NHS National Framework Agreement for Medical Locums

1
NHS National Framework Agreement forMedical
Locums

• Supplier Conference
• Warwick Arts Centre
• 14 August 2007

2
Introduction
Marcus Brindle Director Agency and Services
3
Introduction

• Housekeeping
• Sign in
• Toilets
• Fire alarms
• Lunch

4
Principles

• No photography or recording is permitted
• All questions will be taken at the end
• Any information presented will be recorded on the
  NHS PASA website

5
Agenda

• 10.00 Introduction / Background - Marcus
  Brindle
• 10.15 Current Market / Project timetable - Carol
  Holroyd
• 10.45 PQQ2 - Neil Baigent
• 11.15 Audit - Jane Conway
• 11.45 Next steps/stakeholder consultation -
  Carol Holroyd
• 12.00 Question and answer session
• 12.30 Lunch

6
Background

• NHS Purchasing and Supply Agency
• Executive Agency of the Department of Health
  since 1 April 2000
• Objective is to deliver savings for the NHS and
  support the DH objective of enhancing the safety
  and quality of services for users and patients
• We are not a trading organisation being
  centrally funded by Government allows us to
  concentrate on those functions that demonstrate
  value to the NHS

7
Background

• National framework agreements
• Framework agreements are agreements with one or
  more suppliers which set out the terms and
  conditions of contract for subsequent
  procurements
• Contracts are only formed when call offs are made
  by the individual NHS Trusts/participating bodies
• A framework agreement is not a contract with the
  NHS/participating body

8
Background

• Framework agreements benefits
• Enables the NHS to use its collaborative
  purchasing power
• Provides a choice of suppliers signed up to
  consistent pricing and terms and conditions of
  contract
• Follows the once only principle which allows the
  NHS to save time, money and resource

9
Current market

• The NHS
• 586 NHS Trusts in England including ambulance
  trusts and PCTs
• Contracts under the framework will be placed by
  Individual trusts
• Suppliers may be selected on a
• Individual trust basis
• By collaborative groups of trusts
• By Procurement Hubs
• PASA will support NHS stakeholders in the
  selection process

10
Current Market

• The existing national framework agreement
• for medical locums
• Commenced 1 July 2005
• No extension to existing agreement
• New agreement will be awarded April 2008 for
  implementation by 1 July 2008
• Current agreement included GPs will be not on
  the new agreement
• New agreement will cover England, Scotland and
  Wales

11
Current Market

• Changes in the market
• The original NHS England market size at the start
  of the last agreement was 345m
• New market size for NHS England is 148m
• Decrease in expenditure of 57
• Reasons for decrease over period
• increased pressure on NHS trusts to manage their
  temporary staffing requirements
• savings generated through usage of the framework
  agreement
• improved management of vacancies internally
• covering vacancies internally or through their
  own bank

12
Current market

• Market size
• The NHS spend on medical locums is estimated at
  187m per annum this includes expenditure in
  England, Scotland and Wales
• The agreement is also open for use by Northern
  Ireland and other public sector bodies
• The current agreement has seen uptake of approx
  70 of the market value and it is our aim to
  further increase use of the agreement
• New agreement will cover 80 grades and
  specialties

13
Spend by specialty
14
Spend by grade
15

• Carol Holroyd
• Lead Category Manager
• Medical Locums

16
Procurement timetable

• Advertisement for expressions of interest
  published 11 July 2007
• Companies expressed interest by 6 August 2007
• Initial supplier conference 14 August 2007
• PQQ2 invitations will be issued via Bravo 28
  August 2007
• Critical that PQQ2 is viewed immediately
• You will be given 10 days to complete PQQ2
• Deadline for the publication of your PQQ2 on
  Bravo is
• 11 September 2007

17
Procurement timetable

• Suppliers qualifying at PQQ2 stage will be
  invited to participate in the completion of ITT
  (invitation to tender) documentation
• Draft ITT documentation will be issued to invited
  suppliers w/c 24 September this will include the
  offer schedule, specification, terms and
  conditions, framework agreement, e-auction
  details
• On receipt of the documentation, you will also
  receive an invitation to a second supplier
  conference. This is anticipated to be held no
  earlier than w/c 22 October 2007.
• Conference will enable suppliers to seek
  clarification on the ITT documents and training
  will be given on the e-tendering system

