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TuVida

Company name: TuVida

Industry: Health and social care

Name: Andrew Taylor

Role: Director of business development

Product: OptifAI

Website: www.tuvida.org

OptifAI is now a business critical tool

Optimiser is saving TuVida:

  • £49.71 per day
  • £348.00 per week
  • £1,392.00 per month
  • £16,704.00 per annum

What does this mean? Well it means 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

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78.75
additional hours of care being delivered

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Increased visit total from 357 to 462 daily visits

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105

additional visits per day being carried out

= £1,968.75
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735

additional visits per week

= £13,781.25
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2,940

additional visits per month

= £55,125.00
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35,280

additional visits per annum

= £661,500.00

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.

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.

THE SOLUTION

ROSTER TIME SAVING

“The business case for Optimiser answers itself, in how much time we’ve saved of that 80% roster time, in all honesty Optimiser has flip reversed it, we have gone from an 80/20 roster/service management to a 20/80 the other way round”.

Based on an erosterer working 40 hours per week and using the UK industry average salary of an erosterer of £28,000 (or £14.50 per hour):

Time 80% = 32 hours a total cost £464 per week.
Time 20% = 8 hours a total cost £116 per week.

This reversal of 80/20 time spent rostering has a very welcome impact on TuVida’s bottom line. Not only has Optimiser saved 32 hours per week in rostering time meaning staff members can spend their time concentrating on the delivery of quality care and services but TuVida are making money too.