Trust Board Meeting: Wednesday 12th November 2014 TB2014.123 Title Business Case for the Redevelopment of the Churchill Day Surgery Unit Status A paper for decision History 04/03/2014:Business Planning Committee 25/03/2014:Surgery and Oncology Divisional Executive Management 25/09/2014:Trust Management Executive Board Lead(s) Key purpose Mr Paul Brennan, Director of Clinical Services Strategy Assurance TB2014.123 FBC Redevelopment of Churchill Day Surgery Unit Policy Performance Page 1 of 23 Oxford University Hospitals TB2014.123 Executive Summary 1. The redevelopment of the Churchill Day Surgery Unit is necessary in order to provide a permanent solution to the issue of mixed sex accommodation. The current use of curtains does not satisfy national guidelines and failure to act would result in the Trust risking significant financial penalties from commissioners - potentially the loss of income for all patients passing through the Day Surgery Unit. 2. The current facilities are providing a sub-optimal patient experience, specifically with regard to privacy and dignity, and this has been the source of patient complaint. This was noted in the CQC “Should Do” Action Plan with the Day Surgery Unit highlighted by the Trust as a specific area for redevelopment. Additionally the poor patient environment has been noted as in need of improvement at two executive walkarounds. 3. The proposed redevelopment has consciously sought to both maximise benefits and minimise costs: Extensive consultation has been undertaken with all key stakeholders and the resulting plans prioritise both patient privacy and remedy existing problems with the Day Surgery Unit environment. These include the provision of an enema room and sufficient private spaces for pre and post-operative consultations. Additionally the plans have allowed for the flexible use of the consulting rooms for other services such as pre-operative assessment and outpatients when not in use by the Day Surgery Unit. 4. To minimise costs the redevelopment has been limited to the existing Unit footprint and foregone development of the courtyard space. In addition, the building work will be phased, so that the Day Surgery Unit will continue to function on its existing premises whilst the work is being carried out. This means that the costs of needing to provision an additional ward whilst the redevelopment work is carried out have been saved. 5. In summary, the redevelopment, whilst a necessity to satisfy national guidance for single sex, will enhance the experience of patients being operated on in Churchill Theatres and also improve the utilisation of space on the Churchill site. 6. How the proposal will improve quality: Patient Experience: compliance with same sex accommodation rules is currently only satisfied by use of curtains. Redevelopment will provide a permanent solution, which will safeguard patient privacy and dignity through allocation of gender specific areas and re-designed patient flow Patient experience: the current ward environment means there is a lack of privacy for clinicians consulting with patients both pre-and post-operatively, a situation which has been the subject of patient complaints and repeated consultant concern. The redeveloped Unit will remedy these shortcomings. Patient experience: Redevelopment will replace nurse station with “touch bases”, meaning that nurses are both more visible and able to meet patient needs in a more timely manner Patient experience: provision of an enema room for Lower GI patients preoperatively. Currently these patients need to go to the Lower GI ward preoperatively which leads to delays to lists starting and so reduces theatre efficiency. Access: Redevelopment will allow for pre-operative consulting rooms to be converted for use by pre-assessment or an outpatient clinic. This will improve TB2014.123 FBC Redevelopment of Churchill Day Surgery Unit Page 2 of 23 Oxford University Hospitals TB2014.123 outpatient capacity on the Churchill site, a rate-determining step in the provision of additional clinic capacity. 7. It is predicted that the capital cost of the redevelopment will be £1.83 million against an allocation in the approved capital programme of £900k. Charitable funds could provide £400-£500k towards the cost of the redevelopment. Additional revenue costs are expected to be £2.6k per annum for equipment maintenance. It is not anticipated there will be any other pay or non-pay revenue costs once the redevelopment is completed. 8. Implications if the case is not approved: Policy: non-compliance with NHS Constitution (2009) and Department of Health Delivering Same Sex Accommodation (DSSA) policy and guidance (2009, 2010). This is in line with the Trust Delivering Same Sex Accommodation Policy (CGC2013.236) Financial: potential deduction by commissioners equivalent to the total cost of the service or treatment for all patients affected by a breach of the same sex accommodation requirements. In 2013 9530 patients used the Churchill DSU. Recommendation It is recommended that capital funding of £1.83 million is approved for the redevelopment of the Churchill Day Surgery Unit. TB2014.123 FBC Redevelopment of Churchill Day Surgery Unit Page 3 of 23 TB2014.123 Oxford University Hospitals Business Case for the Redevelopment of the Churchill Day Surgery Unit Appendices Appendix 1 Patient Feedback Appendix 2 Cost Summary Appendix 3a Capital expenditure and revenue Appendix 3b Capital and depreciation Appendix 4 Architect’s plans Appendix 5 Redevelopment phasing plan Background papers Department of Health (DH). Elimination of mixed-sex