18
Procurement timetable

• A preliminary audit will take place of those
  suppliers successful at PQQ2 stage. This will
  take place late September or October.
• Final ITT documents will be distributed to PQQ2
  short-listed participants post audit the
  estimated date of issue is 22 October 2007
• Completed ITO (Invitation to offer) return with
  electronic and paper copies must be returned by
  27 November 2007
• Analysis of the ITO will take place in December
  and January, successful bidders will be invited
  to participate in an e-auction mid February 2008

19
Procurement timetable

• E-auction training will take place early February
  2008
• Final evaluation will take place mid March 2008
• An award decision will be communicated by the end
  of March 2008
• During April we will hold debriefs and issue
  relevant paperwork
• Implementation will commence during May/June
• It is anticipated that we will hold seminars for
  suppliers and road shows for NHS users during
  this period
• Framework agreement commencement date of 1 July
  2008

20

• Neil Baigent
• Category Manager
• Medical Locums

21
Pre-qualification questionnaire 2
22
Questionnaire contents

• The key parts of the questionnaire are
• Provision of medical locums of all grades and
  specialties (excluding locum GPs)
• Pre-employment screening
• Other information

23
Provision of medical locums

• Information to be provided
• Previous and current supply of medical locums
• invoiced sales management information excluding
  VAT
• copies of dated invoices detailing the supply of
  medical locums to a relevant customer
• contact details for referees
• Capability to supply medical locums
• total number of active medical locums by grade
  and specialty available for placement as of 01
  August 2007
• Grades and specialties your company proposes to
  supply
• Geographical region (s) your company proposes to
  supply

24
Provision of medical locums

• Ordering and booking procedures
• out of hours service?
• methods currently available to receive bookings?
• response times?
• Invoicing and timesheet processes
• methods available for invoicing customers
• details provided on an invoice
• details provided on a timesheet
• how do you validate timesheets and invoices

25
Provision of medical locums

• Fill rates
• how do measure fill rates?
• what is your average fill rate?
• Service level agreements (SLA)
• Have you had previous experience of SLAs?
• How do you monitor your performance?
• Customer account management
• Accounts management information
• Attend performance review meetings?

26
Pre-employment screening checks

• Information to be provided on
• policies, practices and procedures in place for
  the pre-screening of agency workers prior to
  their placement within a customers organisations
• Identity
• Right to work in the United Kingdom
• Employment history and qualifications
• Criminal record
• Immunisation history and fitness to work
• training

27
Other information

• NHS Employers Code of Practice for the
  international recruitment of healthcare workers
• Quality assurance
• Complaints procedures
• Clinical governance
• Provision of sales management information
• Declaration

28
Instructions for completion

• Please read all sections of the questionnaire so
  as to familiarise yourself with the information
  required prior to completing it
• All response must be provided in English and use
  GBP () where required
• Any false statements or information given by your
  company that is subsequently found to be untrue
  will immediately disqualify your company from any
  ensuing contract award

29
Instructions for completion

• majority of the questions shall require a Yes or
  No response
• will be issued to short listed companies via
  Bravo on
• 28 August 2007
• Important that it is viewed immediately
• Deadline for completion
• 12.00 noon
• 11 September 2007

30
Instructions for completion

• Help and advice
• in writing, via the Bravo messaging service

31
Pre Award Audit Jane Conway National Audit
Programme Manager NHS PASA
32
Introduction

• As part of the tender process for this Medical
  locums contract, a pre award audit shall be
  carried out at your agencys premises during
  September and October 2007
• The purpose of this audit is to establish whether
  or not your agency has the necessary vigorous
  recruitment procedures in place to meet the
  current, and future, NHS requirements regarding
  employment of agency temporary medical staff,
  locum doctors

