Transition Programme Steering Group Meeting #4

Steering Group Meeting #4 - Agenda

• Action log review

• Programme Status Report

• Workstream progress reports

• Managed Services Agreement

• Risks & issues

• Decision log

• AOB

Steering Group Meeting #4 – Action Log Review

17/7/23

#2 Marketing literature review from perspective of diversity and inclusion

Marcus Taylor Are representative groups appropriately featured in the marketing communications

 Review current stock photography for inclusion rating

 Update following review

17/7/23

#2 Validation of the practising privileges policy

Marcus Taylor BHPL Board members to have oversight and assurance on implementation of new BHPL policy document

 Share policy for review and assurance – policy shared and proposed for off line ratification

 Policy approved and converted to PP Guide smartbook and shared with Consultants

17/7/23

#2 Communication framework principles to be approved by BHT Comms Team

Marcus Taylor Preparation of framework of communication principles to be followed for launch and post launch internal communications

 Guidance from BHT Comms team to stand down any proposed internal comms and soft launch due to current challenges and risks

 Only specific direct communications to be implemented

#2 FAQ document required for launch comms

17/7/23

25/8/23 Transition now to be covered under a managed services agreement

12/9/23 Secondary SLA to be prepared for BHT managed services agreement reposnsibilities, resulting from the

Marcus Taylor Preparation of FAQ for launch and post launch internal communications

 No longer required

Marcus Taylor Preparation of MAS by BHPL and BHT Commercial Director based on guidance and direction received Commenced

Marcus Taylor Preparation of MAS by BHPL and BHT Commercial Director based on outputs of transition meeting 12th September Commenced

Programme Status Report

The programme is made up of 9 workstreams comprising of 70 individual milestones with a planned completion date of 30th September 2023 (or earlier)

As of 15th September 2023 the status of the Transition Programme is Green with 76% of milestones completed, details included in workstream updates. No escalations are required at present

15/09/2023

Transition Programme – Top Level Workstreams

Workstream Status

Board Assurance

Medical Advisory Committee membership invitations circulated

Narrative

Auto enrolment invitations for BPHC practising privileges shared via smart book PP Guide

EMC update paper submitted to September meeting sharing progress report and general updates

Financial & Commercial Transition

Financial transaction and business process being established in BHPL, knowledge transfer sessions completed and gantt chart prepared to monitor progress.

Managed services flow diagrams prepared to evaluate revenue flow and income/expenditure options

EMC approval paper being submitted by BHT for approval of Managed Services agreement

CQC Regulatory Approval

Work stream work paused to phase 2 of business plan post transition

Direct internal comms completed to respective medical practitioners.

Website Live

Marketing & External Engagement

Enquiry management, Stakeholder CRM and Patient Digital Admin Solution implementation continues with completion date of 29 th September.

Promotional materials, literature, posters and banners received

Recruitment of BHPL / BPHC resources

Operational Mobilisation

Operational Contract & Service

Level Agreements

Private Patient Office - process improvement exercise

BHPL Private Patient coordinator recruitment commenced for post transition activities

Radiology MRi solution to be acquired via external service if BHT capacity is not available

Managed Services Agreement prepared (BHPL & EMC approval requests made)

BHT Contract Manager proposed

Patient digital admin solution configuration continues with completion date expected 29 th September.

Weekly activity planning and target reviews commenced

Speciality launch programs ongoing activities

• Cardiology wellness and health screening services

Speciality Launch programmes

• Spinal services development (including robotic procedures) & JV with Royal Buckinghamshire

• Orthopaedics patient pathway launch 2nd January & Plastics and Burns launch 1st February

• Clinical Psychology outpatient services

Managed Services Agreement

The transition programme approval originally provided for the transfer of revenue accounting and operational management activities to BHPL.

On the conditions of Contract ownership, Control, Cash and Income management and Employee task and line management it has been determined that Managed Services Agreement (MSA) approach will now be taken in phase 1 of the transition.

The MSA will cover Buckinghamshire Healthcare Projects Limited to undertake the management and administration (business development, financial & patient facing) of all non-clinical private patient activities at the Trust.

The services are purchased based on a 3-year period with the provision of a 2 year extension.

Areas no longer included in the BHPL MSA are :

• Insurer contract management and pricing

• Self pay pricing and pricing database management

• Third party customer relationship management, billing or credit control

• Line management of the private patient office coordination team

Risk & Dependencies

Business commercial performance behind target

Winter escalation removes access to PPU

Availability of theatre and radiology staff to resource elective PP lists at WYC & SMH

Close scrutiny and monitoring of performance. Improvement in management information and dashboard performance informatics

Application of escalation protocol methodology

Engagement with CMO, Divisional Director & HR. Update resource planning protocols, raise awareness of shift availability, internal comms programme, audit NHSB P shifts published, cultural & behavioural responses

Poor quality metrics impact on BHT reputation and CQC relationship

Close monitoring of patient satisfaction using digital systems and assurance models and dashboard. Close alignment to Trust safety systems and governance structure

Increase in referrals is un-manageable when marketing & web goes live

Staggered launch programme, ongoing capacity assessment. Continuous engagement on available resourcing

Lack of high-quality management and financial information

Development work with Information & Informatics teams

Insurers require full re-negotiation of contracts and pricing agreements

Close engagement and relationship with insurer account managers

Steering Group Meeting

#3 - Decision Log

7/8/23 Communication framework principles to be approved by BHT Comms Team

L Clifford

BHT Head of Communications

Due to current Trust focus on clinical restructure, A&E performance improvement and national pay disputes guidance and instruction was to pursue a low-key communication approach, with focused groups being shared information and external stakeholder engagement to be the priority.

11/8/23 Operational agreement and service level agreement

12/9/23 Contract manager to be appointed to oversee managed services agreement

12/9/23 Elements of original service level agreement removed from managed services agreement

A Williams Chief Commercial Officer

W Preston Commercial Director

W Preston Commercial Director

Transition stage 1to be completed on a managed services approach

BHT require a nominated individual to act as contract manager for the phase 1of the post transition activities and period

On the conditions of Contract ownership, Control, Cash and Income management and Employee task and line management BHT has determined that the following services will be excluded from the Managed Services Agreement (MSA) in phase 1of the transition.

• Insurer contract management and pricing

• Self-pay pricing and pricing database management

• Third party customer relationship management, billing or credit control

• Line management of the private patient office coordination team