hospital accommodation. DH May 2005. Department of Health (2007) A report by the Chief Nursing Officer into mixed sex accommodation in hospital. DH, London. NHS Constitution (2009) Department of Health Delivering Same Sex Accommodation policy and guidance (2009, 2010). Strategic Objective(s) that the case will help deliver SO1 To be a patient-centred organisation, providing high quality, compassionate care with integrity and respect for patients and staff– “delivering compassionate excellence” SO3 To meet the challenges of the current economic climate and changes in the NHS by providing efficient and cost-effective services and better value healthcare – “delivering better value healthcare” Proposed date that revenue spend will begin: n/a Proposed date that capital spend will begin: February 2015 Conclusion of Equality Analysis Business Case will improve equality due to improved privacy and dignity for male and females. Review Date November 2015 Acronyms and abbreviations used CORU Churchill Overnight Recovery Unit CQC Care Quality Commission DSU Day Surgery Unit TB2014.123 FBC Redevelopment of Churchill Day Surgery Unit Page 4 of 23 TB2014.123 Oxford University Hospitals PID Project Initiation Document TDA Theatre Direct Admissions Authors Mark Stoneham, Clinical Lead, Churchill Theatres Ben Wright, OSM, Gastroenterology, Endoscopy and Churchill Theatres Directorate Julia Wood, Matron, Gastroenterology, Endoscopy and Churchill Theatres Directorate Lead Finance Manager Rob Tovey, Senior Business Partner, Surgery and Oncology Division Bob Bateman, Business Partner, Surgery and Oncology Division TB2014.123 FBC Redevelopment of Churchill Day Surgery Unit Page 5 of 23 Oxford University Hospitals TB2014.123 Strategic Context and Case for Change 1. It is the stated policy of Oxford University Hospitals NHS Trust (OUHT) to provide a culture where the privacy, dignity and respect of all patients, relatives and carers using the Trust services is paramount (CGC2013.236). This extends to demonstrating full same sex compliance as detailed in the NHS Constitution (2009) and Department of Health Delivering Same Sex Accommodation (DSSA) policy and guidance (2009, 2010). 2. Currently the Churchill Day Surgery Unit (DSU) maintains same sex compliance through the use of curtains to maintain patient privacy and dignity. The Churchill DSU therefore requires a redevelopment in order for it to meet same sex accommodation requirements. 3. In addition to complying with legislation, consistent patient and clinician feedback on the current Day Surgery Unit environment has been that it provides a sub-optimal patient experience due to the lack of privacy when discussing theatre procedures. Risks associated with current situation Financial 4. Failure to comply with national same sex criteria risks a potential deduction by commissioners equivalent to the total cost of the service or treatment for all patients affected by a breach of the same sex accommodation requirements. The current situation therefore represents a significant financial risk to the Trust as approximately eighty-five per cent of patients operated on in Churchill Theatres pass through the DSU, which equated to 9530 patients in 2013. The financial risk to the Trust of failing to comply therefore cannot be underestimated. Patient Experience 5. Patient privacy pre-operatively: At peak times the Unit has up to twenty-two patients being consulted with by nurses, surgeons and anaesthetists. Although patients are physically screened off by curtains, due to their proximity conversations between clinician and patient can often be overhead. This is particularly problematic between 7:30 and 8:30am when a large number of clinicians are all seeking to meet with their patients. As a result of the confined spaces, which are just curtained off, conversations can become very loud and discussion of intimate surgical proceduresfor example breast reconstruction- overhead in neighbouring bays. This situation has resulted in patient complaints to the Unit and concerns raised by clinicians over patient confidentiality. When reviewing the proposed plans with patients these observations have been reinforced (see Appendix One). 6. Patient privacy post-operatively: currently there are no side rooms available for wound examination post-operatively. This has been of particular concern to the Breast surgeons, who are increasing the number of patients operated on as day cases. 7. Lack of an enema room: In November 2012 Theatre Direct Admissions (TDA) relocated to the DSU. This meant that Lower GI patients requiring an enema needed to be admitted through DSU rather than TDA. As a result this has led to issues with accommodating patients on the ward at 7:30 and surgeons not having patients cohorted in one place, with attendant reduction in theatre efficiency and patient flow. TB2014.123 FBC Redevelopment of Churchill Day Surgery Unit Page 6 of 23 Oxford University Hospitals 8. 9. TB2014.123 Sub-optimal patient environment: The activity passing through the DSU has increased significantly in the last 18 months. This has been caused by: 8.1 Movement of TDA into DSU: the number of patients using the DSU space increased by 30-40 per cent (depending on case mix and day of the week). 8.2 Increase in theatre sessions: from 41 a week in February 2013 to 50 a week in February 2014. 