nhs transport & logistics best practice group · 2016. 5. 4. · driver training service...

NHS Transport & Logistics Best Practice Group

© NPAG 2016 The NPAG is a part of the East of England Ambulance Service NHS Trust 1

Peter Richardson, Facilitator Telephone: 01245 544600 Fax: 01245 544610 Email: [email protected] www.npag.org.uk

Cert No: 9210

mailto:[email protected]

http://www.npag.org.uk/



MISSION STATEMENT

The NHS Transport & Logistics Best Practice Group is a member driven, proactive networking group striving for continual innovation and improvement in the delivery of fleet management, logistics, parking solutions and associated services.

INTRODUCTION ‘Information with inspiration’ would be a succinct way to sum-up the work of the The NHS Transport & Logistics Best Practice Group, and its programme over the past year typifies this positive outlook. Our task is essentially to innovate, in the face of ever-increasing pressure to save money and increase efficiency. Each and every item on our established Standing Agenda was chosen by members as these items are in effect, their priorities. As in previous years we addressed them in two ways: through the knowledge and experience of colleagues around the table; and through our carefully-selected guest speakers. The Standing Agenda itself continues to evolve and has been successful in ensuring that all key matters remain in focus. This year, members have shared practical experience of vehicle-lease providers, coachbuilders, parking solutions, fleet management software, vehicle-born products, driver handbooks, pool cars, refrigeration units, insurance companies, salary-sacrifice schemes, waste management, transportation of specimens and driving licences checks amongst many, many other topics. There is also much sharing of a collective, unquantifiable wisdom that arises from combined decades of service in a transport and logistics environment: ALWAYS photograph a lease car before return, to offset potential problems later; link driving licence checks to applications for parking permits to increase compliance; recharge pool cars to individual departments for fairer costing…and so on. The ever-thorny subjects of Parking and Sustainable Transport, for some time a significant item of the Standard Agenda, are now being addressed by a newly-launched and well-supported NPAG NHS Car Parking and Travel Planning Network. The coming year will see a joint meeting between the two Groups and an exciting opportunity to maximise value for members of both. Our next year of meetings will begin in July with a much anticipated update on relevant legislation, including ADR - Accords Dangereux Routieres. The remaining programme for 2016-2017 will shortly be finalised by members in accordance, as ever, with their priorities. Peter Richardson NPAG Best Value Group Facilitator

CHAIRS VIEW Once again I must thank my valued colleagues for re-electing me as Chair of this innovative group for another year, and it is my pleasure to welcome David Malone once again as Vice-Chair. As ever, I am delighted to accept the role and my first pleasant task is to look back over the Group’s activities over the past year, in this Report. And what a year to look back on! As ever, it was great to see long-standing members re-join and to welcome new ones. And to reflect, but not dwell, on the absence of other colleagues who, in challenging times, found themselves no longer able to bring their expertise to the table for the benefit of all. Sharing with colleagues in an open and supportive environment not only provides potential solutions to problems; it inspires and motivates, bringing alive the old adage: ‘a problem shared is a problem



halved’. We have a great synergy of information with inspiration which, from my viewpoint at least, is invaluable. And our guest speakers from the past year? All hand-picked by Group members and all experts in their own field. Looking back over the 4 meetings we have brought in speakers covering: a taxi-booking management system, the latest electric vehicles, driver-behaviour software, vehicle tracking, fleet management systems, vehicle climate management products and a highly impressive barcode-and-chip tracking solution for medical records, equipment, staff… No wonder we agreed an earlier meeting start time, to help pack everything in! As for the year ahead, members have already agreed to hold a joint meeting with the newly-formed, and highly topical, NHS Car Parking and Travel Planning Network as a way of maximising value across areas of common interest. I have no doubt this will benefit both groups. And we will be receiving a much needed update on ever-changing legislation and Accords Dangereux Routieres. The rest of the programme will be determined by members, in line with their key priorities as the year unfolds, and we look forward to meeting and working together again.

