Optimiser helps us improve the process of discharging patients safely and effectively, and allows us to use staff more effectively and efficiently
Product:
OptifAI® Company Name: TuVida Industry: Health and Social Care Website:
https://www.tuvida.org/ Name: Andrew Taylor Role: Director of Business Development
Who is TuVida
TuVida (formerly Carers Trust East Midlands) is a not-for-profit organisation which has been built up over the years by merging several network partners to become what they are today, a successful charity turning over £12 million per annum.
TuVida’s locations span across the UK and provide a range of services from acute care to preventative support aimed at unpaid Carers. Their primary service is delivering an NHS commissioned ‘HomeFirst’ hospital discharge service aimed at getting patients swiftly discharged from hospital and onto ongoing providers within 10 – 14 days.
Andrew Taylor is the Director of Business Development at TuVida and has been using Access Webroster, a roster planning system for more than 10 years and has been aware of Optimiser (Access Webroster’s branded name for OptifAI) for some time. A business case to incorporate Optimiser was put together, to support delivery of HomeFirst Nottingham, a contract worth £5.6 million per annum, 46% of TuVida’s annual revenue.
Since the project’s inception in May 2021, Andrew has been overseeing it.
Director of Business Development
The Challenge
“We needed Optimiser because HomeFirst is the most logistically challenging service across all of our servicemix. In terms of output, we are talking about a net swing of 70 plus patients per week, 35 exiting and 35 incoming on average. You can imagine the rostering challenge headaches this causes”.
TuVida has 130 staff working in seven districts in Nottingham across the entire county of Nottinghamshire. 400+ visits per day are being rostered of which 10 packages are changing every day, a high churn rate. Keeping on top of this level of manual rostering is very time consuming and difficult, so an ability to automate this is clearly a significant improvement.
“The results of a time and task exercise showed erosterers were spending 80% of their time physically manoeuvring calls and dealing with rosters, which left only 20% of their time to manage referrals, concerns and service delivery”.
These tasks would often get pushed down the priority list or even avoided because of the time spent on rosters and in peak times of winter pressures, absence, holidays and sickness these percentages could be even more skewed.
Using the UK industry average cost of service per hour is £25 per hour and based on a 45 minute visit costing £18.75.
29.4%
Increase in Productivity
78.75
Additional Hours of Care
105
Addtional Daily Visits
Increased Revenue
£13,782
735 additional visits per week
£55,125
2,840 additional visits per month
£661,500
35,280 additional visits per year
The Solution
“We needed Optimiser because HomeFirst is the most logistically challenging service across all of our service mix. In terms of output, we are talking about a net swing of 70 plus patients per week, 35 exiting and 35 incoming on average. You can imagine the rostering challenge headaches this causes”.
TuVida has 130 staff working in seven districts in Nottingham across the entire county of Nottinghamshire. 400+ visits per day are being rostered of which 10 packages are changing every day, a high churn rate. Keeping on top of this level of manual rostering is very time consuming and difficult, so an ability to automate this is clearly a significant improvement.
“The results of a time and task exercise showed erosterers were spending 80% of their time physically manoeuvring calls and dealing with rosters, which left only 20% of their time to manage referrals, concerns and service delivery”.
These tasks would often get pushed down the priority list or even avoided because of the time spent on rosters and in peak times of winter pressures, absence, holidays and sickness these percentages could be even more skewed.
“OptifAI is now a business critical tool”
Director of Business Development
Total Savings
£348
per week
£1,392
per month
£16,704
per annum
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