8.3 Increase in theatre hours: all lists have been extended from eight hours to either nine or ten hours. As a guide, monthly theatre operating time has increased from 1,136 hours in April 2012 to 1,470 in January 2014- a 29% increase. As a result of the above development DSU has had to expand into areas which provide sub-standard accommodation. This has included having two consulting bays in an old procedure room and three overflow recovery beds in part of the old theatres. These ad hoc arrangements were noted as being areas of concern in both the CQC “should do” action plan (point SD5) and during a walk around by the Medical Director in November 2013. Opportunities created by development 10. Improved pre-assessment: The recently-opened Churchill pre-assessment unit will improve the communication between pre-assessment, specialty and theatres. An audit of on the day theatre cancellations has demonstrated that sixty per cent of on the day cancellations in theatre are due to patient DNA, patient being unfit or the operation not being required- arguably issues that can be traced to pre-assessment and its communication with individual specialties. However to undertake preassessment for all patients using Churchill theatres, it requires more consulting room space. 11. The nature of Day Surgery activity means that after 2:30pm consulting rooms are no longer required and the space is therefore unutilised. As noted above, consultations currently take place in screened-off bays, however a redeveloped unit with consulting rooms would provide space for other outpatient consultation to take place. The newly-developed Churchill pre-assessment unit has given a strong indication that it would wish to use these rooms on at least two days a week due to capacity constraints in its new unit. This would also improve patients’ experience as the same patients who use these rooms would be coming back to DSU for their procedures. Objectives and Benefit Criteria 12. Consultations were undertaken with the following stakeholders: Patients using the Day Surgery Unit Surgery and Oncology Division’s Clinical Directors Clinical Leads for all specialties which use Churchill Theatres Rainer Buhler, General Manager, Surgery and Oncology Division Ali Cornall, Divisional Nurse, Surgery and Oncology Division Lily O’Connor, Infection Control Manager Churchill Day Surgery Unit Sister, Deputy Sister and staff Anita MacQueen, Matron, General Surgery Jenny Hayes, Matron, Urology Rebecca Turner, Matron, Blenheim Ward Sue Smith, Deputy Matron, Churchill Theatres and all theatre sisters Dr John Griffiths and Usha Nair, Churchill Pre-Assessment Team 13. In addition, the following research was undertaken: TB2014.123 FBC Redevelopment of Churchill Day Surgery Unit Page 7 of 23 TB2014.123 Oxford University Hospitals Audit of patient flows through the unit by time of day over a month: this showed that the maximum number of patients in a consultation was sixteen, however the average at peak times (between 8am and 9am) was twelve. Audit of patient by gender by day over six months: this showed that the number of males and females in the unit could vary significantly- from three of one gender to twenty-one of the other. Review of other hospitals: of the hospitals reviewed no DSU could be found that had a comparable footprint and combination of day case and TDA admissions. Review of space on Churchill site: no other suitable space was identified. 14. As a result of these consultations, the following criteria were identified, in order of priority: Priority 1 Criterion To deliver a permanent solution which would make the Unit same sex compliant 2 To deliver a solution offering best value for money 3 To provide privacy and dignity to patients at all times, pre and post-operatively 4 To provide a solution which was “future proofed”- a Unit which could support increased activity in the future 5 6 To stay within the existing footprint of the Day Surgery Unit To provide an enema room 7 To offer an opportunity to use consulting space flexibly for either preassessment or outpatient clinics. Options 15. The long list of options considered was: No 1 2 2a 2b Option Do nothing Bed spaces v. Hybrid Combination of bed spaces and consulting rooms Just bed spaces 3 3a Use of consulting room space after 2:30pm Use of consulting rooms for outpatients after 2:30pm Use of consulting rooms for Day Treatment Unit after 2:30pm 3b 3c Use of consulting rooms for discharge lounge after 2:30pm 4 4a 4b Location of Day Surgery Unit Use space minus courtyard Use space with courtyard TB2014.123 FBC Redevelopment of Churchill Day Surgery Unit Shortlist? Yes Yes No: max. of nine bed spaces needed currently. Consult room would provide more privacy Yes: synergy between pre-assessment and DSU No: lack of synergy between DSU and DTU and concerns over amount of space needed No: concerns that this would mean enlarging the existing footprint of DSU and therefore prove more costly. Yes No: too expensive Page 8 of 23 Oxford University Hospitals TB2014.123 16. Following consultation and discussion, it was decided that the preferred option was to use a combination of bed spaces and consulting rooms. This would have the advantage of: Providing more private spaces for consultations to happen at peak times. Allow the consulting rooms to be used for other purposes in the afternoon. 17. The use of consulting space for day treatment unit and a discharge lounge was discounted as it was judged that the project would compromise on its principal objectives. It was also judged that these options would necessitate enlarging the existing footprint of the DSU, which would have significant cost implications. 