Lynn Judge Chair 2015-2016 NHS Transport & Logistics Best Practice Group

MEMBER’S COMMENTS

“The group is very informative and has provided good networking. The presentations throughout the last four meetings have been very useful within the transport field. Members of the group benefit from sharing information and experiences.” Jon Spells, Portering & Transport Services Manager, Worcestershire Acute Hospitals NHS Trust

DOCUMENTS AND PRESENTATIONS DISTRIBUTED DURING 2015-2016

MEMBERSHIP YEAR: Below are listed a selection of the documents and presentations that have been issued to, or circulated between, members during the 2015-16 meetings year. Please note: copies of these are available to members upon request from the NPAG office tel. no: 01245 544600 or on the NPAG Website www.npag.org.uk

Presentation: ATOM, Sam Channa & Terry Abba, Ambinet

Presentation: Electric Vehicle Fleets, Tony Machin, Nissan UK

Car Parking Application Form, David Malone, The Newcastle upon Tyne Hospitals NHS Foundation Trust

SMART Parking Brochure, David Malone, The Newcastle upon Tyne Hospitals NHS

Foundation Trust

NHS car-parking management (HTM 07-03)

Driver Handbook – Alan Hulme, Salford Royal NHS Foundation Trust

Presentation: Lightwood Driver Behaviour System, Kerry O’Farrell

Presentation: Quartix, Sean Maher & Andy Edwards, Quartix




Information on transportation of drugs & diagnostic specimens, Tony Chatield, NHS Wales

Shared Services Partnership

Presentation: Fleetcheck, Andy Kirby, Fleetcheck UK

Presentation: iFIT, Neil Collins & Ron Burdis

Presentation: Eberspacher products, Steve Turner & Chris Dore

Driver Training Service information, specimens, Tony Chatield, NHS Wales Shared Services Partnership

SUMMARY OF MEETINGS, KEY THEMES AND HOT TOPICS FOR 2015-2016 This section provides a general summary of the various discussions that have taken place at the 4 meetings held this year. As can be seen from the range of topics covered, members have been provided with a significant level of information, guidance, ideas for improvement and suggested areas for cost savings.

MEETING 1 OF 4 : 1ST 2015 AT CANNOCK SOUTH PREMIER INN The Group updated and extended its standard Agenda as follows:

Commercial vehicle lease companies: what they deliver/customer experience Track & Trace software information Agenda for Change updates Fleet: Grey, Green & Courier Car Parking, staff & Patient Travel Planning (NICE Guidelines) & Travel to work Waste & ADR Medical Records CCGs & related matters Driver Handbooks Management of Taxi costs

At its previous meeting, the Group had agreed an earlier start-time in order to accommodate additional guest-speakers. The meeting began with a presentation on ATOM (Ambulance & Taxi Operational Management) by Terry Abbas and Sam Channa of Ambinet UK. ATOM arose from a need identified in Birmingham Children’s Hospital to create a transport audit trail; ATOM enables fast booking of transport in a controlled environment, with built-in costs and accountability – the system is now in its 4th edition. It has been proven to reduce double-bookings and is proficient at combining existing bookings and maximizing individual journeys, enabling a possible return of investment with one year Tony Machin, Fleet Electric Vehicle Manager of Nissan UK provided the second presentation under the Group’s new 2-speaker format, and arrived in a Nissan Leaf all-electric car, having travelled from home. He described the potential contribution of Electric Vehicles (EVs) to the reduction of air pollution (attributed to 7 million annual deaths) and waste caused by congestion. He also described Government support for EVs and other low-emission vehicles and their increasing range and reliability. Vehicles like this are here to stay and the battery-charging infrastructure continues to rapidly expand, making it vital for the NHS to keep up with developments. Members’ other discussions included: Inappropriate billing by rental companies including overly-expensive provision of spare keys, and how best to address such occurrences; issues over motability insurance for vehicles being used



inappropriately on NHS business, with potential knock-on effects for the employer; improving grey fleet licence check compliance; and the re-charging of pool cars to user-departments for fairer cost rationalisation.

