Developing a flexible locum workforce. Danny Mortimer Dr Darren Kilroy Liz Jones Richard Kitchen

Transcription

1 Developing a flexible locum workforce Danny Mortimer Dr Darren Kilroy Liz Jones Richard Kitchen

2 Developing a flexible locum bank Welcome and overview How can technology create a win-win? Developing a medical staff bank Practical steps 2 14-Dec-17

3 Why are we here? 3 14-Dec-17

4 How can technology help create a win-win?

5 What really matters to your staff and you? Flexibility Predictability Communication Control Communities of practice Make work easier for staff Improve training and development Engagement Talking and listening to staff

6 The real win;win? Improves care by: Saving money and avoiding unnecessary costs Control what goes to bank and agency in the first place Get a grip on your locum process - efficiently fill vacant shifts with locum doctors Allows you to grow your bank Reduce agency spend Improve doctors working lives Gives doctors more choice and visibility Less hassle one tap operation through the Me app Cover all aspects of work including substantive duties and leave 6 14-Dec-17

7 Easy to use Fast to deploy

8 8 14-Dec-17

9 The more useful your app is.the more you use it 9 14-Dec-17

10 Organisational control Dec-17

11 Three lines of defence all accessed via the same app NHS Internal Staff External Staff 1. Rostering 2. Locums 3. Cloudstaff 4. Agency Deploy existing establishment via Rosters Search the local locum pool Search the shared/collaborative pool Agency when other options exhausted Trust A Trust B Trust C

12 Organisations that use bank direct booking use 24% less agency Allocate Insight June 2016

13 Don t miss the simple things

14 Developing a medical staff bank Darren Kilroy Deputy Medical Director East Cheshire NHS Trust Divisional Medical Director- Countess of Chester NHS Foundation Trust

15 Medical bank development principles The best staff to care for our patients are those staff we recruit and employ The distinction between bank and substantive is a deployment one not a professional one Medical banks are a quality initiative not a cost reduction one Effective bank deployment is absolutely dependent on consistently excellent and rigorously managed administrative processes

16 Medical bank development Job descriptions and person specifications for each individual bank doctor role adapted from existing substantive JD and PS on file Rolling advert on NHS Jobs specifically tailored to the bank staff market Pre-arranged dedicated recruitment contact for bank doctor applications Pre-arranged fast track administrative support for incoming applications

17 Medical bank appointment Clinical Lead/ CD/ Service Manager aware, engaged, supportive, involved Choice of appoint-on-application or appoint-after-interview: supportive document required to justify the decision Stat and mandatory training: online/ e-learning to minimise wasted time and hours Local induction materials per specialty already developed and ed out on appointment, alongside local induction process - documented

18 Medical bank deployment Electronic rostering across the specialties Bank staff visible to the system in the staffing team and their contact details clearly shown First pick system on available shifts ahead of the agency staff Deployment preferences of bank staff clarified and accommodated refined at weekly deployment meetings Deployment accompanied by feedback and QI tools to ensure the bank staff provide an effective service

19 The medical bank offer Deployment advantages predictability, preferences noted Weekly pay A pay rate commensurate with the agency offer once benefitsin-kind taken into account Superannuation, access to study leave, PDP and supervision opportunities CV strengthened by participation in local team development activities

20 Medical bank key issues Process recruitment, on-boarding, operational support, checking-back-in, time sheets, pay Governance DBS, CV, competencies, Trust and local induction, RO status, complaints handling Workforce messaging advantages to bank, updates on developments, engagement in team news, feeling valued and included

21 Local to regional medical banks Specialty banks tend to reflect local workforce supply and demand profiles There is only a limited staff pool shared banks simply share the same resource Local processes and agreements must absolutely align in any regional scheme A regional staff bank is only as good as the local staff banks that support it

22 Technology and making it work Richard Kitchen, Product Manager Dec-17

23 Locums Are Different! Skill Diversity Booking Overview Long Term Flexible Pay Specialties Express Interest Block Requests Person Documents Duty Skills Review & Accept on Mobile Locums in Subs. Units Negotiated Rates Locums have greater skill diversity and abilities Greater oversight is needed when deciding on which locum to assign Locums are often needed longer term, not just individual duties Pay is more flexible, varies with duty and/or locum

24 LocumOnDuty and Allocate s Me Application Designed for Medics with Medics Manage all work life aspects one place i.e. leave, on-call rotas, rosters, swaps, expenses etc. See relevant locum work first, both for individual duties and blocks of work, and quickly book or express interest View pay rates for each duty before booking Manage all your CVs and documents in a single place Share live calendar using ical Visibility to Locum shifts from both your own Trusts AND other Trusts in your area

25 Why is LocumOnDuty the best option for the Trust? Fast and low risk. Create a medic bank and roll out the app quickly to your locums. Rewarding existing customers that use our temporary staffing software: create a simple internal locum bank today and give your doctors the app without additional cost. Don t pay a transaction fee to book own bank doctors! Help your doctors working lives - simple app that does much more than just book a locum shift Simplify payment - set sessional or ad-hoc pay rates (hourly/sessional) for duties. Advertise them online to Locums. Send rates to ESR for easy payroll processing Fill more shifts - meet performance targets and control agency bookings Skill matching easier to send locum shifts to the right doctors at the right time Shared bank ready; easier to set up regional locum bank with partner organisations Publishes shifts not filled by own doctors to other Locums in the area without incurring agency fees

26 Practical Support Goals People Technology Community Policy & Process Grow Bank Project Dec-17

27 Steps to Get Started Goals People Technology Community Policy & Process Grow Bank Project 1. Draw Up Bank Locum Contracts 2. Define Temporary Staff Policies & Procedures 3. Establish Bank and Agency Process & Controls 4. Define Timesheeting, Invoice and Payment Process 5. Talk to agencies and establish rules of engagement 6. Decide approach to Direct Engagement Dec-17

28 Steps to Get Started Goals People Technology Community Policy & Process Grow Bank Project 1. Identify existing workforce, skills and availability 2. Establish auto-enrolment on the Locum Bank 3. Define a Locum Bank Proposition 4. Establish a Recruitment Plan 5. Create Collateral 6. Identify and Participate in a Shared Locum Bank Dec-17

29 Thank You Summary and actions