Time/Activity Matrix for Trent/West Midlands Medicines Information Centre Audits
SECTION A
TIME/ACTIVITY MATRIX FOR MEDICINES INFORMATION CENTRE AUDITS
July 2011
SECTION A
/ ACTIVITY / TIME per annum / VALUE (hours) // Enquiry answering (insert figure from MIDatabank)
/ Total / Hours
Training
(NOT lectures). Training in own MIC as well as study days run or assisted by MI Staff.Use accurate local data, if available. Indicative figures are derived from the 2009 workload survey.
Hospital Pre-registration graduates
/ 7.5 days/graduate / No. x timeCommunity Pre-Registration graduates
/ 1.75 days/graduate / No. x timeRotational Pharmacists
/ 7.5 days/Pharmacist / No. x timePharmacy Technicians
/ 4.3 days/technician / No. x timeStudent Pharmacy Technicians
/ 3.73 days/student / No. x timeNon MI pharmacists
/ 2.35 days/Pharmacist / No. x timeOther staff from base Trust
/ 3.28 days/person / No. x timeMI induction training
/ Determined locally / No. x timeOther
/ Determined locally / No. x timeLectures
Including preparation time, travel to venue and presentation time.
New (preparation time = presentation time x 10)
/ Determined locally / No. x timeOld (preparation time = presentation time x 2)
/ Determined locally / No. x time/ Total / Hours
NHS Direct
Training/ Determined locally / No. x time
National project work
/ Determined locally / No. x time
Publications
/ Determined locally / No. x time/ Total / Hours
Medicines Management support
Use accurate local data, if available. Indicative figures are derived from the 2009 workload survey.Formulary/Drug & Therapeutics Committee work
Including attendance at Trust and related Committees, time to prepare appraisals, horizon scanning etc
Attendance at D & TC meetings
/ Determined locally / No. x timeD & TC newsletters
/ Determined locally / No. x timeAgenda preparation
/ Determined locally / No. x timeNew appraisal (prepared from scratch)
/ 16hrs/review / No. x timeAdaptation (based on review prepared elsewhere but updated/adapted to local setting)
/ 8hrs/review / No. x timeGuideline preparation
/ Determined locally / No. x timeGuideline checking
/ Determined locally / No. x timeFormulary support
/ Determined locally / No. x timePGDs Including preparation or checking
PreparationChecking / 8 hours/PGD
1.5 hours/PGD / No. x time
No. x time
/ / Total / Hours
Publications
Including time to prepare and publish. Use accurate local data, if available. Indicative figures are derived from the 2009 workload survey.
Regular publication
/ Determined locally / No. x timeCurrent awareness bulletins
/ 3hr/bulletin / No. x timeNewsletters
/ 8hr/newsletter / No. x timeOther (e.g input to Trust Intranet)
/ Determined locally / No. x time/ Total / Hours
Research
Inc. research undertaken personally by MI or supporting/tutoring of others e.g pre-regs, undergraduates
MI Research projects
/Determined locally
/No. x time
Supporting others
/Determined locally
/No. x time
/Total
/Hours
Meetings
/ /MI Team meetings
/Determined locally
/No. x time
Clinical Pharmacy meetings
/Determined locally
/No. x time
Pharmacy department meetings
/Determined locally
/No. x time
Trust meetings
/Determined locally
/No. x time
Meetings with industry representatives
Including time spent with them, organising drug company meetings
/0.5 hr/rep
/No. x time
Those not covered above, including travel and preparation time
/Determined locally
/No. x time
/Total
/Hours
Regional MI network
Attendance at regional MI network meetings (including travel and preparation time)
/1-2 days/meeting
/No. x time
Contribution to regional specialist MI work groups
/Determined locally
/Peer review at MIS
/Determined locally
/External audit of MIS
/40 hours per audit or determined locally
/No. x time
Preparation time for audit
/Determined locally
//
Total
/Hours
National MI network
UKMiExec or working group meetings (inc.travel)
/1-2 days/meeting
/No. x time
Medicines Q & As
/Determined locally
/No. x time
New medicines evaluations for regional or national schemes
/Determined locally
/No. x time
Preparation of news items for NeLM
/Determined locally
/No. x time
UKMi Development Seminar -
attendance
organiser
/ 1 – 2 daysDetermined locally /
Participation and/or tutoring MI Technician Training scheme
/Determined locally
/No. x time
External audit of regional MIS
/60 hours per audit or Determined locally
/National Training course – attendance/organisation/tutoring
/Determined locally
/Other (specify)
/ //
Total
/Hours
MI Centre management see also meetings above
/ /Appraisals
/Determined locally
/No. x time
Planning
/Determined locally
/No. x time
Staff management inc. recruitment, work programmes,, staff rotas, pharmacy liaison
/Determined locally
/Budget management
/Determined locally
/Business cases
/Determined locally
/Other (specify)
/Determined locally
//
Total
/Hours
TOTAL A (MI activities – variable time)
/hours
TimeActivityMatrixMICs M/Admin/Stats Created 06/01/09 EJG/JM Page 6 of 6
SECTION B/C
ACTIVITY / TIME / VALUESECTION B
/File/database maintenance
Inc. MiDatabank updating, admin file organisation etc)
/15 hours/month
/Quality Assurance and Risk Management
Inc. time spent in questionnaires, SOPs etc
/2 hours/month
/Clerical work undertaken by non-clerical staff
Including clerical activities that do not form part of the enquiry answering or fall into other categories e.g ordering of books, photocopying etc.
/10 hours/month
/ADR schemes
Inc. time to organise scheme, check yellow cards, analyse data, information support /1 hour/month
/TOTAL B ( MI activities – fixed time)
/hours
SECTION C (To be completed by EACH member of MI staff)
/Continuing Professional Development
(Time spent by MI Pharmacist for own CPD during working hours) /Individual
/Other educational
(Not lectures). For self or others e.g. study days, diploma work etc. /Individual
/Wards/clinical work
Inc. ward visits, ward rounds, directorate work etc /Individual
/Dispensary work
Inc. Saturdays and Sundays where these are part of normal contracted hours /Individual
/Breaks
(NOT including lunch). Amount taken not entitlement. /Individual
/TOTAL C
/(Non-MI duties) Sum of time for ALL members of staff
/ /hours
TimeActivityMatrixMICs M/Admin/Stats Created 06/01/09 EJG/JM Page 6 of 6
Calculation of manpower requirements/shortfall
Total A + Total B = time required for MI activities (hours per annum)
Total staff hours (D) excluding clerical/admin staff (hours per annum)
Total D – Total C (non-MI duties) = time available for MI activities (hours per annum)
If (A+B) > (D-C), there is a manpower deficit of x hours per annum or x/52 hours per week.
Calculation of MI service profile:
Service area / TimeHrs. / % Total time (Hrs)
Query answering / y1 / y1/x x100
Training / y2 / y2/x x100
NHS Direct / y3 / y3/x x100
Medicines management support / y4 / y4/x x100
Publications/active information / y5 / y5/x x100
Research / y6 / y6/x x100
Meetings / y7 / y7/x x100
Research/service development / y8 / y8/x x100
Regional MI network / y9 / y9/x x100
National MI network / y10 / y10/x x100
MI centre management / y11 / y11/x x100
Clinical governance/Risk management / y12 / y12/x x100
Total Time for all MI service outputs = x hours. Use this value to calculate the percentages for each of the service areas.
Data may be represented graphically e.g. as a pie chart using Excel software.
Example
TimeActivityMatrixMICs M/Admin/Stats Created 06/01/09 EJG/JM Page 6 of 6