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QI case study: Robotic process automation
- QI Case Studies
- QI Digital Automation and IT Systems
What is a QI Case Study?
Case Studies invite you to explore invaluable insights through a collection of compelling improvement projects from across the Trust. Read below for a deep dive into how the Luton Adults Community Health Service developed a tool to replace manual administrative reporting using robotic process automation.
Improvement Name: Operational Efficiency: Using Robotic Process Automation to Streamline Sitrep
Date: November 2023
Deep Dive: Understanding the Problem
The challenge:
The manual generation of the daily Sitrep report depends on team leads inputting sickness and capacity data in a timely manner every day. Admin compiles and disseminates this report via email. This method is not only time-consuming but is often inconsistent and is difficult to give a forward view at the upcoming week.
Understanding the problem:
Team leads manually input data regarding sickness and team capacity, creating a bottleneck where administrative staff rely on timely submissions. This dependency results in a slow and inefficient process, particularly with the subsequent compilation and dissemination of the report via email.
Identifying the problem area:
The current manual process for generating the Sitrep report suffers from inconsistency due to variations based on who is responsible for reporting on any given day. As different team leads handle the task, the depth of insights provided, and the timing of submissions vary.
Staff experience:
There is a frustration of the manual data entry process, the pressure to meet reporting deadlines and the impact this has on the overall workflow. The process is time consuming for all involved.
Design: Designing the Change
An automated system that pulls staffing capacity from Health Roster.
A process that removes the time needed to compile and disseminate reports via an automatic emailing function and submitting to external system reporting.
A user-friendly system that automates data in a consistent and meaningful way and allows predictions to be changed if disagreed with.
The solution:
The primary goal of implementing robotic process automation (RPA) is to streamline the Sitrep reporting process, significantly reducing manual effort and time consumption associated with data collection, compilation and distribution. This aims to enhance operational efficiency and provide timely, accurate insights into staffing capacity challenges up to a week in advance.
Deliver:
Process for automating HealthRoster data extraction and results dissemination developed. - Develop a predictive model for unit RAG ratings based on previous manual SitReP submissions and test accuracy.
- Test system for 3 weeks to ensure it was reporting accurately. The system is reporting at 80% correct, with a simple override option available. The automated SitRep system was launched in Luton Adults Services in the Autumn of 2023. This has streamlined processes making them more consistent and timelier.
Evolve: Continuous Improvement
A review of the tool will take place in 6 months to redefine the predictions when more data has been gathered.
Results:
A newly developed tool is now in place which aids the clinical leads with their planning of clinical capacity, with data readily available.
There is now a reduction in admin time to compile data and disseminate reports. The automatic email function removes the need to submit reports manually.
Consistent reporting is happening now that information is automated.
You can find more information about the Luton Adult Services and their QI case study below.
Download the full Case Study here
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Last reviewed:
1 March, 2025