The Odoo NHS Back-Office Suite refers to a number of modules created in Odoo 19 for NHS organizations to manage their day-to-day administrative operations within one system. It has various features such as governance, workforce management, compliance, patient safety, and statutory reporting. Instead of using several spreadsheets and systems to do so, everything can be managed in one platform. This makes the process efficient and provides accurate data that can aid in decision-making, while also fulfilling the obligations of NHS organizations as per the regulatory standards.
The Back-Office Challenge
Back-office functions that are performed by NHS entities include organizational structure, HR management, patient safety, complaints, risk management, compliance, and statutory reporting, among others. In most cases, all these functions are performed in silos through various software or through spreadsheets. This causes duplication of data, inefficiencies, and increased administration.
The Odoo NHS Back-Office Suite is an application built on Odoo 19 technology that combines all these functions onto one platform for the NHS. The Odoo NHS Back-Office Suite enables NHS organizations to run all their back-office operations from a single platform. This makes working easy, collaborative, efficient, and ensures data accuracy.
The Module Suite
Odoo NHS Back Office Suite consists of several modules that are fully integrated and provide functionality for different areas of NHS administration. Though each of the modules has its own unique functionality, they function within the same Odoo 19 environment and share data and other processes necessary for ensuring efficiency and compliance with the back office solution.
NHS Trust Management Core
The NHS Trust Management acts as a basis of the Odoo NHS Back-Office Suite. The module maintains the organizational structure of NHS Trusts, including their sites, management, governance, and important organizational information. In addition, it models organizations like NHS, including NHS Regions, ICBs, and ICS, as structured data.
The module allows setting up customizable workflows for the process of onboarding new trusts, making sure that there will be a full audit of the process. Special access rights for the NHS allow access to the data only by the person who is responsible for certain processes. As a result, the module becomes a single source of truth, which is used all over the platform.
NHS Operations & Compliance
The NHS Operations & Compliance module is a follow-up to the Trust Management module on the daily administration of the NHS organization. The NHS Operations & Compliance module manages the management of sites and departments of hospitals through an organizational hierarchy structure, where each individual site has its own address, staffing, finances, and operations.
The module records information such as the CQC registration for the individual sites, including the inspection date, ratings, scope, and the inspector. If there are improvements that have been pointed out after the inspection, the action points can be assigned to the owner of those sections until completion.
NHS Reports & Documents
The NHS Reports & Documents module turns live organisational data into reports and documents for board-level use, as well as providing a document repository for evidential purposes, policy documents, and correspondence to ensure that Trust and site documentation is all in one place and is always up to date.
NHS UK Regions Extension
The NHS UK Regions Extension will add functionality to the Odoo NHS Back-Office Suite for use by healthcare organizations in all four regions of the UK, including NHS England, NHS Scotland, NHS Wales, and HSC organizations from Northern Ireland. With the use of a uniform governance framework, role-based access control, and integrated ODS synchronization, this extension ensures cohesive management and reporting throughout the UK healthcare sector.
NHS ODS Sync
NHS ODS Sync is a feature that connects to the NHS Organisation Data Service (ODS) to keep all organizational data correct and synchronized through initial bulk loads and incremental synchronization at specific intervals of time. The module will automatically detect any changes, such as merges, boundary changes, and contact changes in the organizations.
In order to keep the data consistent, the module detects any conflicts between ODS data and local data, so all changes will be possible to be checked prior to their synchronization. Logs of all synchronization processes will be stored.
NHS Incident & Risk Management
The NHS Incident & Risk Management module of the NHS offers a solution for managing patient safety incidents and risks according to the Patient Safety Incident Response Framework (PSIRF). It covers the entire patient safety incident cycle from the reporting and triaging of incidents to investigations, pathway management, and the closing of the case, as well as Duty of Candour and RIDDOR requirements.
This module is equipped with a public incident reporting system, LFPSE-ready data exports, and an integrated 5×5 risk register with a live risk heatmap. By bringing all incident and risk management into one platform, this can be useful for NHS organisations.
NHS Complaints & PALS
The NHS Complaints and PALS module helps in providing an all-round solution for the management of complaints and enquiries by covering the complete process of a complaint – right from recording to handling and responding to the complaints and resolving them. This module covers the NHS categorization of complaints, statutory deadlines for acknowledgment and responses, and workflows for handling the complaints according to the NHS regulations.
This module also helps in handling the Patient Advice and Liaison Services (PALS) enquiries through a simplified workflow process with the possibility of upgrading an enquiry into a complaint whenever necessary. Besides, the module helps in keeping track of referrals and decisions by the Parliamentary and Health Service Ombudsman (PHSO) along with preparing KO41a statutory return directly from the live data on complaints.