MEETING 2 OF 4: 30TH SEPTEMBER 2015 AT CANNOCK SOUTH PREMIER INN

The meeting began with the presentation: ‘Lightwood Driver Behaviour’ by Kerry O’Farrell. Lightwood originally produced energy-saving generators for commercial vehicles, but realised that greater potential savings lay in improving driver behaviour. Their ‘in-cab’ system is designed to address bad habits and poor driving verbally and in real-time. Several major commercial fleets endorse the product and claim to have made fuel savings of 12-15%. Management intervention is triggered on the 3rd ‘breach’ of the system’s advice by a driver. A Group member commented on his favourable experience with the system: staff adjusted to it quickly and no ‘violations’ were recorded after the first few days. Kerry agreed that the system was good at improving drivers who were ‘unconsciously incompetent’, and the product had been endorsed by a major insurance provider. The system also encourages a culture of pride and competence in that drivers strive to minimise violations in a managed weekly-scoring arrangement. Members discussed all aspects of the Standing Agenda and, in detail: Electric Vehicles An expanded fleet of Nissan electric vehicles are being successfully used as ‘pool’ cars in a member’s Trust. VW Vehicle Emissions Members shared information on local Trust responses to the implications for the NHS of the widely-reported VW emissions ‘scandal’, given the significant numbers of the manufacturer’s vehicles in use in by fleets. Vehicle Charging Points In one member Trust, POD-Point vehicle electric chargers were being leased at £30/month plus civil engineering costs; staff were able to access the points and charged on their payroll PIN code. Driver Handbooks A trend towards replacement of handbooks with concise Action Cards, including ones covering specialised transport, e.g., pathology, was discussed and assessed as a sensible move forward. Members also discussed: bulk replacement of LGVs and potential savings available from purchase rather than lease; premium parking charges for 4x4 vehicles; hospital parking issues, including disabled drivers. Waste disposal Certificates of Conformity, DGSA and the Information Governance Commission; the activation of a Trust’s ATOM system and projected savings in taxi costs of £45,000.

MEETING 3 OF 4: 6TH JANUARY 2016 AT CANNOCK SOUTH PREMIER INN

Presentations on the innovative fleet management systems of Quartix and Fleet Check opened the meeting, with an in-depth description of how the systems can generate significant cost reductions. Time spent idling wastes both fuel and staff time and, in one example of a commercial company, use of Quartix increased engineer utilisation time by 5 hours per month by reducing idling time. The system is simple to use and can generate daily vehicle logs, route maps, etc.; the tracking map updates every minute and 12-months data is retrievable from the company archive, enabling exposure of fraudulent claims, e.g., by demonstrating proof of arrival times at disputed locations. Fleetcheck is compatible with Quartix and is a platform designed to manage all areas of compliance, being able to generate 150 report-types. It can be used to manage grey-fleet problems through automated licence checks, provision of appropriate business-insurance, etc., and the system can be included in a cost-saving ‘Quartix Bundle’.



Members also discussed the Standard Agenda and in particular: Agenda for Change The salary-banding of drivers: colleagues exchanged information about how drivers were banded locally according to interpretation of skill-levels and other duties performed. Fleet; Grey, Green & Courier The use of annual appraisals as an opportunity for licence-checking was being examined in one area, along with the need for a consistent grey-fleet policy. Parking, Staff & Patient The formation of the new NHS Car Parking and Travel Planning Best Value Group was discussed and it was agreed that the Vice-Chair, as a member of both groups, would provide an update at each meeting. Patients such as cancer-sufferers who require multiple and ongoing hospital visits were being granted parking concessions in one member’s Trust Medical Records Concerns arising from breaches of confidence through use of taxis to transport medical records were discussed, and how the issue was being addressed by individual members’ Trusts. It was agreed that the company responsible for the iFIT system should be invited to present at the next meeting, given the highly positive experience of a Group Member.

