{"id":11236,"date":"2026-06-18T09:43:24","date_gmt":"2026-06-18T08:43:24","guid":{"rendered":"https:\/\/www.rldatix.com\/en-uki\/?p=11236"},"modified":"2026-06-22T16:25:53","modified_gmt":"2026-06-22T15:25:53","slug":"improving-clinical-safety-and-workforce-visibility-in-community-midwifery","status":"publish","type":"post","link":"https:\/\/www.rldatix.com\/en-uki\/resources\/improving-clinical-safety-and-workforce-visibility-in-community-midwifery\/","title":{"rendered":"Improving clinical safety and workforce visibility in community midwifery"},"content":{"rendered":"\n<p><strong>How Swansea Bay University Health Board strengthened oversight, reduced the risk of missed care, and enabled proactive&nbsp;decision<\/strong>\u2011<strong>making&nbsp;across community maternity services<\/strong>&nbsp;<\/p>\n\n\n\n<div style=\"height:var(--wp--preset--spacing--60)\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h2 class=\"wp-block-heading\">Summary <\/h2>\n\n\n\n<p>Swansea Bay University Health Board delivers community midwifery services across a geographically diverse region, supporting women and families through home visits, clinics, and a freestanding birth centre. Like many NHS organisations, the service was managing complex workloads in a&nbsp;safety\u2011critical,&nbsp;high\u2011risk&nbsp;clinical environment using paper records, spreadsheets, and informal handovers, which limited visibility, increased administrative burden, and introduced avoidable clinical risk.&nbsp;<\/p>\n\n\n\n<p>By implementing&nbsp;RLDatix&nbsp;eCommunity, Swansea Bay UHB has&nbsp;established&nbsp;a single,&nbsp;real\u2011time&nbsp;view of community midwifery activity, workload, and staffing capacity. Over 60 midwives&nbsp;and maternity care assistants&nbsp;now use the platform to manage referrals, visits, and&nbsp;follow\u2011up&nbsp;care, supported by live&nbsp;acuity\u2011based&nbsp;reporting and integrated rostering.&nbsp;<\/p>\n\n\n\n<p>The result has been improved oversight of clinical risk, a reduction in missed and delayed care, fairer workload distribution, and stronger evidence to support both daily operational decisions, continuity of care&nbsp;and&nbsp;longer\u2011term&nbsp;workforce planning.&nbsp;<\/p>\n\n\n\n<div style=\"height:var(--wp--preset--spacing--60)\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h2 class=\"wp-block-heading\">The Challenge: fragmented systems and growing clinical risk<\/h2>\n\n\n\n<p>Prior to implementation, community midwifery teams within Swansea Bay UHB were&nbsp;operating&nbsp;with different,&nbsp;site\u2011specific&nbsp;systems for managing workload and patient visits.&nbsp;<\/p>\n\n\n\n<p>In&nbsp;Neath&nbsp;Port Talbot, work was coordinated through&nbsp;paper\u2011based&nbsp;workbooks, with multiple sheets per day documenting patient details, visit reasons, and&nbsp;allocated&nbsp;midwives. These records relied on individuals manually carrying visits forward. In Swansea, midwives used their own diaries, with work handed over through phone calls or voice messages. Although workbooks were later introduced, the process still depended on paper records being consistently updated.&nbsp;<\/p>\n\n\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p>\u201cWe would\u00a0often\u00a0see visits being missed because records\u00a0weren\u2019t\u00a0being updated for whatever reason.\u00a0There was a general recognition that the system\u00a0wasn\u2019t\u00a0working.\u201d\u00a0<\/p>\n<cite>Rhiannon Griffiths, Community Midwifery Matron<\/cite><\/blockquote>\n\n\n\n<p>In practice, this meant workload visibility was limited, and clinical risk was often identified retrospectively rather than proactively. Missed or delayed visits were difficult to detect in real time, and senior staff had no single view of caseload, acuity, or available capacity across the service.&nbsp;<\/p>\n\n\n\n<div style=\"height:var(--wp--preset--spacing--60)\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h2 class=\"wp-block-heading\">Finding the right solution<\/h2>\n\n\n\n<p>When Mandy Wilson joined Swansea Bay UHB as Workforce Systems Effectiveness Manager, she partnered with Rhiannon&nbsp;to support rolling out the E-community project, that had been previously&nbsp;identified&nbsp;by Swansea Bay University Health Board,&nbsp;as&nbsp;a solution that could reduce clinical risk while also addressing inefficiencies in workload coordination.&nbsp;<\/p>\n\n\n\n<p>Their priority was a system that could reflect the realities of community midwifery practice, where continuity of care, autonomy, and unpredictable demand are central, while also providing clearer oversight of staffing and activity.