33
Pre Award Audit

• Our fundamental objectives are to ensure that
• all workers supplied to the NHS are of high
  quality and
• do not present a risk to patient and other
  healthcare worker safety in the NHS
• Your agency will be notified of our visit by
  telephone. This shall then be confirmed in
  writing by e-mail
• 2 working days notice of our intention to audit
  shall be provided
• Our auditors will attend your premises and shall
  require access to
• a room with desk and chair
• your computer system
• photocopier

34
Audit Compliance

• The auditors will be looking for demonstrable
  evidence of
• Current levels of insurance
• - Professional indemnity
• - Employers liability
• - Public liability
• Recruitment procedures
• Application form
• Interview records
• Occupational Health Questionnaire

35
Audit Compliance

• Procedures for dealing with
• General medical council registration
• Criminal records disclosure
• Comprehensive health screening to include
  immunisation
• Management of Alert letters
• Complaints procedure including complaints
  register

36
Audit Compliance

• Immigration status - eligibility to work
• Adherence to the Code of practice for the
  international recruitment of healthcare workers
• Procedure for appraisal
• Verification of identity
• Professional qualifications
• Booking systems and records
• Induction policy/procedure
• Terms and conditions of the locum
• Quality assurance system

37
Audit Compliance Locum files

• Auditors will request to view a number of locum
  files to access the following
• Curriculum vitae
• Photographic identity
• Verified Identity
• Professional qualifications
• GMC registration
• Police checks
• Criminal records disclosure
• Relevant references
• Immunisation

38
Existing guidance

• Recommended publications
• Code of practice for the supply of temporary
  staffing (DH, July 2002)
• Code of practice in the appointment and
  employment of HCHS locum doctors (NHS Executive,
  August 1997)
• Guidance for the employment of locum consultants
  (DH, October 2003)
• Safer recruitment a guide for NHS employers
  (NHS Employers, February 2006)
• Code of practice for the International
  recruitment of healthcare workers (NHS Employers,
  December 2004)

39
Guidance under further discussion

• Occupational Health Department of Health
  guidelines
• NHS PASA are currently discussing the new
  guidelines and shall be issuing further advice in
  due course
• The Admiral West Review of NHS Recruitment
  Processes
• Pre employment screening
• NHS PASA are currently discussing the new
  guidelines following the Admiral West Review.
  Further advice shall be issued in due course

40
What next?

• Pre award audit
• The audit team will commence pre award audits of
  short listed agencies from
• Mid September 2007
• You shall be given a minimum of 2 working days
  notice of our intention to audit

41
Help and Advice

• Please contact
• Jane Conway
• National audit programme manager
• In writing FAO Jane Conway (pre-award audit)
• via the Bravo messaging service

42

• Carol Holroyd
• Lead Category Manager
• Medical Locums

43
Stakeholder Consultation

• Department of Health
• NHS Employers
• Incumbent suppliers
• REC Recruitment Employers Confederation
• AMRA Association of Medical Recruitment
  Agencies
• NHS Scotland and Wales
• NHS Professionals
• NHS Counter Fraud Management Services
• SBS Shared Business Services

44
Stakeholder Consultation

• NHS Stakeholders
• Regional stakeholder groups have been set up
  around the UK
• Groups will meet a minimum of 4 times throughout
  the procurement
• Objectives
• to consult on key issues including pricing
  structure and contractual terms
• ensure the framework agreement meets stakeholder
  needs in relation to value for money and quality
  of supply

45
Next Steps

• Do you want to be a part of the process?
• If yes
• Ensure that you are available to complete PQQ 2
  during the allotted time as there will be no
  extension to this time frame
• Closely study the timetable given and make
  provision for availability during key times
• If you choose not to go further within this
  process please put your intention in writing to
  NHS PASA or via e-mail to pasamedloc_at_pasa.nhs.uk

46
Questions and answers

• use the microphone when asking questions
• state your agency and your name prior to asking a
  question
• confine questions to this procurement process
• further questions should be addressed via the
  bravo messaging service

47
Thank you for attendingNHS national
framework formedical locums

• Supplier conference
• Warwick Arts Centre
• 14 August 2007