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The trust team removes any patient no longer needed on the list, thereby ensuring the waiting list is accurate and up to date and allowing other patients waiting to be treated quicker by utilising appointment slots in the trust and surrounding hospitals.
Trusts can use PKB to validate patients regularly using the questionnaire tool, checking if they still need to be on the list, who can travel to other surrounding hospitals for their appointment and who is available at short notice if there are DNAs, ultimately reducing the overall list.
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Long waiting list
No process to discuss any changes to the patient's condition
Unknown deterioration resulting in emergency admissions
Resulting in more money and time being wasted
Bad patients and clinical teams experience
Patients are not always fit for surgery
No education or support for patients
Paper and phone-based approaches are not fit for purpose
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Contacting patients to see if they still need the op, via an automated questionnaire
APIs to trigger sending and extracting back to PAS/EPR/Dashboard
Questionnaires issued at various times /points of a patient’s pathway (confirming they still need an appointment)
Remove people who can be removed
Collect data to determine if someone's position on the list has changed (i.e. have they deteriorated)
Ability to collect better data about who is best to offer the last min cancellations
Collect data about who is willing to travel to other locations so they can be seen quickly
Give trusts the ability to contact their waiting patients more often, improving patient experience as they know they haven't forgotten and don't need to chase
Empowering staff to use digital solutions, increasing resilience and adaptability
Digital workflows that are scalable around all specialities
The digital solution for all NHS elective recovery pathways
Waitlist management for Emeet and Greet, Waiting well, WLV and digital decision support tool care plans
Use cases
Mid Yorkshire Hospitals NHS Trust
Recently completed Completed a trial implementing tailored Waiting List Validation Questionnaires sent to patients via PKB across 14 clinical specialities. With patient response rates of 50-80%, they achieved an immediate 6% reduction in the waiting list and an estimated £14,000 saving in clinical costs if the patients who were discharged had missed appointments. With proven positive impact, this is now being expanded across more specialities, integrating automation for more effective pathway management.
94% asked to remain on the waiting list
48% of patient responses were via PKB 386 completed within 2 hours
Speed and the ability to change the questionnaire
Longer-term waiting list management, giving patients information at every stage
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Teams can use PKB’s FHIR trigger API to automate sending questionnaires to service users and they . They can use PKB’s FHIR API to extract completed responses back into their Organisation's electronic patient record (EPR) for review.
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Teams using the questionnaire tool can ensure the outcome of clinical reviews are is recorded and the patient has a copy. Teams can also identify patients suitable for virtual appointments or PIFU.
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Patients will be added to the team (set periods) and sent a Questionnaire asking if they are still wanting their appointment. Once the response is collected by the Trust they can Validate their waiting list and either discharge the patient from the PKB team or keep the patient in this team, sending a waiting list validation Questionnaire as needed and in line with NHSE guidelines. For those patients not registered in PKB, the Trust will send a digital letter to the patient's PKB record or SMS to encourage them to register for PKB and complete the waiting QA.
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Point 10a to 4 is a process continually on a loop until the patient has their procedure.
SMART Goal
Reduce the number of missed appointments (DNA) for the rheumatology team by Sept 2023 (12 months post team go live) from (current missed appointments) to ( %) by sending all appointment letters and appointment details into PKB instead of by post. Current missed appointment rates are (%). 12 months post go -going live, the team compared missed appointment rates of patients with and without a PKB record. It is a local NHS priority to reduce missed appointments to save money.
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