate implementation into your daily workflow: Use existing team members to manage the rollout, balancing new tasks with routine responsibilities.
- Adapt and adjust in real-time: Use feedback from the ongoing process to make immediate improvements and address challenges as they arise
To watch a recording of the session, please visit our ‘OnDemand Hub’ here.
