Dilemmas of a rota: Google's solution

Area of Science:

• Medical Administration
• Health Informatics
• Healthcare Management

Background:

• Traditional hospital rotas often fail to account for various forms of leave, leading to inaccuracies.
• Infrequent updates and lack of remote access in conventional rotas cause staffing confusion and can compromise patient care.
• Inefficiencies in current rota systems necessitate innovative solutions for improved hospital operations.

Purpose of the Study:

• To evaluate the effectiveness of a Google Sheets-based rota system for improving hospital staff scheduling.
• To assess the usability and accessibility of a digital rota solution among medical and surgical teams.
• To determine if the Google Sheets rota enhances accuracy in staffing levels and patient care.

Main Methods:

• A qualitative pre- and post-implementation questionnaire was used to assess the usefulness of the online rota.
• The Google Sheets rota was trialled on surgical, medical, and Intensive Therapy Unit (ITU) SHO teams.
• Rotas were modified to be team-specific, including all leave types, and shared via email link for remote access and editing.

Main Results:

• 90% of users could access the rota remotely, and 100% found it very easy to use.
• 80% of initial trial participants and 88% of ITU SHO rota users reported it as a definite improvement over old systems.
• The implementation successfully maintained appropriate staffing levels, ensuring adequate ward coverage.

Conclusions:

• Google Sheets offers a free, accessible, and real-time solution for hospital rota management, improving accuracy and efficiency.
• The digital rota system enhances remote accessibility and ease of use, addressing key limitations of traditional paper-based rotas.
• This adaptable system ensures adequate staffing levels, positively impacting patient care and operational management.