Specialist Clinics access policy Implementation Forum -RCH update 22/5/14 Stephen Tucker, Manager Specialist Clinics Britta Saunders, Nurse Unit Manager Specialist Clinics

The Baseline Target processes identified by RCH were: Referral Screening (6.1) – occur within 3 days Closure of referrals pending further information (6.3, 6.4)- occur within 30 days Referral acceptance/ rejection (6.6, 6.7)- occur within 5 days How were we performing in these areas? Receive approx 5,000 referrals per month Operating within a paper based/manual system did not provide capacity for measurement / understanding of performance ‘Anecdotally estimate’ that RCH would have been managing within allocated time frames for 20% of referrals

The Baseline (continued) Challenges identified in changing? Trying to provide evidence/ data around need for change/influence practice Perception that all referrals should automatically be accepted regardless of quality because paediatric specialist service Stakeholder engagement Centralizing referral intake

Action Plan Initiatives undertaken/ supported by implementation funding: 1.Referral Management System enhancement RCH had already undertaken the internal development of an electronic referral management system (RMS) This system mimics the previous paper process in terms of referral management flow however provides tracking & reporting at every point Additional funding has allowed improved functionality and reporting capabilities

Action Plan (continued) 2.Additional administrative staffing to support the movement of all referrals into the PAS (ie ensuring that the backlog of referrals that were previously sitting in the RMS have been moved into IBA/ PAS) 3.Changes taking place in both Specialist Clinics and all clinical departments 4.Involving all Specialist Clinics staff, Clinicians operating within Specialist Clinics, IT

Action Plan (continued) Nominated Milestones: TimeMilestone Feb 2014 Appoint required staffing Mar 2014 Progress backlog of referrals through RMS onto IBA/PAS Apr 2014 Current capacity & demand analysis completed Alignment of current data/ reporting against access policy KPIs Jun 2014 Benchmarking regarding capacity/ demand completed Literature review undertaken to inform evidence based practice re outpatient service delivery models Jul 2014 Regular automated reporting against access policy KPIs commenced RMS enhancements made/ evaluated/ finalised Oct 2014 RCH framework for service delivery established (inclusive of business rules) Feb-Apr 2015 Engagement with HODs to align with organisational framework/ principles Apr-Jun 2015 Evaluation (comparative results against KPI data from July 2014)

Progress to Date Achievements: Staffing sourced Currently progressed 35% of backlog referrals into IBA/PAS (delays due to unplanned staff leave) Capacity/ demand analysis performed and being translated into reportable format Outline developed with Decision Support Unit/ Spec Clinics Management of required data reporting in alignment with access policy KPIs-draft available by end May Challenges: Unplanned staff leave Prioritisation of work load within IT & Decision Support Units Working within limitations of IBA/PAS Managing day to day operational demands whilst progressing project

Finally Are we on track to align with Access Policy by 1/7/15? Yes (as of 22/5/14!!) If our outpatients stays looking like this we will be fine......