Multiple NHS trusts around the UK rely on ActiveManage to deliver essential clinical and non-clinical applications.
NHS COVID Vaccination Programme
At the end of 2020, the NHS were informed that they were to receive the first batches of the COVID vaccine. This news provided hope up and down the country as it would save a countless number of lives as well as allowing the world to take a step towards normality again. However, there was a problem, the NHS trust had one week until the vaccinations commenced but the national COVID vaccine booking system wasn't going to be ready until three weeks time. Due to only specific groups of people being eligible for the vaccination at that time, none of the off-the-shelf solutions available would be suitable and it would take too long to develop one using manual programming.
The NHS trust used the ActiveManage platform to rapidly build a COVID vaccination booking system in less than a week. The booking system was able to handle multi-stage bookings for the different doses, automatically sent e-mail/SMS confirmations as well as providing a attendance recording system for the vaccination centres to allow them to produce reports for the central government on a daily basis. The trust took full advantage of the different authentication providers within the ActiveManage platform, to allow users from trusted Azure AD domains from partner NHS organisations to log in, as well as using the E-mail Login Links system to allow anyone with an e-mail address in their specified domain list to log in, to make bookings without creating thousands of new user accounts.
The NHS trust was able to book and vaccinate thousands of the most vulnerable people in the country using a centralised bespoke system tailored to their exact requirements.
NHS Work Experience Application System
The NHS is the largest employer in the UK with over a million employees. Many of the NHS roles along with training courses, such as university degrees and apprenticeships, need some level of experience or at least evidence that the candidate has looked into the role they're interested in and have some understanding of what it involves. To allow this, NHS trusts around the country are inundated with applications for work experience with some of the largest trusts receiving thousands per month at peak times. ActiveManage was approached by an NHS trust in the hope to transform their manual paper form process.
A business analyst from ActiveManage worked with the NHS trust to fully understand the current processes and the issues that accompanied these. The team then completely re-designed the processes from the ground up and produced an online solution which allowed candidates to filter, search and browse through all the potential work experience placements in a single centralised area. The system also allowed candidates to apply for placements using a multi-stage authorisation workflow which automatically contacted the applicants referees to obtain references as well as checking with department manager to ensure that they had availability on the dates requested by the candidate.
The new system developed by the ActiveManage team completely revolutionised the way of working for the work experience co-ordinators whilst also providing an exceptional experience for the candidates. Instead of filling out a paper form and sending it by e-mail, the candidates could now apply online and track the progress of their application using the online tracker as well as receiving regular automated updates by e-mail.
NHS Declaration of Interests System
In 2017, NHS England issued new guidance on managing conflicts of interest in the NHS to ensure that NHS funds should never be influenced by outside interests or expectations of private gain. For NHS organisations to be compliant with this new advice, they would have to keep an electronic record of any conflicts of interest for all their staff, if a staff member didn't have any conflicts of interests then they were required to submit a 'nil return'. Some trusts have staff in the tens of thousands and to make matters more difficult, each employee must perform this annually even if there have been no changes. NHS staff are extremely busy and any new process implemented would need to be as efficient as possible to ensure that patient care or experience isn't impacted.
ActiveManage worked with the NHS trust to identify the most efficent user experience for the employees to ensure any new processes that were implemented were as simple as possible. After performing an analysis of current systems within the organisation that may facilitate this, we integrated their existing Active Directory domains into the system so that the employees wouldn't have to create an additional account to use it. We also integrated their Electonic Staff Records (ESR) system so that the majority of information of required by the Declaration of Interests register was automatically populated, simplifying the process even further for the employees as well as eliminating any potential data entry mistakes.
The system implemented into the organisation allowed employees to submit and manage their declarations of interests/nil returns in the simpliest way possible. It also allowed the organisation's Corporate team to produce the reports that they were required to submit to NHS England with a single click.