MEETING 4 OF 4: 6ND APRIL 2016

Members had previously discussed ‘Igloo boxes’ carried by NATO vehicles to keep medication and other products at their optimum temperature in hostile environments, and their possible application to NHS fleets. They were pleased to welcome a presentation from Eberspacher, which manufactures the boxes and associated products. These extremely resilient boxes come in a variety of sizes, can be carried in standard vehicles and have been proven to maintain constant temperatures for 100 hours by using independent battery power. In civil use their service ‘life’ could potentially extend to over 10 years owing to their robust, seamless manufacturing design. Options include wheels, pallet-bases and vehicle fitting kits. A typical commercial van could, for example, carry 3 boxes each containing different products at different temperatures. Presentation 2 was provided by The 6PM Group whose speakers described in detail its iFIT (Intelligent File & Inventory Tracking) system which uses a combination of bar-codes and electronic chips to track medical records, equipment and even staff, in heath-specific environments. The iFIT system has received acclaim where it is in use, having generated 40-80% labour savings in medical record searches. It can also provide whole-patient costing and link individual assets, e.g., portable x-ray machines, to individual patients. The following also received significant attention from Members: Fleet: Grey, Green & Courier The use of ex-police Roads policing Unit drivers was proving an effective and economical way of re-training ‘problem drivers’ in a large Trust, and contact information was shared with Members. Car Parking, Staff & Patient It was agreed that a joint meeting would be held with the new NHS Car Parking & Travel Planning Network as 1 of the 4 meetings in the 2016-2017 round, following suggestions made by members of both. This will provide an excellent opportunity to network on the entire reach of the 2 Groups, to the benefit of all - and without additional cost to members of either Group.



CCGs & related matters Ways to cost-effectively combine the delivery of pharmaceuticals to, and collection of pathology from, CCGs was discussed. Management of Taxi Costs Early indications were that the recent implementation of ATOM had already led to a slight reduction in taxi usage in one Trust area; formal review had been set for the near future and would be reported for the benefit of the Group.

GROUP MEMBERSHIP Why Join? The NHS Transport & Logistics Best Practice Group combines two main essentials: decades of in-house experience and quality presenters from within and outside the NHS. That way we build on proven good practice whilst having an eye to new systems and developments!

Colin McMillan Head of Transport & Sustainable Travel

Cardiff & Vale University Health Board

Tony Chatfield Head of Operations, NHS Wales Health Courier Service

Cardiff & Vale University Health Board

Neil Little Travel & Transport Manager Doncaster & Bassetlaw Hospital NHS Foundation Trust

Wayne Bramhall Fleet & Logistics Doncaster & Bassetlaw Hospital NHS Foundation Trust

Paula Taylorson Logistics Manager East Lancashire Hospitals NHS Trust

Dave Taylor Transport Manager Leeds Teaching Hospitals NHS Trust

Lynn Judge Operations Manager Nottinghamshire Healthcare NHS Foundation Trust

Robert Matthews

Transport Manager Nottinghamshire Healthcare NHS Foundation Trust

Darren Whitrow Transport Manager Royal Devon & Exeter NHS Foundation Trust

Alan Hulme Logistics Manager Salford Royal NHS Foundation Trust

David Emblen Manager - Transport & Stores Services

Sheffield Health & Social Care NHS Foundation Trust

Arleen McFarlane

Business Services Manger South Central Ambulance NHS Foundation Trust

Mervyn Edwards Commercial Logistics Manager South Central Ambulance NHS Foundation Trust

David Malone Transport & Travel Advisor The Newcastle upon Tyne Hospitals NHS Foundation Trust

Jon Spells Portering & Transport Services Manager

Worcestershire Acute Hospitals NHS Trust



PLANS FOR NHS TRANSPORT & LOGISTICS BEST PRACTICE GROUP As ever, the Group’s Agenda will continue to be shaped by the challenges of securing ever more savings through the shared experience of its Members, and the continued scrutiny of systems and products which hold the potential for yet more efficiencies. The proposed combined meeting with the newly-established NHS Car Parking and Travel Planning Network, probably in early 2017, holds great potential for all involved, for sharing practical, proven and resource-saving innovations across the whole wide spectrum of both Groups. In addition to continually striving for ‘better-cheaper-faster’ and ever-earlier demonstrations of Returns on Investments, Members are fully aware of the need to keep up to speed on associated legislation and Government directives. The Accords-Dangereux-Routieres (ADR) are a prime example of the complex and changeable legislative environment applicable to transport and logistics, and an in-depth update on ADR is planned as the main business for the July 2016 meeting. Members have expressed a preference to keep some flexibility in the Programme in order to enable a high level of topicality to be maintained, and the ability to respond to significant events or developments. This policy proved beneficial in the aftermath of a multiple-fatal road accident involving a vehicle being used on NHS business: at the following meeting the Group benefited from a timely and in-depth presentation on Duty-of-Care, associated legislation and the avoidance of potential legal pit-falls. Dates set for 2016-2017 are: Wednesday: July 6th; 2016 October 5th 2016; January 11th 2017; April 5th 2017

