Improving temporary and substantive staffing through integrated workforce tools at Maidstone and Tunbridge Wells NHS Trust
Book a demoin workforce spend saved so far in the partnership
shift hours filled via Patchwork Bank, Feb 2023 – Aug 2025
residents and consultants rostered
of annual leave requests made more than a week in advance
Overview
Before partnering with Patchwork Health, Maidstone and Tunbridge Wells NHS Trust faced mounting challenges in medical workforce management. The Trust sought a solution that would both optimise rostering and support temporary staffing management in one integrated system.
Since adopting Patchwork's integrated solution in 2023, the Trust has transformed medical workforce management — improving visibility and control, cutting workforce spend, and raising clinician satisfaction.
A phased rollout of Patchwork Rota and Patchwork Bank across 16 departments
The challenge
Before partnering with Patchwork Health, the Trust faced mounting challenges in medical workforce management.
Last-minute rota gaps
A lack of rostering visibility led to frequent over-reliance on costly agency staff to fill gaps in critical areas.
Fragmented processes
Workforce teams struggled with inefficiencies and frustrations caused by manual, disconnected systems.
High costs and low satisfaction
Temporary staffing spend was rising, and clinicians expressed dissatisfaction due to time-consuming workforce processes and use of multiple disconnected systems.
The solution: rostering and temporary staffing in one system
Patchwork Health was chosen to address these challenges due to their proven ability to meet the Trust's needs.
- Enabling transparent and flexible rota planning for both medical workforce teams and clinicians.
- Utilising the substantive workforce more effectively with a sophisticated rostering and temporary staffing system.
- Providing data-driven insights to help decision-makers address rota inefficiencies and control temporary staffing costs.
- Delivering an app-based system that empowers clinicians to check rotas, book leave, and plan their schedules from their phone.
The initial launch of Patchwork Rota went live across a number of departments within three weeks, ahead of the August 2023 rotation, giving resident doctors the required six-week advance notice of their upcoming rosters. Since then, more departments have gone live with the rostering system, and Patchwork Bank has also been implemented.
doctors (residents and consultants) rostered
rosters published across 16 departments
admins trained to use the system effectively
Results and impact
Enhanced visibility and control
86% of annual leave requests are made more than one week in advance, with over two thirds (67%) submitted more than seven weeks in advance — enabling far better planning, and providing greater visibility of upcoming worker availability for rota coordinators.
Significant cost savings
From February 2023 to August 2025, the Trust has filled over 240,000 shift hours via Patchwork Bank, excluding retrospective bookings. Not only has this helped maintain safe staffing levels by reducing vacancies, but the Trust has also reduced agency reliance as a result.
In workforce spend saved so far in the partnership
Shift hours filled via Patchwork Bank, excluding retrospective bookings
Of annual leave requests submitted more than seven weeks in advance
Improved clinician satisfaction
Substantive clinicians report higher job satisfaction thanks to greater flexibility and enhanced roster transparency, contributing to improved retention and overall well-being. For bank workers, access to a mobile app has streamlined the locum working process, making it easier to view and book available shifts at a glance.
It's proof that when teams are supported with the right tools and systems, everyone benefits – from the frontline staff to the patients they care for. By embracing an integrated approach to workforce management, Maidstone and Tunbridge Wells NHS Trust has shown how technology can make a real difference to workforce outcomes.
Why it worked
The success of the project was underpinned by three things: collaboration, the tech, and data-driven insights.
Collaboration
With an implementation team working closely with the Trust, the solution was configured and rolled out quickly but carefully, reducing disruption to day-to-day service delivery.
The tech
The integration of rostering and temporary staffing has enabled the Trust to streamline processes and gain tighter control over workforce deployment.
Data-driven insights
Patchwork Insights provides the Trust with data they previously didn't have access to, enabling teams to uncover workforce trends and regulate pay rate escalations.
Could an integrated rota and bank close your last-minute gaps?
Tell us how your rotas and temporary staffing work today and we'll walk you through a phased rollout for your trust.