&nbsp;<\/p>\n\n\n\n<p><em>\u201cIt\u2019s a complex picture, so we needed a solution that would simplify our existing system,\u201d<\/em>&nbsp;says Rhiannon.&nbsp;<\/p>\n\n\n\n<p>Following&nbsp;selection&nbsp;of&nbsp;eCommunity, the team took a phased implementation approach. This allowed staff to build confidence gradually, supported by tailored training, Q&amp;A sessions, and refresher opportunities.&nbsp;<\/p>\n\n\n\n<p><em>\u201cFor us, it was really about how we were implementing timelines, timeframes and delivering training,\u201d<\/em>&nbsp;Mandy explains.&nbsp;<em>\u201cWe worked closely with the&nbsp;RLDatix&nbsp;project manager and focused on building confidence step by step.\u201d<\/em>&nbsp;<\/p>\n\n\n\n<p>From the outset, the team was clear that the purpose of the system was to support safety and improve visibility across the service.&nbsp;<\/p>\n\n\n\n<div style=\"height:var(--wp--preset--spacing--60)\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h2 class=\"wp-block-heading\">Outcomes Achieved<\/h2>\n\n\n\n<p><strong>Stronger clinical risk management and daily oversight<\/strong>&nbsp;<\/p>\n\n\n\n<p>eCommunity&nbsp;now provides&nbsp;real\u2011time&nbsp;visibility of caseload, patient acuity, and staffing capacity across community midwifery services. This information is used daily within multidisciplinary safety huddles alongside the obstetric unit.&nbsp;<\/p>\n\n\n\n<p>Live Red, Amber, Green (RAG) status reporting enables senior leaders, ward managers, community managers, governance, and safeguarding teams to prioritise&nbsp;high\u2011risk&nbsp;patients and make informed decisions at the start of each day.&nbsp;<\/p>\n\n\n\n<p><em>\u201cWe know exactly how many red, amber, and green calls we have,\u201d<\/em>&nbsp;says Rhiannon.&nbsp;<em>\u201cThat\u2019s very significant when it comes to keeping patients safe.\u201d<\/em>&nbsp;<\/p>\n\n\n\n<p>This&nbsp;represents&nbsp;a shift from retrospective awareness of risk to proactive, data\u2011informed decision\u2011making.&nbsp;<\/p>\n\n\n\n<p><strong>Reduction in missed and delayed care<\/strong>&nbsp;<\/p>\n\n\n\n<p>Previously, transferring information between paper records and informal systems created opportunities for work to be lost or overlooked. Missed visits were often&nbsp;identified&nbsp;only after incidents occurred.&nbsp;<\/p>\n\n\n\n<p>With&nbsp;eCommunity, all patient contacts and outstanding activity are centrally recorded, tracked, and automatically carried forward where&nbsp;required. Outstanding tasks&nbsp;remain&nbsp;visible to the wider team, significantly reducing the likelihood of missed or delayed care and improving coordination during unplanned or urgent demand.&nbsp;<\/p>\n\n\n\n<p><strong>Improved workforce visibility, fairness, and responsiveness<\/strong>&nbsp;<\/p>\n\n\n\n<p>Integration with&nbsp;e\u2011rostering&nbsp;provides a single, unified view of workforce activity across geographical clusters. Senior clinicians can now see, in real time, who is working where and where capacity exists.&nbsp;<\/p>\n\n\n\n<p><em>\u201cFor the first time, our Band 7s can see digitally who\u2019s working where,\u201d<\/em>&nbsp;says Mandy.&nbsp;<em>\u201cBefore, it was paperwork or phone calls. Now&nbsp;it\u2019s&nbsp;all in one place&nbsp;\u2013&nbsp;faster, clearer, and more reliable.\u201d<\/em>&nbsp;<\/p>\n\n\n\n<p>This visibility supports rapid redistribution of workload when priorities change and enables safer responses to urgent referrals or unexpected demand.&nbsp;<\/p>\n\n\n\n<p>The map feature provides greater visibility of community midwives and maternity care assistants working across the community, supporting lone working practices and helping teams identify a colleague&#8217;s last known location if welfare concerns arise.<\/p>\n\n\n\n<p>Transparency of workload has also improved&nbsp;perceptions&nbsp;of fairness among staff, helping to reduce stress associated with uneven task allocation.&nbsp;<\/p>\n\n\n\n<p><strong>Strengthened continuity of care and patient relationships<\/strong>&nbsp;<\/p>\n\n\n\n<p>Continuity of care has always been central to community midwifery at Swansea Bay. eCommunity brings together appointments, visits, and follow\u2011up activity into a single view and, through its integration with the existing e\u2011rostering system (Optima), it helps link women with known midwives across their care. This supports greater continuity throughout the maternity pathway.<\/p>\n\n\n\n<p>Over 2,000 records have now been transferred into the system, allowing care plans to be tailored more effectively to individual needs and supporting a more consistent and personalised experience for women and their families.