Auto-Allocation Software - Immunisations
Our client is responsible for administering school-age immunisations to approximately 45,000 children across more than 500 primary and secondary schools and colleges in the local area. However, they faced significant challenges due to poorly structured data that made it difficult to accurately capture school information.
This led to schools being missed during the allocation process, out-of-date cohort numbers, and inefficiencies in staff allocation. Previously reliant on manual planning using Excel, the process was incredibly time-consuming (3 months each year) and often resulted in wasted vaccinations and extremely inefficient staffing allocations - resulting in substantial use of expensive Bank support staff each year. We set out to streamline and automate this process, ensuring more efficient management of immunisation appointments.
The Challenge
The immunisation programme was hampered by various operational inefficiencies. The data used to capture school information lacked consistency, with varying naming conventions and incorrect postcodes, making reconciliation impossible. As a result, schools were frequently overlooked, leading to inaccurate cohort numbers. The manual allocation process took around three months to complete, and the lack of a structured system often resulted in incorrect staffing levels. This not only wasted resources but also compromised the programme’s effectiveness, as staff members could alter the manually shared rota without management oversight, leading to further discrepancies.
Our Approach
To address these challenges, we implemented a comprehensive solution that focused on data integrity and operational efficiency:
1. Master Data Set Creation:
• We developed a master data set of schools that included all relevant information, such as accurate cohort numbers and postcodes. This data was auto-updated from the .gov website each month, ensuring its reliability and currency.
2. Bespoke System Design and Development:
• We designed and built a customised system featuring a front-end daily allocation and planning tool. This system included real-time extractable reports for staffing allocations, enhancing visibility and control.
3. Auto-Allocation Algorithm Implementation:
• An auto-allocation algorithm was created to calculate the hours of vaccinations required based on standardised vaccination unit times and cohort numbers. This algorithm derived a demand figure, ensuring that each school was staffed appropriately and achieving an allocation efficiency of over 90% - but not in excess 105% to avoid under-staffing.
4. Maximising Resource Utilisation:
• Our solution proved that the immunisation programme could be delivered using solely substantive staff, eliminating the reliance on costly bank staff. This was a significant improvement over previous practices that led to inefficiencies.
5. Managerial Functions and Dynamic Allocation:
• The system included simple allocation and deallocation functions for managers, enabling them to make manual changes as needed. It also featured dynamic allocation, ensuring that staff only showed as available on their working days and preventing double allocations. The system also included a simple way of recording whether a school has confirmed the original date offered to track unconfirmed schools.
Key Results and Deliverables
• Enhanced data integrity: The master data set significantly improved the accuracy and reliability of school information, allowing for better planning and allocation and ensuring that all in-scope schools were included in the programme.
• Reduced planning time: The automated allocation process cut down planning time from three months to a matter of minutes, enabling quicker response times and more efficient operations.
• Staff allocation efficiency: Achieved over 94% allocation efficiency, ensuring that vaccination efforts were optimised and resources were not wasted.
• Cost savings: Eliminated the need for expensive bank staff, leading to substantial cost reductions while maintaining quality service delivery.
• User-friendly management tools: The intuitive interface and dynamic allocation features provided managers with the flexibility to adjust allocations easily and maintain operational control.
Conclusion
Our project to provide specialist software for immunisation appointment allocation resulted in truly transformative improvements for the healthcare client. By addressing data integrity issues and implementing an automated allocation system, we significantly enhanced the efficiency of the immunisation programme.
This allowed the client to serve the local school-age population more effectively, ensuring that vaccinations were administered promptly and resources were optimally utilised. Our approach not only improved operational performance but also positioned the client to better manage future immunisation campaigns.