As the NHS Car Parking and Travel Planning Nework develops, it may be that Transport & Logistics will refocus on other core business, and possibly amend its Mission Statement, whilst maintaining a useful cross-flow of information with the other Group. Overall, its Members will continue to shape its Agenda and share practical, workable, proven solutions to diverse issues and problems. As ever, the Group will embrace new technologies and products to feed the unending drive for efficiency and the reduction of costs.

NPAG DEVELOPMENTS CPD Certification The NPAG is a member of the CPD Certification Service. The NHS Transport & Logistics Best Practice Group has received CPD approval for 2012. CPD Certification is a formal recognition of the contribution that membership of the NHS Transport & Logistics Best Practice Group makes to members' continued professional/personal development. At the end of the annual round of meetings, members will receive certificates of attendance for all meetings attended during the year to evidence the contribution made as part of lifelong learning. NPAG NetWork The NPAG NetWork provides the facility for members to ask questions of any individuals, group or groups within the overall NPAG membership. Questions can be sent to the NetWork Facilitator who disseminates them across the NPAG membership. Responses are collated and returned to the originator and others who declare an interest in the question asked. NPAG Library The NPAG Library holds presentations from NPAG best value groups and conferences, together with policy and other documents sent in by members. Access to these items is via the NPAG NetWork Facilitator.



NPAG Website The NPAG website includes a private members Area for each of the NPAG BVGs. Through these sites, BVG members can access and download meeting agendas, minutes, presentations and survey forms. The areas are password protected.

MEMBERS REFERRAL SCHEME AND DISCOUNTS Members Referral Fee – Introduce a friend and get 1 meeting for free. A member referral resulting in another Trust / Organisation registering for full membership of the same group will result in the referring member qualifying for a one meeting discount* The discount applies to the full membership fee only (not applicable to the 2nd member rate).The discount will be applied once, at the start of the current meeting round. Mid round membership referral discounts will be processed at the start of the following year’s membership round. Multiple referrals will result in multiple discounts up to four referrals per meeting round. *Equivalent to £146.25.

Second Club Membership - A 20% discount will be applied when an existing NPAG member joins an additional Group. This does not apply to the £245 second member rate. Introducing our Try Before You Buy option. Simply attend the first meeting of a group’s new round, see what it’s all about and if you decide it’s not for you walk away commitment free*. *Try before you buy option is available to new members only. New members must inform NPAG in writing that they wish to ‘try before they buy’ prior to first meeting attendance. If the new member continues membership beyond the first meeting then the full group membership fee applies.



The NPAG organises and facilitates a national network of Best Value Groups that enables members to share experience, identify good practice; innovation and information to assist individual managers develop their own service improvement action plans.

Clinical Engineering (North) BVG NHS Car Parking and Travel Planning Network

Clinical Engineering (South) BVG NHS Sustainability Leads Network

Estates Services (North) BVG NHS Transport and Logistics BVG

Estates Services (South) BVG Nursing and Temporary Staffing BVG

Facilities (North) BVG Operating Theatres BM Group

Facilities (South) BVG Project and Programme Management Group

Health, Safety and Risk Management Network Resilience Development Network

Health Visiting and School Health Services DN Coming 2016 Security Services Group

IT and Connectivity Network Sterile Services BVG

National District Nurses Network Waste Management BVG

For further information on the NPAG and our future activities, please contact Marie Cherry, Gemma Aitchison or Victoria Combes by telephone on 01245 544 600, or by e-mail on: [email protected] [email protected] [email protected]

