Rotamap ADR Event
8th November 2024
We held our 2024 Autumn event on Friday 8th November 2024, at the Standard Hotel in London. This event was specifically for users of our services at NHS Trusts and Health Boards who are rolling out our All Doctor Rostering (ADR) services to all clinical teams across their entire organisation (or an entire Division), with the focus being to inspire and encourage them to use the systems to their full capacity to help drive organisation improvement.
The forum itself was smaller in size than events we have held previously, offering attendees the opportunity to discuss their experiences with peers from other organisations using All Doctor Rostering and develop best practices informed by real-world experiences. With a number of exciting ongoing developments, we also wanted to lay the groundwork for NHS Trusts and Health Boards to readily adopt new functionality as soon as it becomes available.
The Rotamap team also presented the latest version of our All Doctor Rostering implementation handbook, which sets out best practices for rolling out Rotamap services at scale. The updated handbook is goal-oriented, encouraging Trusts and Health Boards to clearly define their objectives for the rollout and the benefits they would like to see. This encourages standardisation and consistency in approach to implementations across organisations, supporting the comprehensive use of our services and paving the way for meaningful reporting and integration opportunities at both departmental and corporate levels.
In attendance, we had users from senior positions at 13 different Trusts and Health Boards, which collectively have more than 18,000 clinicians using our CLWRota and Medirota online doctor rostering services to plan and manage their clinical activity.
The agenda for the day was as follows:
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Welcome and introduction
Iona Hall, Rotamap
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Trustwide Oncall Monitoring with Overviews
Manish Thakrar, University Hospitals Leicester
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Managing All Doctor Rostering
Ben Wright, Oxford University Hospitals
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Managing leave Submittals and ESR integration
Eve Malcolm and Emily Taylor, East and North Hertfordshire
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Reporting using the CentralAPI
Alex Bones, Rotamap
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Rotamap project priorities
Luke Housego and Adam Cansfield, Rotamap
Manish Thakrar, Medical Rostering Project Lead at University Hospitals of Leicester, gave a talk about how they had used our Overview service to create a composite view of all oncall assignments across the entire Trust and discussed how this had benefitted their switchboard team, the clinicians, and the patients. By ensuring that clinicians were sharing a mobile number within the Overview service, they were able to achieve a significant reduction in the volume of calls going through to the switchboard, and those calls that did go to the switchboard saw a marked decrease in duration. This also led to fewer calls going to the wrong clinician, and ultimately improved patient experience, especially in emergency situations.
| Internal Call Volumes | 2023 | 2024 | % Reduction |
|---|---|---|---|
| June | 5623 | 4928 | 12.36% |
| July | 5509 | 4747 | 13.93% |
| August | 5949 | 5040 | 15.28% |
Reduction in the number of calls directed to the oncall doctor which went through the switchboard at University Hospitals of Leicester NHS Trust before and after widespread use of the Oncall Overview.
| Internal Call Duration | 2023 | 2024 | % Reduction |
|---|---|---|---|
| Average (Median) Call Duration |
47 seconds | 31 seconds | 34.04% |
Reduction in the average duration of those calls over the same period.
Ben Wright, Divisional Director of Operations at Oxford University Hospitals, followed with a talk about how All Doctor Rostering had been rolled out at his Trust, and the steps they took to ensure a smooth transition. He spoke about how they formed a Project Group which included a Project Manager, Clinical Champions, and representatives from their HR, Informatics, and Data & Analytics teams, as well as representatives from each division. By enlisting senior support alongside local clinical champions, they were able to ensure good clinical engagement within each area that implemented the services. They also laid out clear goals and objectives at a Trust-wide level early on in the process, which enabled them to carry out some invaluable theatre planning improvements.
After lunch, Eve Malcolm and Emily Taylor, eRostering Workforce Managers at East & North Hertfordshire NHS Trust, gave a talk about how they had used our Submittals feature to manage all clinicians’ absence records at the Trust and were able to transfer these directly into ESR. They spoke candidly about the steps involved in implementing the feature and streamlining the payroll process, the benefits it brought, and the challenges they faced along the way. They also shared data showing a steady increase in the number of absence records that were submitted between 2022 and 2024, as well as a marked increase due to industrial action.
Alex Bones followed with the first of the talks from the Rotamap team, discussing the new Report Builder in the Central Reporting service and how data can be pulled from this feature, using the recently released CentralAPI, into other systems such as Microsoft PowerBI, to enable further manipulation and analysis of the data.
Graphs in PowerBI showing the total number of submittals for an entire organisation, and broken down by division
Graph in PowerBI showing the same data, broken down further to show the status of the submittals
Finally, Luke Housego and Adam Cansfield from Rotamap closed the day with a talk on Rotamap’s current project priorities. They discussed ongoing work on self-rostering functionality in CLWRota and Medirota, new iOS and Android mobile apps, Exception Reporting, Work Schedules, Delivery Reporting, and integration with external Locum providers.
It was a pleasure to meet with those that attended, and to hear such enthusiasm for our services, and we’d like to extend our thanks to those that joined us.
If you’d like to hear more about the day, or discuss the new features that are currently in development and how you can get involved, please contact us at support@rotamap.net or call +44 (0)20 7631 1555.