Medical Workforce Electronic Systems

The Health Board require a Medical and Dental Workforce Electronic System that can sustain the size of the Health Board and provides some if not all (but not limited to) the following criteria/functions;

a) allows live Health Board wide coordination of the workforce and real time changes to rota

b) roster for both junior and senior clinicians

c) allows rota of all on-calls, post on-call, ward cover and hot weeks

d) flexible system that can include outpatients, theatres and other elective activity

e) simple to complete

f) allows for record swaps (either via a coordinator or directly by clinicians)

g) direct click through to contact details for the clinicians so that they can be called on their mobile and other devices

h) able to book all types of leave and able to highlight potential clashes or lack of cover in advance

i) incorporates rules including WTD, excessive hours, shifts patterns etc.

j) links with entire workforce which includes substantive to bank workforce

k) dedicated app

l) Links to internal system for example, Electronic Staff Record (ESR)

m) interacts with job plans on external systems that are utilised by the Health Board

n) interacts with claim forms for extra shifts

o) capacity to access hospital pathways or interoperability with a hospital pathways app

p) access to Health Board wide rota

q) cloud based system accessible on both PC as well as ipad

r) reports are included or configurable to extract data to provide KPI’s.

s) ability to configure different user accounts/profiles and and levels of access/roles

t) potential ability for the rostering system to use AI and current algorithmic technology to ‘auto design’ rotas based on pre-set departmental or organisations principles with minimal human intervention or manipulation with the ability for automated rostering requests and swap processing.”

u) Open source format API for example, the ability to link in with existing and future IT interfaces particularly the NDR (National Data Resource) which would enable future workforce and healthcare research and digital improvement.

It should also be noted that the Health Board must maintain full control over all data inputted into any rostering system in light of GDPR considerations and restrictions will be required on the ability of any provider to use rota and personal data or the sharing of such data with third parties.