ISSUE 16 Cardiff and Vale University Health Board

Heartbeat Welcome to the latest edition of Heartbeat, your Organising for Excellence newsletter.Alongside our update on Leaner and Fitter projects, we would like to update you on GrandIdeas and the Staff Recognition Awards

Grand IdeaThe first cohort of Grand Idea initiatives in partnership withUNISON has been very successful with more than 60 entriessubmitted.

Andrew Meates, Education and Practice Development Nursefrom Cardiothoracic Services won the inaugural £50 voucherprize. His Grand Idea was to provide a way for local teams tohelp deliver elements of the mandatory trainingprogramme.This can be done by developing casade trainers todeliver sessions themselves, this will increase efficiency and thespread of mandatory training.

Another excellent idea was from Justin Jones, Technical Instructorfrom the Physiotherapy Service within Mental Health. Justin’sidea is to promote physical wellbeing by allowing staff use of thegym within the In-Patient Mental Health Physio Departmentduring lunch times. Justin said “Exercising will help not onlyimprove general and physical health but also mental health”.

Catherine Gaskin,a Nurse within the Delivery Suite at UHW,had an idea to help reduce spend on interpreters by offeringstaff the opportunity to learn a second language.Theinterpreters could be used to help improve conversational skillsby allowing staff to sit in on conversations with patients andprovide some structured teaching suggestions to aid learning.

Corrina Casey from the Programme Management Office who saton the judging panel, said: “On behalf of the judging panel wewould like to thank everyone who sent in their ideas. The quality

was outstanding and we are very excited to seewhat comes through in the next round”.

The next round of the Grand Idea scheme isunderway, the deadline for submissionsDecember 31st, 2014. If you wish to applyplease click the picture or pick up a form fromthe Cashiers in UHW, UHL and Whitchurch,and from the Unison Office at UHW / UHL

After last year’s resoundingsuccess the Staff RecognitionAwards are back.....

Last year we were extremely impressed with the qualityof nominations. This is the time of the year you can showyour appreciation for the hard work your colleagues havedone; it is an opportunity to celebrate success.

The aim of the Staff Recognition Awards is to recogniseexcellent practice and outstanding performance of theemployees and volunteers of Cardiff and Vale UHB. Theawards will be an opportunity for colleagues andmanagers to nominate those individuals who are makingoutstanding contributions.

How to enter?

The deadline for submissions is Friday December12, 2014. Forms will be available on the Intranet, andfrom Cashiers in UHW, UHL and Whitchurch. You canalso e-mail emma.bendle@wales.nhs.uk or phone 029 2184 7832 to request a form.

Leaner and Fitter Project Update

E-DatixElectronic incident reporting coming soon toCardiff and Vale UHB

The UHB is moving ahead with plans to replace the currentpaper incident forms with an electronic incident reportingsystem.

Currently, paper incident forms are manually entered to theDatix risk management database by the Patient Safety Teamand Health and Safety Department. The new web basedsystem allows the staff reporting the incident to directlyrecord the incident details themselves using an electronicform on their computer.

The Datix web based system is already widely used in otherorganisations and we are delighted to be able to progressthis now in the UHB.

Moving to an electronic system brings many benefits for;incident reporters, line managers, the wider UHB, andultimately patients. For example:

1. The incident reporting system will become moresecure as paper forms are removed.

2. Each incident will be reviewed electronically byrelevant department managers who will have theopportunity to amend and add additional informationto the electronic incident form.

3. Department managers will have easier access toinformation to allow them to feedback to staff. Weknow that feedback following an incident beingreported is a key issue for staff.

4. As the incident details are immediately visible within thedatabase, incident management processes acrossshould become more timely and robust.

5. Ultimately, a more efficient incident reporting systemmeans quicker opportunities for the organisation tolearn and improve services for patients.

Work is now underway to design the electronic incidentform. Each Clinical Board has a representative on the E-Datix Project Board and all Clinical Boards have been invitedto participate in the process mapping and form design. ThePatient Safety Team and Health and Safety Department arevery keen to design a form and process that meets theneeds of staff across the UHB.

It is anticipated that we will start implementing the newsystem in early 2015. Specialist Services will be the firstClinical Board to go live.

Please contact Sean Murphy, e-DATIX Project Manager ifyou have any queries

L-R) Sean Murphy, Maria Roberts, Nicola Roderick, DawnBenning)

Please follow us on social media:Twitter: @CV_UHB - Facebook.com/cardiffandvaleuhbIn the meantime, keep your feedback coming toorganisingforexcellence@wales.nhs.uk

L-R) JackieCallard, JohnMeredith, JuliaClarke, ElenaHan, SarahKelly, LaurensBoth and SionO’Keefe

Project Aims Across Cardiff and Vale UHB utilisation of our theatres hashistorically been at the 75% level, this is the time used foranaesthetising or operating on our patients. The TheatreImprovement Project’s aim is to increase the utilisation oftheatres to 83%, improving the use of our available theatretime and in turn helping us to meet our Referral to Treatment(RTT) targets. To do this, we are working in several areas.

PASPlus+PASPlus+ allows us to see historical, live and planned futureperformance of our operating theatres by Health Board,theatre area, specialty and consultant. The increased visibilityof our planned use of theatres and how we are performingallows us to focus on the right areas and tackle any issues.PASPlus+ is accessible to all staff via our intranet page, bytyping the following URL into the browser bar 10.59.11.217

Booking ProcessThe booking work stream helps ensure the appropriateamount of anaesthetising and operating time is booked ontoeach list, minimising the chances of us under running oroverrunning on the day of surgery.

Through the brilliant effort of many staff across many areas,we now have the booking process in place, showing an initialefficiency of 73%. So far, 4 out of 23 specialities haveexceeded our target of 90%, and 5 further specialties haveexceeded 85%.

Cancellations/DNAsOnce patients are booked onto theatre lists, cancellations andDNAs (patients not attending on the day), need to beminimised. An automatic call-remind system is beingdeveloped, which calls patients to remind them of surgeryseven days before they are due to come in and also givesthem the option to rebook or cancel if they wish.

On-the-Day EfficiencyWe need to ensure that our theatre lists run smoothly and thiscan be achieved by; minimising late starts, tackling turnarounddelays, reviewing surgical procedures that overrun and accuratelybooking our lists to ensure that patients are able to attend.

6-4-2 Process We are improving the utilisation of the sessions that arerunning; this is done by reutilising cancelled sessions as

effectively as possible, and is done through the existingScheduling and Reutilising Meeting (SCRuM) which is attendedby all directorates.

Reducing Pre-op Length of StayWe are trying to increase the number of Day of SurgeryAdmissions. In order to achieve this safely, our surgical,anaesthetic and nursing colleagues have worked together toagree the necessary clinical and operational requirements forareas currently admitting patients prior to their day of surgery.

The intention is now to roll out Day of Surgery Admissionacross other specialties whose patients currently undergo afull pre-operative assessment. A plan for further expansion iscurrently being developed to ensure all patients have the rightpre-operative preparation and enabling the vast majority toarrive in hospital on the day of their surgery.

Contacts If you have any thoughts or questions regarding any aspect ofthe Theatre Improvement Project, please contact: Sion O’Keefe - Project Managermailto:Sion.O'Keefe@wales.nhs.uk

Project Management TrainingDon’t forget, we deliver Project Management training for staff.The next sessions are scheduled for Monday 1st Decemberand Friday 9th January. If you are interested in attendingplease contact Carrie Bodman on 02921 847834 orcarrie.bodman@wales.nhs.uk

Leaner and Fitter Project UpdateTheatres Improvement Project