Well Organised Working Environment: Rearrange the Storage of Leaflets and Assessment Files within Rapid Response
Service/team: Rapid Response
Trust: Mid Yorkshire Hospitals NHS Trust
Module: Well Organised Working Environment
Aim of the improvement
To rearrange the storage of leaflets & assessment files within room 405 so that staff did not waste time looking for materials
Situation before improvement
Our service is based in 5 rooms / offices. One of these rooms (405) is where patient advice leaflets, assessment folders etc are kept. We agreed as a team this was an area which needed to be 5’sd (sorted, set, shined, standardise, sustain).
The team discussed and agreed that a lot of the leaflets were duplicates, out of date or no longer relevant. They were all mixed up within their boxes or not in the relevant box at all.
Assessment files could also be found in other rooms and did not always contain the relevant paperwork. This would only become apparent when staff were out of the office conducting assessments and therefore affect the assessment process.
It was agreed that room 405 would be the only location for the assessment files to be kept .
The leaflets were also sorted and non relevant ones discarded. Boxes were clearly labelled and placed in alphabetical order.
The timings before we made any changes were entered onto the Module Impact Framework.
Improvement achieved / lessons learnt
We collected before and after time measures and also used the staff experience questionnaires. The data was entered onto the Module Impact framework which gave us a statistical process control (SPC) run chart to evidence our improvements. Both these measures show improvements which we have discussed as a whole team.
Performance and wellbeing has improved as we are confident the necessary paperwork is present in the assessment files when we are out on visits. This has also reduced any risks associated with not having the correct documentation to hand.
Staff time has been saved as it is easier for staff to locate the necessary files & leaflets. The amount of leaflets stored has been cut as there are no longer duplicates or out of date ones. Time released for reinvestment – 3 hours per year