Blog: How to make sure good analysts save lives

Andi Orlowski, Director of the Midlands and Lancashire Commissioning Support Unit’s Health Economics Unit, writes about the profession of being an analyst in the NHS and their essential role in improving decision making across healthcare.

“A good analyst can save more lives than a good anaesthetist” – new NHS England CEO Amanda Pritchard.

This is a brilliant recognition of analysts and their strategic impact on the delivery of healthcare. However, while a soundbite from the top is one thing, we need to ensure the NHS has a well-resourced and fully embedded analytical workforce to truly make this happen.

Along with others, I have long championed the work of the NHS’ brilliant and dedicated analysts, health economists and data scientists, and the need to increase the service’s analytics capability and capacity.

I was delighted to hear Amanda Pritchard’s support for our profession. After all, we analysts are in the NHS to make a difference, not to make up the numbers! But what does it mean to be a good analyst? When I think of “good analysts” I picture someone striving to “improve decision quality” for system leaders. Such good analysts really can save lives. It’s that simple.

Creating opportunities and building the profession

Goldacre et al. set the ambition of professionalising analytics in 2020: “To capitalise on opportunities to improve health and care, we need the data and outstanding data analysis”. This means creating a professional analytical workforce that reliably produces expert and thoughtful insight to improve decision making.

We need to give the right people the right opportunities to become good analysts; however, very few analysts joining the NHS can see a clear career pathway. If the NHS analyst workforce were supported by “career trajectories and effective development and training opportunities”, as Goldacre recommends, it could be possible to build the modern, open and inclusive culture of improvement we need.

For example, a key issue raised in the paper is that many NHS data analysts are classified as “admin/clerical” rather than “scientific/clinical”. Yet much of their work is clinical in nature and analysts play a huge role in how care is delivered. So why don’t we recognise that fact and give clinical NHS colleagues a better understanding of the work we do?

Analysts can’t work in a vacuum

NHS analysts should be fully embedded within teams that include clinicians, managers, researchers, software engineers and outstanding communicators. And – to follow Amanda Pritchard’s point – anaesthetists!

This would allow analysts to build a greater understanding of the data and enable their colleagues to “ask better questions”, together making a real difference for services on the ground. With a greater parity of understanding around the benefits and limitations of data and its analysis, commissioners, managers and clinicians will better maximise the opportunities it offers.

This greater understanding among clinical team members requires an increase in data literacy and dedicated training.

Sharing knowledge is key

Analysts should be proud to share our work, code and approaches across the NHS. Let’s build a public resource library – a creative commons – that organisations and clinicians across the country can call on, sharing learning and increasing the value of the work carried out by individual data analysts.

Organisations including AphA and the NHS-R Community continue to do excellent work in promoting the conversation and collaboration around shared resources by bringing the analyst community together. We need to now bring in more clinical colleagues and system leaders, exposing them to the work of analysts so they can see how awesome they are!

There is advice from the Strategy Unit, based in Midlands and Lancashire Commissioning Support Unit, on how to develop a high functioning strategic analytics team.

Collaboration across the NHS community

Let’s inspire analysts across the NHS, value their input, ask them what questions we should be asking and seek their thoughts on how we can maximise the benefit of their work. By harnessing their skills, supporting their development and sharing best practice across the country, and by making sure we’re not duplicating efforts but learning from each other, we can support a real transformation in the NHS.

As the increasing skills of NHS analysts and the possibilities offered by the growing source data available lend credence to more and more research projects that will make a real difference to services on the ground, good analysts can work together with good clinicians to save even more lives.

I would welcome clinicians and analysts to make contact with the team at AphA for advice on work they’d like to complete and, thanks to our national networks, we will help you make connections with people looking into similar areas and support the potential for joint projects, sharing knowledge and experience.

Blog: Better decision making

This is the first in a series of blogs on decision making by the Midlands Decision Support Network, follow the series on midlandsdecisionsupport.nhs.uk. The Network comprises a collective helping health and care system leaders to make better, evidence-informed decisions through high-quality analysis and evaluation. It is developed by Midlands and Lancashire Commissioning Support Unit’s Strategy Unit.

This is a blog by Fraser Battye, Principal Consultant at the Strategy Unit.

There are two main routes for health and care services to improve the health of the populations they serve. They can: 

* Decide what to do.  
* Do it well. 

Obviously, both are needed. But do services make the most of both routes? Or do they pursue one and neglect the other? And if they do, where is the room for improvement?  

I would say that Route 2 (improving what is done) gets a great deal of time and attention, while Route 1 (deciding what to do) is neglected. This is a tricky claim to substantiate, but a quick look provides some evidence.  

Service improvement is not a specialism of mine. Yet, even as a very distant spectator, I can cite multiple methods and approaches that services use to get better at what they do. Lean. Six Sigma. Agile. PDSA cycles. QI. LGA Toolkits and support, Design Thinking, Skills for Care Guides, NICE Guides, service improvement and redesign (QSIR) tools. Services can use tools, such as Right Care, to see where to improve, before consulting large-scale programmes, such as Getting It Right First Time (GIRFT), to get it done.  