NHS Estate Register
The Estates Register module acts as an information database for all the estate assets in various NHS organizations, using a hierarchical structure of sites, buildings, floors, and spaces. The information that is collected includes tenure information regarding whether it is owned, leased, or PFI estate information, providing a dependable platform for estate management.
Condition surveys and maintenance backlogs of individual estates can also be recorded through this Estates Register module, allowing the estates team to track the status of the estates and plan any maintenance work ahead of time.
NHS Establishment Register
The NHS Establishment Register module offers a centrally integrated framework for workforce establishments through capturing the funded posts, headcount, and job profiles within the NHS. The module is very useful in workforce planning through mapping the job roles to the pay bands in Agenda for Change (AfC).
The module allows comparison between the funded establishments and the employees working in each post to determine the number of vacant posts. The variance in establishment and staffing can be done in departments, sites, or in whole trusts.
NHS Mandatory Training Register
The NHS Mandatory Training Register module of the NHS ensures that there is compliance with mandatory and statutory training requirements as set out in the Core Skills Training Framework (CSTF). The module keeps track of all training requirements for each individual according to his/her job function and also monitors their certification period.
The module tracks the expiration of certification periods and also issues appropriate alerts in order to avoid any lapses in compliance. Compliance with training can be analyzed by various criteria, such as job role, department, location, or even trust level.
NHS DSPT Compliance
The NHS DSPT Compliance module aids in the annual completion of the Data Security and Protection Toolkit (DSPT), which helps NHS organizations comply with their information governance and cybersecurity compliance needs. The module tracks the organization’s progress towards achieving each DSPT assertion, maintains evidence, and provides a framework for managing the submission process.
Evidence is stored in the module at an individual assertion level, and there is a readiness dashboard to help in the identification of the outstanding requirements before the submission deadline.
NHS Governance Management
NHS Governance Management module acts as a centralized system for the management of governance activities in NHS organizations such as committees, meetings, BAF registers, and declarations of interest. This system facilitates governance planning, documentation, and management while ensuring that there is clear oversight of organizational risks, controls, and assurance.
This module manages actions from the meetings of the committees by identifying the owner of an action and the date of completion. This system ensures that all actions from the committees are managed through reminders and therefore improves accountability and transparency.
NHS Recruitment Pipeline
The NHS Recruitment Pipeline module oversees the entire recruitment cycle, beginning with the vacancies being approved all the way to the confirmation of the appointment of candidates. The module gives recruiting managers and the HR team a bird’s-eye view of the recruitment process while making sure that each vacancy is linked to the approved post on the NHS Establishment Register.
This module makes sure that the NHS Employment Check Standards are met through the process of recording the pre-employment needs, such as the DBS check, the reference check, the right to work check, and the occupational health clearance, among others.
NHS Staff Bank Management
The NHS Staff Bank Management module is a tool used by NHS organisations to enable them to manage their flexible workforce internally through shift advertising, staff bank booking, and shift fulfillment monitoring. The module provides NHS organizations with a centralized way of looking at the availability and utilization of their staff banks, thus making them more effective in workforce planning and continuity of services.
The module measures the fill rate of the staff bank and makes comparisons between the staffing of the organization using its internal staff banks against agency staffing. It ensures that NHS organizations make better use of their staff banks in order to cut costs.
NHS Medical Devices & Equipment
The Medical Devices & Equipment Module in the NHS ensures that there is a single register of medical devices and clinical equipment in the NHS institutions. The module is integrated with the NHS Estate Register and keeps a record of the details of equipment, their location, and asset information within the current site, building, and space structure.
The module helps in tracking the schedule of planned maintenance and calibration to ensure that the equipment stays safe and reliable.
NHS e-Rostering & Job Planning
The NHS e-Rostering & Job Planning module offers an all-in-one approach to workforce planning, duty rostering, and job planning within the NHS by utilizing information obtained from the NHS Establishment Register, Mandatory Training Register, and Recruitment Pipeline. The module facilitates the creation and management of staff rosters while guaranteeing that there is sufficient availability of the workforce and adequate resource planning.
The module tracks the number of staff available against the safer staffing guidelines and assists in medical job planning for consultants and senior clinicians using the single workforce structure. This makes the module beneficial to NHS organizations through optimized staff management and efficient operations.
To read more about How to Configure and Use the Odoo Jira Connector in Odoo 18, refer to our blog, How to Configure and Use the Odoo Jira Connector in Odoo 18.