18. On balance, it was judged that activity would only marginally increase in the future: Some head and neck patients, who currently go to Blenheim Ward preoperatively, could come through TDA. Increasing operating times beyond 10 hours would increase the number of patients, but these would be spread throughout the day. If this were the case then the consulting rooms would continue to be used for TDA/ DSU rather than pre-admissions. With regards to case mix, day case rates at the Churchill are already in line with national standards so would not increase significantly. For example, Laparoscopic cholecystectomies have a day case rate of 72%; British Association of Day Surgery target is 60%. Additionally the trend towards more complex surgery would mean that fewer patients would be served by TDA and DSU, not more. 19. Finally, the project does not anticipate a change in the hours the DSU is open. Currently the Unit is open from 7am until 10pm and it is considered that discharging patients after 10pm does not provide a good patient experience. A detailed six month project was also undertaken to consider the feasibility of opening the Unit as a 23hour ward. The conclusion of this project was that there were insufficient numbers of procedures being undertaken in Churchill Theatres to compensate for the additional cost of staffing the ward overnight. However the planned redevelopment will not prevent the option of DSU becoming a 23-hour ward in the future. Financial Analysis of Preferred Option 20. It is estimated that the capital cost of the redevelopment will be £1.83 million against an allocation in the approved capital programme of £900k. The detailed costings are shown in appendix two. It should be noted that: The £1.83 million figure contains £329K for optimism bias and planning contingencies. There will be minimal relocation costs as the redevelopment work will be phased. This has the additional advantage that there will be minimal disruption to theatre processes and patients. Charitable trustees have indicated a desire to support the project with a contribution of approximately £400-500k. It is expected that there will be recurrent revenue costs of £2.65k for maintenance of the new equipment. TB2014.123 FBC Redevelopment of Churchill Day Surgery Unit Page 9 of 23 TB2014.123 Oxford University Hospitals Market Assessment (including commissioner discussions) 21. The changes made to the Day Surgery Unit will mean that the Unit is same sex compliant and improve patient experience and flow through the Hospital. However there are no implications for commissioning as the Day Surgery Unit is a derived demand and therefore the project will not alter activity levels or income. Benefits Realisation 22. The table below shows the quantifiable benefits of the proposal and the plan for achieving them. Benefit Performance Measure Current Value Target Value Target Date Compliance with single-sex accommodation with built in flexibility of male to female ratios Privacy and dignity Single sex segregation is maintained using curtains only All gender segregation is maintained in accordance with DoH guidance As soon as building work is complete Improved patient environment as some areas are not being used in the manner in which they were originally designed Patient satisfaction surveys No concerns raised in response to post op phone call Positive feedback As soon as building work is complete 2 complaints in past 6 months 0 complaints Average two patients per week All patients As soon as who require an building work enema to have is complete it in an en suite facility Complaints Provision of ensuite single rooms for pre-operative bowel prep Provision of ensuite single rooms for patients requiring an escort Privacy and dignity Opportunity to offer outpatient clinics / pre assessment facilities at times of less TDA activity Outpatient activity Not quantifiable Equality and diversity Preassessment waits Facility not currently available Additional 20 patients seen each week As soon as building work is complete 23. Additionally, the provision of additional pre-assessment space will lead to the more timely provision of pre-assessment appointments which in turn should reduce the number of unnecessary cancellations on the day. TB2014.123 FBC Redevelopment of Churchill Day Surgery Unit Page 10 of 23 TB2014.123 Oxford University Hospitals 24. A recent analysis of the on the day cancellations found that on average twelve per month were associated with pre-op assessment. This equated to an aggregate loss of over 250 hours of theatre time per year, or the equivalent of thirty one eight-hour lists. The cost of provisioning these additional sessions at weekends would equate to £114k in pay alone. 25. It is therefore expected that the additional pre-assessment space provided will lead to a cost saving related to theatre time saved. Management of Risks of Implementation of Proposal 26. The table below lists the risks that would remain if the proposal is agreed and the plan to manage them: Risk Impact (I) Disruption of provision of DSU service whilst work is carried out 4 Likelihood (L) 3 Reduction in accommodation and reduced operating in theatres 5 3 Total (IxL) Mitigating Action Residual Risk 12 Work to be phased and all non-essential services to be relocated 9 15 Work to be phased and all non-essential services to be relocated. 