NHS Fife

Information Management System

NHS Fife has shown that the simplest ideas can turn out to be the best. The implementation of an Information Management System in NHS Fife has proved to be an very effective way of managing sensitive information, identifying issues and ‘hotspots’ for staff complaints. The system, although simple, has created a more efficient HR resource for Fife Board, where action can be taken and situations resolved faster. This has resulted in a more informed HR team, a more targeted way of identifying training needs and, ultimately, a more dignified workplace.

As in all Health Boards across Scotland, NHS Fife undertakes an annual self-assessment to show they are meeting the Staff Governance Standards outlined by NHS Scotland and the Scottish Government. In the past, this was a paper based exercise which relied heavily on individuals within the HR department being able to accurately recall details of the staff complaints they had received and handled in the previous year.

Barbara-Anne Boyter, Deputy Director of HR, Pay Modernisation and Partnership at NHS Fife saw a need to develop a more reliable and manageable approach. Accordingly, the HR department developed a new spreadsheet based system to record the required information.

The new Information Management System is relatively straightforward with an excel spreadsheet dedicated to each separate business unit. Within each, details of the directorate involved, the nature of the allegation, date of incident, date of suspension if applicable and outcome are all recorded. Each sheet is further divided into categories of issue or complaint, such as conduct, Dignity at Work, employee concerns or other - such as medical suspension. Responsibility for the updating and maintenance of the system lies with the HR team.

The Information Management System was simple to develop and has created some significant benefits for the HR Team. It allows them to see clearly the kinds of issues occurring most frequently, what complaints are most commonly raised and what area or location they occur in. Hotspots are identified faster than could ever have been possible under the old system, so action is taken and situations handled in a much shorter timeframe.

The collection of meaningful information in this way has served to feed discussion on areas for improvement, which allows the team to identify any training needs within the various departments. It also aids time management as the system records how long cases take to be resolved and how long HR staff are involved in providing support.

With the database, HR staff now have a clear overview of what is happening right across NHS Fife. It encourages understanding across the directorate, engenders learning within HR and encourages sharing of knowledge and experience.

Although the system does not have a direct influence on behaviour change, the HR managers do use the dataset to support local managers. This means that staff development can be tailored to individual need. This support helps build confidence and competence and contributes to a more dignified workplace.