Resource planning optimizes patient care

A new IT system in the hospitals in Capital Region Denmark breaks with traditional human resource planning in favour of a patient-driven activity planning. Experience shows that it will reduce the costs of temporary workers and shorten attendance times.

The Capital Region Denmark have signed a contract with EG Silkeborg Data and English Allocate Software for delivery of a new IT planning system, EG Optima. The system will ensure better planning of activities and use of staff resources at the hospitals in the Capital Region Denmark. The solution includes both task and activity management, shift planning, flexible use of the workforce, employee servicing and advanced access to processed data.

- The system allows us to plan, so that staff resources in the hospitals are used as good as possible. This will ultimately help us to provide more satisfied patients, says Hospital Director Birgitte Rav Degenkolv, Amager and Hvidovre Hospital.

The IT system makes it possible to manage hospital staff resources in consideration of the patients anticipated needs for treatment and care. At the same time the system will take the staff’s special wishes into account in relation to the schedule.

- We wanted a user-friendly system so the staff can get easy access to the schedules and see which colleagues they have to work with, and whom they can exchange schedule with if necessary, etc. The data can be seen on a mobile phone, and registration and change of schedules can also be made via the phone. This give the employees greater flexibility and a better overview, says Birgitte Rav Degenkolv.

Great potential

The goal is to move the region from a traditional and rule-based human resource planning to a more efficient and patient-driven activity planning, based on live data from individual hospitals and departments.

Experience from other hospitals globally shows that this can significantly reduce the cost of e.g. temporary workers because the hospitals can utilize their own resources. The hospitals can also allocate available resources more optimally according to patient needs.

Inspiration from UK

A case study from the East and North Hertfordshire NHS Trust in UK confirms that better use of resources can optimize patient progress. The hospital uses EG Optima for planning of a cross-disciplinary care team working with high risk patients with dementia and delirium.

Via EG Optima the team member’s activities are planned in three-hour blocks and allocated to patients with the greatest need for care. The team members can always see their tasks through mobile phones and be at the ahead of the work. Their schedule is no longer target a specific patient in a specific department. Instead, they can be moved around the hospital, so the team can cover more areas with fewer employees. The staff still have breaks together and monthly team meetings to support cooperation.

- Since the introduction of the team, the hospital has reduced the expenses to temporary workers, shortened admission time by approximately two days per patient, and achieved a higher standard for care of high risk patients, says Coordinator Emily Watts, West and North Hertfordshire NHS Trust.

The Capital Region Denmark will begin to use the new system by January 1, 2020. The contract with EG Silkeborg and Allocate Software runs for six years with an option of renewal for two years.

For more information

Link to Danish article: Region Hovedstaden vil optimere patientforløb 

For more information about EG Optima please contact CEO Allan Jepsen, EG Silkeborg Data A/S, +45 2085 9441.

EG is member of Welfare Tech.

Image: EG A/S


Per Roholt

Communication Manager


T: +45 6617 7313

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Welfare Tech is​ co-financed by the Danish Ministry of Higher Education and Science and The European Regional Development Fund.

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