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chooses expenses Click here to find out more about expenses Basildon & Thurrock University Hospitals NHS Trust (BTUH) are one of the first 10 NHS Foundation Trusts in the country and are an associate teaching hospital. Providing an extensive range of acute medical services at Basildon University Hospital and Orsett Hospital, they primarily serve the 310,000 population of Basildon and Thurrock in South West Essex, as well as some residents of the neighbouring districts of Brentwood (for whom they are the main provider of cardiology services) and Castle Point. With last years budget of £168 million, the Trust treated more than 58,000 inpatients and day cases, provided nearly 260,000 outpatient consultations and attended to nearly 105,000 accident and emergency (A&E) patients. “With our manual expenses system, we had no real idea of how much we
“You’d be amazed how many The system brief “Before we implemented expenses, the system was checked by internal With the compulsory implementation of ESR, BTUH were looking to simply streamline their existing claiming process in order to reduce the time taken to make the claim, authorise, validate and make payment. After seeing a demonstration of expenses, they quickly realised that the system would provide other areas of savings, greater control and additional functionality that had not been originally realised. Smooth implementation Various communications were sent out to the claimants, in the form of a staff news magazine article, core brief detailing and the main User I.D email with a link to online user demonstrations. After reviewing the system set-up a ‘go live’ date was agreed and roll out commenced. “Communication and support throughout the implementation process Excellent support expenses allows claimants to see on the system if the claim is held up by the line manager or the payroll department which stopped many of the enquiry’s, now the majority of calls come from forgotten passwords. Key Benefits The benefits to BTUH have exceeded expectations. Not only do they have a more efficient paperless system, but due to the role definitions set up in expenses each employee can clearly see their limits and there has been a reduction in borderline fraudulent claims and over claiming. The use of flagging expense items that do not adhere to policy; to the claimants and line managers, has given visibility to duplicate claims and over claiming instances, and all parties are naturally becoming more vigilant. The payroll department are saving time, as there is no longer a need to calculate mileage rates and allowances, check for missing information such as assignment number, and additional details such as cost code/department breakdown are all captured in the background. All this has lead to a quicker, clearer and more transparent system for all involved.
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