Transformation Directorate

Workforce digital playbook

Support for people, teams and organisations

This resource provides case studies where digital tools have been used by NHS organisations to increase workforce productivity. We include examples such as reducing administrative burden, freeing up time for patient care, making better use of existing tools and systems, recruitment, training, staff wellbeing and digital culture. We welcome feedback on the playbooks, including ideas for further case studies. To get in touch, please email england.digital.productivity@nhs.net

Scenarios

I want to reduce the administrative burden to free up more time

Digital tools which reduce the administrative burden of NHS staff through automating processes, or providing efficient virtual services.

I want a more efficient way to recruit and manage staff

Solutions which improve the efficiency of manual recruitment processes, enable digital staff and rota management, or provide efficient ways for NHS staff to work across different settings/trusts.

I want to know how to support staff wellbeing

Opportunities to improve staff wellbeing through job satisfaction, and better working environments.

I want to improve the way we upskill and train staff

Providing more efficient ways to train and educate staff through automating manual processes and new technologies.

Case studies

Using an AI chatbot to streamline mental health referrals

Using an AI chatbot to streamline mental health referrals

Mind Matters Surrey NHS deploys chatbot to enhance talking therapies referral workflow and staff wellbeing.
Digital staff bank transforms workforce management through flexible working

Digital staff bank transforms workforce management through flexible working

North West Collaborative Bank empowers staff to pick up shifts across the region quickly and easily.
Interim COVID-19 Digital Staff Passport enables rapid, temporary staff movement between NHS organisations

Interim COVID-19 Digital Staff Passport enables rapid, temporary staff movement between NHS organisations

The South Yorkshire and Bassetlaw Integrated Care System implemented the COVID-19 Digital Staff Passport for safe and agile movement of workforce.
Robotic Process Automation to improve manual recruitment processes

Robotic Process Automation to improve manual recruitment processes

RPA was implemented at the Royal Free to improve HR processes and staff experience in recruitment.
Using speech recognition technology to reduce administrative burden of updating patient records

Using speech recognition technology to reduce administrative burden of updating patient records

Worcestershire Health and Care NHS Trust uses speech recognition to streamline administrative workflow and reduce pressure on staff.
Enabling new functions to existing tools to improve communications and reporting

Enabling new functions to existing tools to improve communications and reporting

Rotherham NHS Foundation Trust expanded their use of existing Microsoft tools by including virtual consultations, improving internal communications and reporting using Power BI.
Integrating health and social care through Digital Care Homes

Integrating health and social care through Digital Care Homes

A system to support remote monitoring and electronic referrals into community health and primary care services
Using e-rostering to improve staff wellbeing and retention

Using e-rostering to improve staff wellbeing and retention

University Hospitals Sussex NHS Foundation Trust implements annualisation e-rostering system to boost staff wellbeing and retention.
Health Records team use Robotic Process Automation to clear backlog of 40,000 documents

Health Records team use Robotic Process Automation to clear backlog of 40,000 documents

Midlands Partnership NHS Foundation Trust implements RPA to improve document scanning process, reducing process time by 75%.
Using robotic process automation (RPA) saves 72% of time taken to register new staff for elearning

Using robotic process automation (RPA) saves 72% of time taken to register new staff for elearning

A 12 month pilot across 3 hospitals in the Mid Yorkshire Hospitals NHS Trust automates its eLearning registration process to provide new staff with access to learning as quickly as possible.
Streamlining the reporting of operational issues through an app

Streamlining the reporting of operational issues through an app

Mid and South Essex NHS Foundation Trust began using a one-stop app combining multiple helpdesks for staff to report and resolve any operational issue.
Digitisation of Out-Patient Letters

Digitisation of Out-Patient Letters

Northern Lincolnshire and Goole NHS Foundation Trust switched to sending digital letters for out-patient appointments to reduce the admin burden on staff.
Midlands Partnership NHS Foundation Trust uses mobile EPR app to reduce administrative burden, increase efficiency and improve wellbeing

Midlands Partnership NHS Foundation Trust uses mobile EPR app to reduce administrative burden, increase efficiency and improve wellbeing

Midlands Partnership NHS Foundation Trust (MPFT) has introduced a mobile app for its EPR software that enables nursing staff to access and update patient records at the point of care without connectivity.

Disclaimer

These case studies summarise user and patient experiences, focussing on:

  • digital solutions along different care pathways
  • productivity improving digital solutions
  • how to open source code for health and care organisations

Unless expressly stated otherwise, the apps and digital tools referenced are not supplied, distributed or endorsed by NHS England or the Department of Health and Social Care and such parties are not liable for any injury, loss or damage arising from their use.

All playbook case studies have either passed, or are currently undergoing the Digital Technology Assessment Criteria (DTAC) assessment.

Please note the full legal disclaimer: NHS Transformation Directorate playbook disclaimer