Case Study: Junior Doctor Rostering

Overview

Tallaght University Hospital’s (TUH) medical administration team was tasked with creating medical staff call rosters for almost 60 junior doctors. The manual process of generating these rotas was complex and time-consuming requiring at least 200 hours per year. MedModus replaced this process with an automated optimisation tool to produce these rosters in minutes.

Challenges

There were some complex requirements and restrictions to consider:

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Two rosters were required for 38 registrars and 20 interns, four times per year

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Four objectives relating to even distribution of time worked, weekends/holidays allocated, call type and maximising call intervals

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17 constraints had to be adhered to including not working two weekends consecutively, six-day gaps between call to meet European Working Time Directive (EWTD) regulations, registrars from same specialty not on call on same day or consecutive days as well as specialty/consultant specific restrictions.

TUH now use MedModus’s Roster Optimisation Tool to reduce the process from 1 week to less than 10 minutes.

Our Solution

MedModus’s rostering tool uses an advanced mathematical optimisation model to achieve all rostering objectives while ensuring all constraints are adhered to. The tool also considers annual leave and other forms of leave. Thousands of roster permutations are tested in order to produce an optimal result.

Benefits

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Time to produce each roster reduced from 1 week to less than 10 minutes

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More accurate and fairer rosters

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Improved EWTD compliance

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Productivity of 200 hours per year

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Fast turnaround if roster changes

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Wider application to other disciplines

“Producing these rosters was a real headache for our department. The number of factors to consider made it time- consuming and prone to error. The automation of this process has resulted in fairer rosters with less errors and saved valuable HR time.”

Sharon Larkin

Human Resources Director, Tallaght University Hospital

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