Even this casual glance reveals a wealth of tools, techniques, organisations and programmes dedicated to helping services improve what they do.  

So what are the equivalents for deciding what to do? Where are the programmes, guides, checklists, training courses (etc) for decision making? If you wanted to improve the quality of decision making in your organisation, where would you go?  

The lack of an immediate or obvious answer suggests something. And further research turns up little. Hence my claim: we don’t invest enough time, attention and effort into deciding what to do. Decision making is undervalued **.  

So how are strategic decisions made in health and care services? And how do we assess the quality of these decisions? Would we know good quality decision making if we saw it? Is there shared understanding of this? What about individual skills and attributes: do we know what makes a good decision maker? 

These questions spurred the Strategy Unit, as part of our work to develop the Midlands Decision Support Network, to design an education and training offer focused on decision making.  

For example, our ‘Decision Quality for Leaders’ programme will shortly complete its first run. We gathered and structured the best approaches, frameworks and tools we could find, before guiding a senior group through their use. It has been well received. And we have left participants with a clear sense of what better quality decision making looks like – and how to achieve it.  

Our work on decision making will continue to develop. We are preparing the leaders programme for future cohorts; we have added decision making sessions into our ‘Leadership for Analysts’ course; and we have developed a specific training workshop on ‘Thinking Tools’. More is needed and more is planned.  

This is not in any way, or even for a minute, to say that time spent improving service delivery is time wasted. It isn’t. But it is to say that we pay strangely little attention to the practice of decision making. It determines so much, yet we focus on it so little. Our efforts are a small step towards correcting this.  

** Here it is important not to confuse a ‘how’ with a ‘who’. I don’t doubt that the question of ‘who decides’ can generally be answered. An organisation, a committee, an individual: governance arrangements are usually well-focused on this type of question. The gap I see is in the how of decision making: the disciplines and methods that these decision makers use.  

Supporting infection prevention and control safety during COVID-19

We managed a programme of implementing infection prevention and control safety principles to reduce infection rates and provide better access to services during the pandemic.

Background

During the pandemic, there was an increased national focus on the effective application of infection prevention and control (IPC) principles and practice and how this relates to patient and staff safety and outcomes.

A national IPC safety support programme was established for providers of NHS services after the increase in healthcare needs associated with COVID-19 infections.

Midlands and Lancashire Commissioning Support Unit (MLCSU) managed the programme delivery, working with key leads from NHS England and Improvement’s Nursing and Improvement Directorates and regional IPC, quality and clinical colleagues.

Action

* The programme ensured effective change management processes were in place to document changes as agreed with stakeholders.
* The infrastructure and project management tools were developed at pace.
* We tracked benefits of the programme and recorded risks and lesson learnt.
* We created and maintained financial reporting templates and output reports to capture results.
* Weekly highlight reports provided assurance to the regional team.

Impact

For patients:

* Reduced rates of COVID-19 infections and other hospital-acquired infections
* Safer access to services through the establishment of clear pathways during the pandemic
* Increased confidence for patients and staff in trusts’ ability to effectively manage infection outbreaks.

For staff:

* Improved IPC systems, management, processes and practices, minimising the spread of infection, promoting staff safety, reducing anxiety and increasing confidence
* Reduced sickness absence from hospital-acquired COVID-19 infections
* Greater awareness and understanding of evidence-based IPC practices leading to better compliance and safety.

For trusts:

* Clear oversight by trust boards of IPC issues and understanding of their impact on services and patient outcomes
* Support for safety culture and quality improvement
* Reduced infections contracted in healthcare settings. This minimised loss of bed days and service capacity.

Annemarie Vicary, Programme Director, NHS England and Improvement, said:

“[MLCSU  colleagues were] experienced, keen to learn about the subject matter and the internal workings of the organisation, and had forward thinking ideas.”

Saving time in the core invoicing process

We saved time from data processing by introducing a new tool to streamline data entry when invoicing key customers.

Background

The Midlands and Lancashire Commissioning Support Unit (MLCSU) used a manual process to monitor its main contracts with key customers. This data was sent in spreadsheet form to the Order to Cash (O2C) team to create the monthly invoices manually into the ledger. This process was extremely time consuming for the following reasons:

* There was multiple handling of the data between different functions to manipulate into different formats
* Each individual invoice had to be raised and approved separately on ledger and on average took 15 minutes per invoice
* Risk of errors was high due to multiple handling of the data.

Action

We worked with NHS England and Improvement and Shared Business Services (SBS) to develop an invoice upload template.  This allows the direct upload of multiple invoices into the ledger streamlining the data entry process on the ledger.

The O2C team and income team then worked together to understand the needs and interdependencies of the information required and remapped the data collation to avoid having to rework this multiple times.

The tool and process was initially tested, and a procedure note produced so the knowledge could be shared across the team.

Impact

This process has saved two and a half hours per month of data processing and checking time.

It has also allowed for greater efficiency leaving time to be invested adding value to other activities.