8 Delays in theatres due to bottle neck in DSU due to reduced capacity 3 2 6 Poor patient experience whilst work is carried out 2 4 8 Increased focus at theatre planning meetings over patient numbers and anticipating problems Close working with estates to ensure optimal number of recovery beds are available during each phase of development, especially on Mondays and Fridays when CORU is not open. Provision in 2014-15 budget for additional staff member to attend to patient needs. Contingency plan to address risk Working closely with Estates and contractors before and during building works 4 Provision made TB2014.123 FBC Redevelopment of Churchill Day Surgery Unit Page 11 of 23 TB2014.123 Oxford University Hospitals Risk Impact (I) Loss of staff due to disruption of work environment 2 Likelihood (L) 2 Total (IxL) Mitigating Action Residual Risk Contingency plan to address risk in costs for signs and posters explaining works. 4 Increased patient surveys during redevelopment. Staff closely involved in planning of redevelopment and to be kept informed of development’s progress through regular staff briefings 2 Implementation Plan Action Timeline Divisional Board Approval of PID March 2014 Trust Business Planning Approval of PID (including Business Case procedure) March 2014 Estates Feasibility April - August 2014 Feasibility Drawing Sign-off Investigation/survey work (i.e. asbestos, structural, mechanical & electrical) Phasing Drawing Sign-off Update initial cost estimate Review and Sign-off by Senior Finance Business Partners 05/09/2014 Business Planning Meeting 16/09/2014 Support from Trust Management Executive 25/09/2014 Approval by Trust Board 12/11/2014 Estates Detailed Design 8 weeks Room Data Sheets Drawings by design team Pre Measure Cost Estimate TB2014.123 FBC Redevelopment of Churchill Day Surgery Unit 2 weeks Page 12 of 23 TB2014.123 Oxford University Hospitals Action Timeline Contractor Lead-In 4 weeks Phased Construction (42 weeks) Phase 1 10 weeks Phase 2 8 weeks Phase 3 8 weeks Phase 4 4 week Phase 5 8 weeks Phase 6 4 weeks When and how will the impact and intended effect be reviewed and reported on? 27. An implementation review will be carried out one year after completion of redevelopment work. Conclusion 28. The redevelopment of the Churchill Day Surgery Unit is necessary in order to provide a permanent solution to the issue of mixed sex accommodation. The current use of curtains does not satisfy national guidelines and failure to act would result in the Trust risking significant financial penalties from commissioners - potentially the loss of income for all patients passing through the Day Surgery Unit. Additionally, the current facilities are providing a sub-optimal patient experience, specifically with regard to privacy and dignity. 29. The proposed redevelopment has consciously sought to both maximise benefits and minimise costs: Extensive consultation has been undertaken with all key stakeholders and the resulting plans prioritise both patient privacy and remedy existing problems with the Day Surgery Unit environment. These include the provision of an enema room and sufficient private spaces for pre-and post-operative consultations. Additionally the plans have allowed for the flexible use of the consulting rooms for other services such as pre-operative assessment and outpatients. 30. To minimise costs the redevelopment has been limited to the existing Unit footprint and foregone development of the courtyard space. In addition, the building work will be phased, so that the Day Surgery Unit will continue to function on its existing premises whilst the work is being carried out. This means that the costs of needing to provide an additional ward whilst the redevelopment work is carried out have been saved. 31. In summary, the redevelopment, whilst a necessity to satisfy national guidance for single sex, will enhance the experience of patients being operated on in Churchill Theatres and also improve the utilisation of space on the Churchill site. Recommendations 32. It is recommended that capital funding of £1.87 million is approved for the redevelopment of the Churchill Day Surgery Unit. TB2014.123 FBC Redevelopment of Churchill Day Surgery Unit Page 13 of 23 Oxford University Hospitals TB2014.123 Paul Brennan, Director of Clinical Services Prof Freddie Hamdy, Divisional Director, Surgery and Oncology Division Dr Mark Stoneham, Clinical Lead, Churchill Theatres Ben Wright, OSM, Gastroenterology, Endoscopy and Churchill Theatres Directorate Julia Wood, Matron, Gastroenterology, Endoscopy and Churchill Theatres Directorate September 2014 TB2014.123 FBC Redevelopment of Churchill Day Surgery Unit Page 14 of 23 Oxford University Hospitals TB2014.123 Appendix One: Patient feedback on proposals A survey of patient views was conducted in March 2013 regarding the proposed plans. The following feedback was received: Patient CE (Pre-op) Comments Looks good. Tea/ coffee machine for waiting relatives would be a good idea. AR (Post-op) The extra privacy would be much appreciated, but I'm very thankful for the way I have been treated today. It seems like a good plan. MR (Post-op) CS JH (Post-op) AR EL SA AL Looks like a very good plan. Privacy definitely needed when procedures are explained. TV in waiting area is a good distraction for relatives when drinking tea/ coffee. Very happy with care today. Thank you. The new plans look very good with more room in the consulting rooms. The staff where excellent. First class treatment. Thank you for taking so good care of me. Plans appear to offer more privacy which is good. Repositioning of office also, and toilet facilities for visitors an improvement. Staff facilities catered for. My second time on day surgery ward and thanks again for the care received. Plans seem to have all areas covered. Having separate male and female areas is super. Courtyard is nice and relaxing; will be nice for all seasons. As long as consulting rooms have enough soundproofing then