Maudsley Outpatients Room Booking System

Tender description

Why the Work is Being Done The new booking system will replace the current way of working as well as any booking system in place for the building and will take into account the specific room requirements of each clinical unit/service as and where required. Problem to Be Solved To optimise the allocation and use of rooms within the service and maximise the number of service users seen by clinicians. This in return is expected to give the opportunity for the Outpatient Service to increase the availability and quality of service, achieve or exceed targets, resulting in securing or increasing funding. Who Are the Users Variety of users including (not limited to): - Clinicians:book an appointment via EPJS, confirm a session has started in allocated room - Admin staff:book an appointment via EPJS, access reports, schedule of bookings/appointments. Confirm a service users has attended OPD, inform the clinician automatically - Super admin:as above + can override an automated room selection on behalf of a Clinician/service. Allocate specific rooms such as groups or rooms for service users seen individually. - Service user: can sign in on dedicated device to notify clinicians of their arrival. Users cannot dictate which room appointments are allocated to. Certain clinical groups should be assigned specific rooms most appropriate to types of treatment provided. Some services will have a priority for certain rooms. In order to allow the system to work efficiently as possible, specific allocation feature will be available to be used under exceptional circumstances, accessible with specific access privileges (super admin type access) or part of a specific workflow (to be defined). Rooms are to be prioritised and allocated automatically to best suit the need of the service user and purpose of the appointment based on specific criteria such as accessibility), number of patients per session, clinical group, nature of/treatment. Early Market Engagement An engagement event was held earlier this year but not material in influencing this project. Work Already Done Existing Team The supplier will need to work with the Trust's electronic patient journey supplier, as well as various internal teams - Outpatients clinical teams, Site Managements, Project Management, Digital Services, Clinical Systems Team Current Phase Not started Work Location South London and Maudsley NHS Foundation Trust - Maudsley Hospital, Denmark Hill, SE5 8AZ Working Arrangments Some face to face work will be required, however design and development can be done remotely. Security Clearance Suppliers will need to complete an induction on site before commencing work. Additional T&Cs The terms and conditions of the contract will be the NHS Terms and conditions for the Provision of Services 2018. The Supplier will also need to sign a separate DSA agreement, as part of the Information Governance process. Skills & Experience Experience of user centred design Experience of assessing and mitigating security and privacy issues Experience of user testing end to end services with a variety of service users Experience of user testing end to end services with a variety of devices Experience of supplying and supporting a digital room booking system Experience of integraton with 3rd party system including Office 365 and EPJS Experience of working with a wide range of service delivery teams in a single organisation Nice to Haves Experience of working with Active Directory No. of Suppliers to Evaluate 7 Proposal Criteria Understanding the requirements and clear demonstration of being able to deliver it 20% Experience of concluding and deploying projects of a similar nature Project Management Approach and methodology Estimated timeframes for work based on past experience Team Strucuture and supplier capacity On going support and license options/cost Cultural Fit Criteria Works well in an agile team that may include 3rd party suppliers Be confident at communicating ideas with non-technical clients Be respectful of different opinions and constructive in feedback Payment Approach Fixed price Assessment Method Evaluation Weighting Technical competence 60% Cultural fit 5% Price 35% Questions from Suppliers Budget range