Shaping Change plays key role in delivering STAMP

Cardiff and Vale University Health Board (UHB) has implemented a new platform called STAMP (System for Tracking and Managing Patients) to streamline the process of tracking patients' hospital stays. This innovative system was implemented with key involvement from the Shaping Change team, led by Callum Allen-Ridge, Service Improvement Manager. 

Previously, patient data was manually collected on paper and inputted into an organisational system, which was a time-consuming and inefficient process. STAMP simplifies this process, eliminating the need for multiple data entry and saving staff valuable time. 

The idea for STAMP stemmed from a successful patient flow management system in Bristol. Head of Patient Flow and Sites Services (PF&SS) Louise Farrow learned about this system and discussed it with Callum Allen-Ridge who had been involved in implementing the service in Bristol. They discussed how a similar system could benefit Cardiff and Vale UHB. 

The Shaping Change team, with expertise in patient flow management, began developing STAMP in collaboration with the digital team. The system was introduced to two clinical boards at UHW (University Hospital Wales) for a pilot test. Each clinical board received face-to-face training, e-learning, and printed learning resources created by STAMP project manager, Daniela Bridgman. 

After four weeks of testing, the team gathered feedback from the users and conducted audits to identify areas for improvement. They implemented changes in an agile manner, ensuring rapid testing and deployment. Despite some challenges, the working group prioritised core functionality and delivered an improved system in September, which was implemented across all four major sites at CAVUHB (UHW, UHL, Barry, and St. David's Hospital). 

The pilot was a resounding success. Teams embraced the new system and provided constructive feedback. Initially, there was a learning curve, and board rounds took slightly longer than usual. However, as staff became more familiar with STAMP, they found that they were saving considerable time compared to the traditional board rounds. This is because STAMP eliminates 27 unnecessary steps during board rounds. Time in motion studies have shown that this could save up to 260 hours per week across all wards. 

The most common feedback from teams was how easy STAMP was to use once they got used to it. They particularly appreciated the automatic updates to the clinical workstation, eliminating the need for double data entry. 

STAMP is still considered to be in Phase 1, and there is still more work to be done to simplify and improve patient flow management. However, the project has provided invaluable insights into how to build and adopt efficient and user-friendly systems for staff and patients. 

The next phase of STAMP will focus on removing the use of lists and spreadsheets, further simplifying the process, and creating a single source of truth across the organisation. This will enable real-time data analysis, identifying bottlenecks, and optimising processes to improve patient care and staff efficiency. 

STAMP is a great example of the innovative spirit amongst the Shaping Change team and their commitment to improving patient care and staff experience at Cardiff and Vale UHB. The system has the potential to transform patient flow management and set a new standard for healthcare in Wales.