confidentiality will be kept. There's nothing worse than one hearing someone else's private appointments. Single rooms/ toilets between male and female areas are a good divide. Is there only one toilet for those in the waiting area? Having had a brief run through of the proposed changes with the nurses, I think the plans will benefit the day surgery area, even though I have been very pleased with how everything went for me today. The consulting rooms are a good idea. It looks an improvement to the day surgery unit for the future. The need for improved privacy is a positive step whilst achieving segregation for female and male patients is a welcome improvement. Additional toilets will also benefit patients. Might a news channel TV be a consideration? TB2014.123 FBC Redevelopment of Churchill Day Surgery Unit Page 15 of 23 Appendix 2 - Cost Summary Please note that this Initial Estimate is a preliminary cost based upon outline sketch proposals and is subject to change. Project Number Project Name Project Manager DATE: Work Stage Procurement Strategy 2014/ Capital Programme Refurbishment Works to Churchill DSU Capital Code: Capital Outturn 13/14: 12th August 2014 Capital Allocation 14/15: Stage 0 - 1 Charitable Funds: MTC therefore no allowance for prelims Total Maintenance - total p.a: Notes: e.g. cost does not include the following: i) medical equipment - new or relocated Initial Estimate base docs~ Construction costs Construction costs -Building Costs -M&E Costs Total exc. Contingency Construction contingencies Area cost Cost per m2 m2 cost based on HPCG's plus allowances for abnormals sub total GBS Feasibility Report REV A dated 01.08.2014 Solid Structrures Report dated 05.08.2014 % 10.00% sub total £0 £ 0 £964,800 Notes/ Qualification Included £964,800 £96,480 £1,061,280 Professional fees (VAT 100% recoverable) Assumed 15% of Construction Costs sub total £159,192.00 Non works costs Assumed 2.5% of Construction Costs sub total £26,532 Group 2 & 3 equipment Allowance of 2.5% Construction Cost Made sub total Sub total of Construction Cost (incl. Contingency), Professional fees, NonWorks costs, Group 2 & 3 Equipment costs Planning contingencies % based upon Risk Analysis. % range form 5%-30% (30% advised by NHS at Stage 0) £26,532 £1,273,536 10.00 Total £127,354 % applied to Construction costs (incl. Contingency), Professional fees, Non works costs and Group 2&3 equipment costs £1,400,890 Optimism Bias 14.41 £201,868 Inflation - Excluded 0.00 £0 VAT (Excluding Fees) 20.00 £288,713 Recoverable VAT 20,40 or 75%. No independent objective assessment of VAT abatement has been undertaken 20.00 £57,743 Total Scheme Cost % applied to total Construction costs (inc. Contingency), Professional fees, Non works costs, Group 2&3 equipment costs and Planning contingencies 20% VAT applied to Construction costs (incl. Contingency), Nonworks costs, Group 2 & 3 Equipment costs £1,834,000 Page 16 of 23 TB2014.XXX Appendix Two Churchill DSU Cost Summary APPENDIX 3A Business Case: EXPENDITURE Churchill Day Surgery Unit 2014/15 WTE 2015/16 WTE 2016/17 WTE 2017/18 WTE 2018/19 WTE 2019/20 WTE 2020/21 WTE 2014/15 £000s 2015/16 £000s 2016/17 £000s 2017/18 £000s 2018/19 £000s 2019/20 £000s 2020/21 £000s A. Direct revenue costs Staff (specify grade & wte) Baseline costs Consultant Sub total 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0 0 0 0 0 0 0 Sub total 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0 0 0 0 0 0 0 Sub total 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0 0 0 0 0 0 0 Sub total 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0 0 0 0 0 0 0 Sub total 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0 0 0 0 0 0 0 Sub total 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Junior Medical Nurse - band7 (includes Saturday cover) HCA - band 2 (includes Saturday cover) Scientific & Therapeutic Radiographer - band7 (includes Saturday) Other Clinical Band 3 admin - (includes Saturday cover) Total Staff Non-Staff (inc VAT) Baseline Radiographers - training course Maintenance Costs Purchase equipment - trolleys Total non staff Total Direct Revenue costs A B. Indirect revenue costs Staff (specify grade & wte) Radiological Sciences Sub total Pharmacy 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0 0 0 0 0 0 0 Sub total Therapies Physiotherapy - band 5 Occupational Therapy - band5 Dietetics - band 6 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0 0 0 0 0 0 0 Sub total Laboratory Medicine 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0 0 0 0 0 0 0 Sub total Theatres/Anaesthetics Consultant - Anaesthetics Theatre nursing staff Sub total Critical Care 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0 0 0 0 0 0 0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0 0 0 0 0 0 0 Sub total Others 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0 0 0 0 0 0 0 Sub total Total Staff 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 92 0 91 0 90 0 89 0 88 0 87 92 91 90 89 88 87 Non Staff (please insert lines and descriptions) Radiological Sciences Pharmacy Laboratory Medicine Theatres/Anaesthetics Critical Care Equipment servicing Revenue set up costs (e.g. IT, Furniture, fittings etc) Outpatient costs Facillities Costs (e.g. catering, linen) Others Total non staff Total Indirect Revenue costs B C. Capital Expenditure Construction Costs Construction Contingency Costs @10% Professional Fees Non work Costs Planning contingencies Optimism Bias Group 2 & 3 Equipment VAT Medical Equipment (not included in estimate) C. Capital Expenditure D. Capital Charge & Depreciation C D E. Contribution