PrescQIPP

A SharePoint-based referral and case-management system for the Betsi Cadwaladr University Health Board (BCUHB) Central frailty pharmacy service

Betsi Cadwaladr University Health Board (BCUHB) Central

Project summary

Across BCUHB Central, the community frailty and Community Resource Team (CRT) pharmacy service — covering Conwy West, Conwy East, Denbighshire North and Denbighshire South — was operating without a shared referral or case-management system. Each pharmacist and pharmacy technician held their own caseload in personal Excel files, Word documents, or via direct email referrals from GPs, social workers and Allied Health Professionals (AHPs.) This created three structural risks: referrals could be lost when a clinician was on leave or off sick; there was no shared visibility of next review dates or outstanding actions; and the team had no way to evidence its activity, demand profile, or impact at locality level.

To solve this without procuring new software, we designed and implemented a SharePoint and Microsoft Teams-based referral and case-management system across the four localities. Referrers scan a QR code which opens a Microsoft Form; on submission, the referral auto-populates a live list visible to the pharmacy team for that area. The list functions as a live clinical diary — capturing reason for referral, patient details, next review date, outstanding actions, and an option to mark complete and archive. Automated notifications alert the relevant pharmacist and pharmacy technician when a new referral is added and when a review is due. Comments allow continuity of care between team members who work different days. Access is restricted to the relevant locality team, preserving information governance. Full clinical documentation continued on EMIS as standard, ensuring the SharePoint system complemented rather than duplicated the patient record.

The system has been live since July 2025. Between July 2025 and May 2026155 patients have been referred and 137 reviews completed — a completion rate of 88% — with 204 distinct clinical issues tagged across the cohort. The system is the foundation for a planned Power BI dashboard which will surface live locality demand and acuity in real time.