&nbsp;<\/p>\n\n\n\n<p>Rhiannon explains the impact:&nbsp;<\/p>\n\n\n\n<p><em>\u201cCommunity midwives strive for continuity, because&nbsp;they\u2019ve&nbsp;built that relationship with the mum and the family throughout the pregnancy. It has&nbsp;impacted&nbsp;continuity in a positive way across all our clusters.\u201d<\/em>&nbsp;<\/p>\n\n\n\n<p><strong>Clearer evidence for service planning<\/strong>&nbsp;<\/p>\n\n\n\n<p>The inclusion of maternity clinic activity within&nbsp;eCommunity&nbsp;revealed previously unrecorded workload. Initially,&nbsp;it appeared there&nbsp;was spare capacity because this time was not being consistently logged.&nbsp;<\/p>\n\n\n\n<p>Now that midwives&nbsp;are able to&nbsp;record these hours, Swansea Bay UHB has a clearer and more&nbsp;accurate&nbsp;picture of demand and capacity. This visibility allows establishment levels to be justified more effectively and supports improved workforce visualisation across community services.&nbsp;<\/p>\n\n\n\n<p><em>\u201cWe want to build a full picture of demand and capacity,\u201d<\/em>&nbsp;says Mandy Wilson.&nbsp;<em>\u201cIt\u2019s about being proactive, not reactive and getting the best outcomes for our patients.\u201d<\/em>&nbsp;<\/p>\n\n\n\n<p>This improved visibility supports both&nbsp;day\u2011to\u2011day&nbsp;decision\u2011making&nbsp;and&nbsp;longer\u2011term&nbsp;workforce planning.&nbsp;<\/p>\n\n\n\n<div style=\"height:var(--wp--preset--spacing--60)\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h2 class=\"wp-block-heading\">Why continuity of care matters<\/h2>\n\n\n\n<p>Widely recognised maternity guidance highlights the importance of continuity of care as a foundation for safe, personalised and coordinated maternity services, particularly in community settings where effective information sharing is critical. Swansea Bay\u2019s approach reflects these principles by using digital visibility to support continuity across the maternity pathway.<\/p>\n\n\n\n<p><a href=\"https:\/\/www.rcm.org.uk\/wp-content\/uploads\/2024\/06\/rcm-position-statement-midwifery-continuity-of-carer-mcoc.pdf\">Read More<\/a><\/p>\n\n\n\n<div style=\"height:var(--wp--preset--spacing--60)\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h2 class=\"wp-block-heading\">Looking ahead<\/h2>\n\n\n\n<p>The next phase of the journey focuses on using&nbsp;real\u2011time&nbsp;data from&nbsp;eCommunity&nbsp;to inform leadership decisions, resource planning, and&nbsp;long\u2011term&nbsp;strategy across community maternity services.&nbsp;<\/p>\n\n\n\n<p><em>\u201cBetter visibility leads to better decisions, which leads to better care,\u201d<\/em>&nbsp;says Rhiannon.&nbsp;<em>\u201cThat\u2019s what it\u2019s all about.\u201d<\/em>&nbsp;<\/p>\n\n\n\n<div style=\"height:var(--wp--preset--spacing--60)\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h2 class=\"wp-block-heading\">Advice to other NHS organisations<\/h2>\n\n\n\n<p>Both Mandy and Rhiannon emphasise the importance of clinical engagement, phased implementation, and having the right digital infrastructure in place.&nbsp;<\/p>\n\n\n\n<p><em>\u201cThere was a learning curve,\u201d<\/em>&nbsp;says Mandy,&nbsp;<em>\u201cbut you get out what you put in.&nbsp;to date we have found this system to be supportive for our community midwifery team.&nbsp;It&nbsp;was&nbsp;definitely worth it.\u201d&nbsp;<\/em>&nbsp;<\/p>\n\n\n\n<p>For more information or to book a demo, visit:&nbsp;<a href=\"https:\/\/www.allocatesoftware.co.uk\/solutions\/workforce-need\/plan\/allocate-ecommunity\/\" target=\"_blank\" rel=\"noreferrer noopener\">RLDatix eCommunity<\/a>\u202f&nbsp;<\/p>\n","protected":false},"excerpt":{"rendered":"<p>How Swansea Bay University Health Board strengthened oversight, reduced the risk of missed care, and&#8230;<\/p>\n","protected":false},"author":40,"featured_media":11243,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"inline_featured_image":false,"footnotes":""},"categories":[67],"tags":[],"class_list":["post-11236","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-case-studies","primary-category-case-studies"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v25.5 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Improving clinical safety and workforce visibility in community midwifery | RLDatix<\/title>\n<meta name=\"description\" content=\"Health &amp; care resources from RLDatix: Improving clinical safety and workforce visibility in community midwifery. 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