to Corporate Overheads @ 15% E F. TOTAL REVENUE COST F 965 96 159 26 127 202 27 232 0 1,834 0 Page 17 of 23 TB2014.XXX Appendix Three (a) Capital and Revenue Expenditure Churchill DSU 04/11/2014 1 Business Case: Churchill Day Surgery Unit Activity & Income G. Activity (specify HRGs) 2014/15 2015/16 2016/17 2017/18 2018/19 2019/20 2020/21 A & E attendances Emergency HRGs Subtotal emergency Elective HRGs IF bed days 0 0 0 0 0 0 0 Subtotal elective Day Case HRGs 0 0 0 0 0 0 0 Subtotal daycase Outpatient new Outpatient follow-up Subtotal outpatient ITU/HDU bed days MDT 0 0 0 0 0 0 0 0 0 0 0 0 0 0 H. Income £000s £000s £000s £000s £000s £000s £000s A & E attendances Emergency HRGs Elective HRGs Day Case HRGs Outpatient new Outpatient follow-up ITU/HDU bed days MDT Subtotal NHS/PCT 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Private Patient R&D Other non NHS clinical Charitable Funds Other Total Income Analysis of income by PCT The following table is to indicate changes to current PCT income flows. If future years will alter significantly from this please make clear reference in your business case narrative. 2013/14 Activity Spells Source of Income A&E Emergency Elective Day case OP- New/Fup Other Commissioner Oxford CCG Milton Keynes CCG Buckinghamshire CCG Sub total NHS/PCT 0 0 0 0 0 0 0 0 0 0 0 0 Private Patient R&D Other non NHS clinical Charitable Funds Other Total 2013/14 Income Source of Income Spells A&E Emergency Elective Day case OP- New/Fup £000s £000s £000s £000s £000s Other £000s Commissioner Oxford CCG Milton Keynes CCG Buckinghamshire CCG Sub total NHS/PCT 0 0 0 0 0 0 0 0 0 0 0 0 Private Patient R&D Other non NHS clinical Charitable Funds Other Total Page 18 of 23 TB2014.XXX Appendix Three (a) Capital and Revenue Expenditure Churchill DSU 04/11/2014 2 Business Case: Churchill Day Surgery Unit SUMMARY 2014/15 WTE 2015/16 WTE 2016/17 WTE 2017/18 WTE 2018/19 WTE 2019/20 WTE 2020/21 £000s 2014/15 £000s 2015/16 £000s 2016/17 £000s 2017/18 £000s 2018/19 £000s 2019/20 £000s 2020/21 £000s A. Direct revenue costs Staff Consultants Junior Medical Nursing Scientific & Therapeutic Other Clinical Non Clinical 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Total Staff 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Non-Staff Subtotal Direct costs A 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0 0 0 0 0 0 0 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 B. Indirect revenue costs Staff Radiological Sciences Pharmacy Therapies Laboratory Medicine Theatres/Anaesthetics Critical Care Others Total Staff Non Staff Subtotal Indirect costs B 0.00 0.00 0.00 0.00 0.00 0.00 0.00 C. Capital Expenditure D. Capital Charge & Depreciation C D 1,834 0 0 92 0 91 0 90 0 89 0 88 0 87 E. Contribution to Corporate Overheads @ 15% E 0 0 0 0 0 0 0 F. TOTAL REVENUE COST F 0 92 91 90 89 88 87 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 -92 -91 -90 -89 -88 -87 H. Income Total PCT Private Patient R&D Other non NHS clinical Charitable Funds Other Total Income H SURPLUS (DEFICIT) TB2014.XXX Appendix Three (a) Capital and Revenue Expenditure Churchill DSU 04/11/2014 Page 19 of 23 3 Business Case: Churchill Day Surgery Unit INCREMENTAL SUMMARY 2014/15 WTE 2015/16 WTE 2016/17 WTE 2017/18 WTE 2018/19 WTE 2019/20 WTE 2020/21 £000s 2014/15 £000s 2015/16 £000s 2016/17 £000s 2017/18 £000s 2018/19 £000s 2019/20 £000s 2020/21 £000s A. Direct revenue costs Staff Consultants Junior Medical Nursing Scientific & Therapeutic Other Clinical Non Clinical 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Total Staff 0.00 0.00 0.00 0.00 0.00 0.00 0 0 0 0 0 0 0 0 0 0 0 0 Non-Staff Subtotal Direct costs A 0.00 0.00 0.00 0.00 0.00 0.00 0 0 0 0 0 0 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 B. Indirect revenue costs Staff Radiological Sciences Pharmacy Therapies Laboratory Medicine Theatres/Anaesthetics Critical Care Others Total Staff Non Staff Subtotal Indirect costs B 0.00 0.00 0.00 0.00 0.00 0.00 0 0 0 0 0 0 -1,834 92 0 -1 0 -1 0 -1 0 -1 0 -1 C. Capital Expenditure D. Capital Charge & Depreciation C D 1,834 0 E. Contribution to Corporate Overheads @ 15% E 0 0 0 0 0 0 0 F. TOTAL REVENUE COST F 0 92 (1) (1) (1) (1) (1) 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 -92 1 1 1 1 1 H. Income Total PCT Private Patient R&D Other non NHS clinical Charitable Funds Other Total Income H SURPLUS (DEFICIT) TB2014.XXX Appendix Three (a) Capital and Revenue Expenditure Churchill DSU 4 Page 20 of 23 APPENDIX 3B -CAPITAL AND DEPRECIATION Capex and capital charges £K Year ended March 31 Building work Opening NBV Expenditure Depreciation Closing NBV 2016 - 0 0 0 - 0 0 0 2017 2018 2019 2020 2021 2022 2023 2024 2025 2026 0 1,834,000 61,133 1,772,867 1,772,867 0 61,133 1,711,733 1,711,733 0 61,133 1,650,600 1,650,600 0 61,133 1,589,467 1,589,467 0 61,133 1,528,333 1,528,333 0 61,133 1,467,200 1,467,200 0 61,133 1,406,067 1,406,067 0 61,133 1,344,933 1,344,933 0 61,133 1,283,800 1,283,800 0 61,133 1,222,667 2027 2028 2029 2030 2031 2032 2033 2034 2035 2036 2037 2038 2039 2040 2041 2042 2043 2,044 1,222,667 0 61,133 1,161,533 1,161,533 0 61,133 1,100,400 1,100,400 0 61,133 1,039,267 1,039,267 0 61,133 978,133 978,133 0 978,133 978,133 0 978,133 978,133 0 978,133 978,133 0 978,133 978,133 0 978,133 978,133 0 978,133 978,133 0 978,133 978,133 0 978,133 978,133 0 978,133 978,133 0 978,133 978,133 0 978,133 978,133 0 978,133 978,133 0 978,133 978,133 0 978,133 978,133 0 978,133 0 Equipment Opening NBV Expenditure Depreciation Closing NBV 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Total Opening NBV Total Closing NBV Total