Lyn Tallentire, Deputy Finance Director, MLCSU, said:

“This review of the process allowed us to use technology available to quickly streamline and improve the process.  Driving efficiency allows us to invest time in adding value.”

Tomorrow: our system coordination function

Join us at the Patient Flow Conference tomorrow 16 November to hear about our system pressure coordination function which helped an integrated care system manage through COVID-19.

Our Director of Nursing and Urgent Care, Seamus McGirr, will be speaking at the Convenzis Patient Flow Conference 2021: Improving for the future, alongside sector-leading guest presenters from NHS trusts, think-tanks and consultancies.

Seamus will be discussing the Midlands and Lancashire Commissioning Support Unit’s approach to managing system pressure across a whole ICS by combining data, systems and expertise in a specialised coordination function. Our model helps health systems make informed tactical decisions. It provides collaboration and leadership capability to ensure that resource is distributed to where it is needed most based on evidence, insight tools and real-time analytics.

The conference provides a platform for NHS urgent care professionals and clinical specialists to meet and debate national policy and strategy changes.

Other speakers include experts from University Hospitals Sussex, Warrington and Halton Teaching Hospitals, Royal College of Emergency Medicine, NHS England and Improvement, the British Medical Journal and others. Book your place today – search Patient Flow Conference 2021!

Clinical directorate contribution recognised for Nursing Times award

Our Clinical directorate have been recognised for their hard work on the Lancashire and South Cumbria mass vaccination programme which was shortlisted for a Nursing Times Award in the Public Health Nursing category. The ceremony took place in London last month. Congratulations to all winners

For the programme in Lancashire and South Cumbria, the integrated care system rapidly set up seven mass COVID-19 vaccination centres across a wide area. The centres supplemented vaccines dispensed via primary care and community pharmacy.

A nurse-led clinical leadership model was used to deliver thousands of vaccinations. A team from the Midlands and Lancashire Commissioning Support Unit (MLCSU) Clinical directorate were deployed to provide nursing and pharmacy expertise and to support with leadership of the programme.

This is the second nomination MLCSU has directly supported this year from the Nursing Times. Our workforce project is also shortlisted for a Nursing Times Workforce Award. The ceremony is due to take place on 17 November 2021.

Workforce project shortlisted for Nursing Times award

We are extremely proud our Continuing Healthcare and Individual Patient Activity (CHC/IPA) team has been shortlisted for the Workforce Team of the Year category of the Nursing Times Workforce Awards 2021.

The awards bring together talent in workforce planning and recognise those making a difference in recruitment, staff retention, wellbeing and inclusion.

The project for which we were shortlisted, the NHS CHC Workforce Development programme, saw NHS England and Improvement and the Midlands and Lancashire Commissioning Support Unit work in partnership. We developed a virtual workforce via the Bring Back Staff returners programme. Our rapid recruitment, induction and training process brought candidates onboard in two to four weeks to begin roles with partner organisations.

Candidates were sourced from many healthcare professions and came with a wealth of valuable experience. This blueprint for CHC workforce development recruits healthcare professionals considering CHC as career option, retaining their skills and knowledge within the NHS.

The awards ceremony takes place on Wednesday 17 November 2021. Well done to our colleagues in CHC/IPA and to all other finalists on the shortlist.

Automation in finance saves hours

Our Corporate Finance team has saved up to 50 hours per month in financial reporting and invoicing after introducing robotic process automation to some transactional finance processes.

Background

At the Midlands and Lancashire Commissioning Support Unit (MLCSU), we carry out a high volume of transactional finance processes every day for clients. Following a successful proof of concept using a third party bot, we invested in RPA (Robotic Process Automation) aiming to increase productivity and efficiency.

A review of tasks revealed the priority areas where automation could add the most value. The most labour-intensive activities were accessing ISFE, running and saving reports, manipulating and emailing them out and chasing care providers for responses to emails so that payments could be made.

Action
The bot provider trained MLCSU staff in coding, who worked with our finance experts to understand what, when and how needed to be done in detail. There are three aspects to the automation of ISFE reports, from simple to more complex:

Routine running of daily, weekly and monthly reports. The bot runs and saves them overnight so they are ready to be worked on in the morning
Manipulating the reports and emailing them out to customers automatically
Automated chaser emails to providers.

Impact

Staff no longer have to spend time running standard reports which are now scheduled to run and be saved ready to use automatically.  Staff previously creating, editing and emailing reports to clients every week now focus on adding more value elsewhere in the service.

Our Corporate Finance team has saved around nine hours per month from downloading ledger reports each day as part of the month-end process. The reports are available by 8am each morning during month-end, ready for the team to use.

We have also saved around 30-40 hours per month chasing responses to emails. The bot performs this action twice before it bounces back for human intervention.

We have up-skilled our staff and learnt important lessons on coding, bot providers and requirements for automation. This enhanced knowledge is allowing us to explore even more ways to improve productivity and deliver a better value service to the NHS.

Lyn Tallentire, Deputy Finance Director, MLCSU, said:

“This review of the process allowed us to use technology available to quickly streamline and improve the process.  Driving efficiency allows us to invest time in adding value.”