Background
A review of the PCN estates strategy process identified a shortage of space across several practices in the ICB area. It was agreed the first step was to assess the current use of space within primary care premises to ensure that the existing estate is fully utilised as well as taking into consideration the impact of additional opportunities such as clinical technology and hybrid working (to name a few).
The Approach
We created a standard process for reviewing space optimisation at a practice level, with the support conducted both on and off site, and included:
- Clinical system review
- Observation
- Practice manager’s assessment of space utilisation
- Staff interviews, and
- Patient interviews.
Prior to the site visit, we engaged with the GP IT team for a scoping exercise on the IT infrastructure. This was to ensure that the practice was enabled to utilise digital resource safely and effectively, and with greater flexibility.
We created a room occupancy mapping tool, which once completed set out the percentage of room utilisation for each day of the week.
The team visited the practice on two occasions to meet with the practice teams and patients to gather their views and feedback. The onsite visits were invaluable as they allowed review of the space and the ability to understand how and why spaces were being used on a day-to-day basis. These visits confirmed the importance of looking at space holistically to understand opportunities and challenges. For example, a room could be used differently but if there are not enough plugs or ports for computers and phones this limits options.
Ideas and suggestions from staff and patients were also captured. Following the completion of the assessment an evaluation report was prepared for the practice which included a summary of the need and approach taken, detail of findings and a list of recommendations for consideration.
Recommendations were specific to the practice, taking into the account local circumstances, and included:
- Moving the practice manager’s office to another part of the building to create a clinical room downstairs.
- Reconfiguration of the reception area to install soundproof pods.
- Alignment of clinical roster to match room availability.
Feedback from client:
‘PCC helped us to create a simple process for reviewing space optimisation at a practice level. The approach was logical and methodical, so it was easy to understand and get practice engagement but also to replicate and have a consistent approach across practice sites. The room occupancy mapping tool was invaluable showing the percentage of room utilisation each day. The information collected allowed practices to either explore ways to optimise their space or develop a robust business case explaining why they needed additional space because current space was being used as efficiently as possible’.
