The NHS operates more than 1,500 hospitals, covering 25 million square meters – the equivalent of 3,500 football pitches. In February, the NHS Confederation released a report with five areas the Government should focus on.
One recommendation was to develop a new long-term capital strategy about more than just fixing roofs but investing in the entire NHS infrastructure. This includes buildings, medical equipment, IT and digital tools.
New healthcare buildings are regularly being constructed, such as the Louisa Martindale building at Sussex hospital in Brighton. At the same time, many estate teams are working hard to ensure that they are using their existing spaces most effectively.
In most sectors, it’s easier to find a period of downtime
Since the pandemic, increased remote working of non-clinical staff has freed up admin space, and last year the National Health Executive reported that the NHS could create space for 10,000 extra beds by storing patient records offsite.
Whether relocating to a new site or reorganising existing space, a hospital relocation is a complex project with numerous variables. And of course, patient safety must be the priority throughout.
We’ve supported numerous hospital and healthcare clients with relocation and workplace change projects. The following insights are some of the fundamental aspects to delivering a successful project.
Patient safety is paramount
In most sectors, it’s easier to find a period of downtime in which to schedule a move – whether that’s on a weekend, over the summer holidays when offices are quieter or when a client is less busy. This is not an option in healthcare.
Make sure you have liaised with teams at both sites in advance to agree on parking allocation
I’d go as far as to say that hospital relocations are arguably the most challenging of all. You’re doing so much more than moving a business – you’re moving a whole community. It’s crucial to remember that you’ll most likely be moving people as well, both patients and staff. Some of the most vulnerable members of our society will be with you through the location change, so make sure that patient safety remains a priority throughout.
We train our staff so that they’re sensitive to their surroundings and comfortable dealing with stressful situations. That could involve advice on keeping noise levels to a minimum or ensuring they are not in the way of hospital staff.
You cannot over-communicate
With many stakeholders comes many unique requests – and many potential obstacles. It is imperative to work closely with stakeholders to communicate protocols and adhere to any additional requests they have.
I have learned time and again that clear and consistent communication is the bedrock to a successful project. A project manager should be in charge of regular meetings and ensuring that all parties are fully aware of the programme schedule and any changes.
Paper and digital records must be kept secure
Communication is also important with the people who will be impacted by the move. This can include personal audits in which every healthcare team is consulted about their own needs. You can then evaluate where you might need specialist movers and identify where you might need to move things especially quickly.
You’ll also need to stay in touch with contacts at the other end of the relocation journey. They will be responsible for receiving the goods and guaranteeing that the sign-off process is watertight.
Keep things clean
We all know the importance of cleanliness and hygiene; even before the pandemic, health and safety was of the utmost importance for hospital relocation teams. Providing your relocation teams with protective equipment and frequent sanitisation is necessary to protect patients, hospital employees and your own teams.
Build hygiene into your processes so that all movers are crystal clear about what is expected of them
Build hygiene into your processes so that all movers are crystal clear about what is expected of them. With such sensitive equipment, maintaining the high hygiene standards throughout the move should be a main priority.
Technical distribution
When moving furniture and equipment to a new site, it’s vital to have a comprehensive transport plan in place.
A detailed itinerary of exactly what will be transported and what will be left behind is an essential resource that you can refer back to as you move. It’ll also help you mark out any specific requirements such as temperature control or extremely fragile items. We map out our routes in advance and provide security if necessary.
Part of a successful healthcare move relies heavily on how effective the administration side of the hospital is delivered
When mapping out a route, pay attention to any events that might hamper the move, such as road closures, protests, or marathons. Make sure you have liaised with teams at both sites in advance to agree on parking allocation.
It’s a good idea to ensure you have enough different sized crates, cages and skates (also known as dollies) available so that you can transport all the equipment that needs to be moved. You’ll also likely need specialist vehicles that include electricity and air conditioning.
While each relocation is unique, you’ll no doubt have to deal with transportation of specialist equipment during any healthcare relocation. This may be heavy machinery or highly valuable lab equipment.
I have learned time and again that clear and consistent communication is the bedrock to a successful project
That’s where a specialist technical distribution provider is required. These teams will be trained and accredited in moving sensitive and fragile equipment and have enhanced background checks for an added layer of security.
We have supported clients, including Heartlands Hospital in Birmingham and Queen Elizabeth University Hospital in Glasgow, with large relocation projects where technical distribution expertise played a vital part in their success.
Protect confidential records
Part of a successful healthcare move relies heavily on how effective the administration side of the hospital is delivered. This includes paper and digital records which must be kept secure, confidential and intact. For paper records, take an extensive audit and use GPS-tracked vehicles.
Anti-static bubble wraps for computer monitors are a great way of preventing damage caused by electrostatic charges during transport or storage. Partner with specialist IT teams to handle digital records and work closely with internal IT staff at the hospital to reduce the risk of something going wrong.
Don’t throw equipment away
Storage is a great short-term option to keep hold of your equipment and assets that don’t immediately have a new location. However, you should avoid using storage indefinitely in lieu of making a decision as it’s not cost-effective.
Anti-static bubble wraps for computer monitors are a great way of preventing damage caused by electrostatic charges during transport or storage
I recommend conducting an asset audit to determine exactly what you have and what condition it is in before making decisions about what to keep and what to part ways with. You may already have a lot of this information in a CAFM system or similar software.
Once you have this information and your space plans at the new location, items can be graded based on their suitability for the new space. You can then determine which items will be kept and what items are no longer needed.
Relocating to another NHS Trust, donating items and refurbishing are all viable options for equipment and furniture that is no longer needed. Failing that, recycling is the next option but be sure to work with a partner that provides a detailed report on how materials are broken down and where they go.
A hospital relocation is always going to be a huge task
This process will still produce minor carbon emissions as not all elements can be completely separated into their composite material, but it still promotes a more circular approach than landfill.
Conclusion
A hospital relocation is always going to be a huge task, regardless of other circumstances, and there is always a chance of an unexpected obstacle. However, with these fundamentals in place, you will be well-positioned to deliver your project on time and within budget without impacting the day-to-day operations of the hospital.