Average NBV Capital charge 0 0 0 0 0 0 0 0 0 1,772,867 886,433 31,025 1,772,867 1,711,733 855,867 29,955 1,711,733 1,650,600 825,300 28,886 1,650,600 1,589,467 794,733 27,816 1,589,467 1,528,333 764,167 26,746 1,528,333 1,467,200 733,600 25,676 1,467,200 1,406,067 703,033 24,606 1,406,067 1,344,933 672,467 23,536 1,344,933 1,283,800 641,900 22,467 1,283,800 1,222,667 611,333 21,397 1,222,667 1,161,533 580,767 20,327 1,161,533 1,100,400 550,200 19,257 1,100,400 1,039,267 519,633 18,187 1,039,267 978,133 489,067 17,117 978,133 978,133 489,067 17,117 978,133 978,133 489,067 17,117 978,133 978,133 489,067 17,117 978,133 978,133 489,067 17,117 978,133 978,133 489,067 17,117 978,133 978,133 489,067 17,117 978,133 978,133 489,067 17,117 978,133 978,133 489,067 17,117 978,133 978,133 489,067 17,117 978,133 978,133 489,067 17,117 978,133 978,133 489,067 17,117 978,133 978,133 489,067 17,117 978,133 978,133 489,067 17,117 978,133 978,133 489,067 17,117 978,133 0 0 0 Total capital charge 0 0 92,159 91,089 90,019 88,949 87,879 86,809 85,740 84,670 83,600 82,530 81,460 80,390 79,321 78,251 17,117 17,117 17,117 17,117 17,117 17,117 17,117 17,117 17,117 17,117 17,117 17,117 17,117 17,117 978,133 0 0 0 0 0 0 0 Notes & assumptions Life of building work - years 30 Life of equipment - years 10 Capital charge - % 3.5% Contingency is included in capex Capex occurs evenly throughout the setup years Maintenance @ 10% of equipment TB2014.xxx Appendix Three (b) Capital and Depreciation Churchill DSU Page 21 of 23 1 Appendix 4 notes This plan assumes bays can be similar size to existing, 2700mm deep and 2500mm wide. 2 bays in the blue zone are smaller. This option retains the internal courtyard. There are 2 single en-suite rooms and 6 consulting rooms. The trolleys shown are 1000mm wide and 2200mm long. Access to/ from Theatres WC dirty linen Sister’s Consulting Office Consulting 5.4 sqm Patients’ Consulting Consulting Room 2 Lobby Main Consulting 12.3 sqm 9.1 sqm Entrance Room 6 Room 5 Room 4 Room 3 8.0 sqm 8.6 sqm 8.6 sqm 8.0 sqm Property rooflight over Waiting Room 51.6 sqm Dirty Utility 2 Cleaner WC 2.7 sqm 3.3 sqm staff notes 8.1 sqm Courtyard Cubicle Bay Reception 5.5 sqm staff notes 23.6 sqm Consulting Reception Office Room 1 12.0 sqm Patient Records trolley staff notes trolley staff notes 9.1 sqm 5.6 sqm Alterations to orange zone and minor Staff WC 1500 500 WC changes elsewhere mb 6.5.14 E Dirty Linen storage moved mb 29.4.14 D Various amendments mb 25.4.14 C bed tracking removed mb 17.4.14 B utility and medication room mb 17.4.14 revision by date linen various revisions inc consulting room 4, dirty Single 4 Room Cubicle 13.0 sqm Staff Single WC Room 4 2 2.5 sqm 13.0 sqm Cubicle Cubicle WC Equipment / Bay Bay Bay Clean Supplies Store 36.0 sqm 36.0 sqm 22.9 sqm 17.0 sqm Room A index 15.0 sqm WC 2.5 sqm gbs architects | St Thomas House 6 Becket Street | Oxford OX1 1PP t: 01865 305130 | f: 01865 246424 e: architecture@gbs-ox.co.uk w: gbs-ox.co.uk Oxford University Hospitals NHS Trust Day Surgery Unit Churchill Hospital Block 85 Feasibility Option F Floor Plan 0 1 2 3 4 5M drawing number 6395 . 006 E scale 1:100 at A2 status preliminary date 17.4.14 drawn mb Page 22 of 23 Appendix 5 notes WC access to/from theatres wc wc wc 85G03 85G02 wc wc 85G01 staff Dirty Utility 85G04 wc contractor’s access wc wc wc staff Dirty Utility wc access to/from theatres cubicles WC wc access Medication to/from theatres patient access wc wc wc staff Dirty Utility wc access to/from theatres Sister’s Office Waiting Room patient access Waiting Room 85G05A 85G05 temporary staff base 85G05B 85G05C cubicles Reception Reception Office Consulting Room 1 Patient Records Staff WC 85G06 reception temporary staff base Patient Records 85G09 85G08 Reception Office Consulting Room 1 staff base cubicles 2 Cubicle Bay Reception Staff WC WC 85G12 cubicles WC Equipment Store temporary waiting cubicles Staff Room WC 4 Cubicle Bay 85G10 Equipment Store Staff Room 85G07 office cubicles cubicles 85G11 patient access contractor’s access Phase 1 contractor’s access Phase 2 Phase 3 WC access Medication to/from theatres wc wc wc wc staff Dirty Utility wc access to/from theatres Sister’s Office WC wc patient and contractor access wc wc staff Dirty Utility Waiting Room wc access to/from theatres 2 Cubicle Bay Reception Office Consulting Room 1 patient and contractor access Single Room WC Single Room 4 Cubicle Bay 2 Cubicle Bay WC Equipment Store 2 Cubicle Bay Reception Reception Office Consulting Room 1 Consulting Room 4 patient and contractor access Consulting Room 3 Waiting Room Consulting Room 6 Dirty Utility Reception Staff Room 4 Cubicle Bay Single Room WC Single Room 4 Cubicle Bay 2 Cubicle Bay WC Equipment Store Staff WC WC Staff Room 4 Cubicle Bay WC Phase 5 Reception Office Consulting Room 1 Patient Records Staff WC WC WC Phase 4 Consulting Room 5 Patient Records Staff WC 4 Cubicle Bay access to/from theatres Sister’s Office Consulting Room 6 Dirty Utility Patient Records WC Medication Waiting Room Sister’s Office Reception 2 Cubicle Bay wc Medication WC Single Room WC Single Room 4 Cubicle Bay 2 Cubicle Bay WC Equipment Store Staff Room WC Phase 6 revision Key to colours: by date index gbs architects | St Thomas House 6 Becket Street | Oxford OX1 1PP Solid, sealed dustproof hoarding t: 01865 305130 | f: 01865 246424 Contractor’s working area Oxford University Hospitals NHS Trust e: architecture@gbs-ox.co.uk w: gbs-ox.co.uk Day Surgery Unit Churchill Hospital Block 85 Proposed Phasing drawing number 6395 . 010 scale 1:200 at A1 status preliminary date 29.1.14 drawn mb Page 23 of 23