Some Group Testimonials…

“I found the NPAG group very worthwhile, informative and a good place to share good practice. The speakers were excellent and it was extremely well run.” Susan McCarthy, Head of Temporary Staffing, North Essex Partnership Foundation Trust (Mental Health), member of the Nursing & Temporary Staffing BVG 2015-16 “I attended the inaugural NPAG NHS Parking and travel planning network in September 2016, we have met 3 times. I find the meetings very helpful and a great network to discuss the numerous problems we all have, learning the various good practices. I specifically find requesting information, the responses are so valuable and they all come in one easy to read table, a great learning curve and an essential tool in decision making.” Tom Hughes, Operations Manager – Property and Transport Management, University College London Hospitals NHS Foundation Trust, member of the NHS Car Parking & Travel Planning Network, 2016

“This group has provided me with support and advice both during and outside of the group meetings for the past 5 years that I have been a member. More importantly the NPAG network facility has enabled us to share problems and get advice as within the group we have learnt that are problems are unique.” Lynn Judge, Operations Manager, Derwent Shared Services, member of the NHS Transport & Logistics BPG 2014-15






Available to all members of NPAG Benchmarking and Best Value Groups, and individual subscribers, the NPAGNetWork provides the facility for members to ask questions of any individuals, group or groups within the overall NPAG membership. The response to questions raised has been excellent. The NPAGNetWork provides a managed forum for colleagues to share information - saving time and money in not re-inventing the wheel! Questions raised in the past month have included the following topics:

Pathology waste policy Facilities audit tool tools Decontamination of portable medical equipment Ward hairdressers Laundering Heat Labile items Fleet vehicle insurance Use of latex gloves Use of chute system for waste disposal

Thank you all who have responded! For full details of how to use the NPAGNetWork, please contact the NPAG team on 01245 544600 or email: [email protected]

Forthcoming NPAG Events Please visit www.npag.org.uk for all our current course, workshops, training & BVG meetings. Phone: 01245 544600 / email [email protected], [email protected] or [email protected]

Spring 2016 – Occupational Health & Safety Modules Contact Gemma for further information.

Putting the Patient First – Customer Care and Communication Skills in the NHS Training Onsite Workshop A one day workshop for NHS professionals, reinforcing customer care best practice so that patients receive the best possible experience through our people, always Putting the Patient First:

Understanding the impact of your own behaviour on others

How to handle challenging situations and people

Effective communication techniques

Understanding and managing patient expectations

Identifying how and why perceptions are formed

Proactive versus reactive behaviour

Demonstrating a positive attitude

Taking ownership Contact Marie for further information.

September 2016 - Clinical Engineering Conference Contact Gemma for further information.

March 2017 – Theatres, Sterile Services and Decontamination Conference Contact Gemma for further information.








REGISTRATION FORM

NHS Transport & Logistics Best Practice Group 2016-17

ORGANISATION ADDRESS

Type of organisation: NHS Social Enterprise Other PHONE NO. FAX NO.

Member 1 for a £585 fee (4 meetings) Member 2 for an additional £245

NAME POSITION EMAIL SPECIAL REQUIREMENTS (Dietary/Access)

Reservations Invoicing Please send completed booking form to: If the invoice address is different from that (Photocopies acceptable) above please enter address below National Performance Advisory Group 87 Coval Lane Chelmsford Essex, CM1 1TQ Tel: 01245 544600 Fax: 01245 544610 Email: [email protected] www.npag.org.uk

BOOKING CONDITIONS: A VAT invoice will be issued. VAT Registration No. 654 9195 01. VAT applies to any NHS organisation outside England and to any non-NHS organisation.

Payment is due on receipt of invoice. DO NOT send payment in advance of receipt of invoice. When invoice is received, payment should be made to ‘East of England Ambulance Service NHS Trust.’

ALL cancellations must be in writing. Cancellations received up to 2 weeks before the date of the first meeting will receive a full refund less an administration charge of £100. After this date refunds cannot be made. A substitute is acceptable. NPAG cannot be held responsible for any travel expenses or accommodation costs in the event of a cancellation or postponement of a meeting, workshop or an event.

A 20% discount will be applied when an existing NPAG member joins an additional Group. This does not apply to the £245 second member rate.

I confirm that I have read and accept the above BOOKING CONDITIONS and would like to register as a member of the ‘NHS Transport & Logistics BPG 2016-17’. Please invoice me for payment.

Authorisation Signature ………………………… Your Order Number……………………………………



nhs transport & logistics best practice group · 2016. 5. 4. · driver training service...

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