South London and Maudsley NHS Foundation Trust

Maudsley Outpatients Room Booking System

21 Incomplete applications

19 SME, 2 large

19 Completed applications

19 SME, 0 large

Important dates

Thursday 10 October 2019
Deadline for asking questions
Thursday 17 October 2019 at 11:59pm GMT
Closing date for applications
Thursday 24 October 2019 at 11:59pm GMT


Summary of the work
- System will replace current ways of working and booking systems in place
- Will take into account room requirements of all clinical services.
- Centralised booking system covering all clinical services.
- Link into patient information system
- Act as way of signing in + notifying staff on arrival.
Latest start date
Sunday 1 December 2019
Expected contract length
2 years
Organisation the work is for
South London and Maudsley NHS Foundation Trust
Budget range

About the work

Why the work is being done
The new booking system will replace the current way of working as well as any booking system in place for the building and will take into account the specific room requirements of each clinical unit/service as and where required.
Problem to be solved
To optimise the allocation and use of rooms within the service and maximise the number of service users seen by clinicians. This in return is expected to give the opportunity for the Outpatient Service to increase the availability and quality of service, achieve or exceed targets, resulting in securing or increasing funding.
Who the users are and what they need to do
Variety of users including (not limited to):
- Clinicians:book an appointment via EPJS, confirm a session has started in allocated room
- Admin staff:book an appointment via EPJS, access reports, schedule of bookings/appointments. Confirm a service users has attended OPD, inform the clinician automatically
- Super admin:as above + can override an automated room selection on behalf of a Clinician/service. Allocate specific rooms such as groups or rooms for service users seen individually.
- Service user: can sign in on dedicated device to notify clinicians of their arrival.
Users cannot dictate which room appointments are allocated to. Certain clinical groups should be assigned specific rooms most appropriate to types of treatment provided. Some services will have a priority for certain rooms. In order to allow the system to work efficiently as possible, specific allocation feature will be available to be used under exceptional circumstances, accessible with specific access privileges (super admin type access) or part of a specific workflow (to be defined). Rooms are to be prioritised and allocated automatically to best suit the need of the service user and purpose of the appointment based on specific criteria such as accessibility), number of patients per session, clinical group, nature of/treatment.
Early market engagement
An engagement event was held earlier this year but not material in influencing this project.
Any work that’s already been done
Existing team
The supplier will need to work with the Trust's electronic patient journey supplier, as well as various internal teams - Outpatients clinical teams, Site Managements, Project Management, Digital Services, Clinical Systems Team
Current phase
Not started

Work setup

Address where the work will take place
South London and Maudsley NHS Foundation Trust - Maudsley Hospital, Denmark Hill, SE5 8AZ
Working arrangements
Some face to face work will be required, however design and development can be done remotely.
Security clearance
Suppliers will need to complete an induction on site before commencing work.

Additional information

Additional terms and conditions
The terms and conditions of the contract will be the NHS Terms and conditions for the Provision of Services 2018. The Supplier will also need to sign a separate DSA agreement, as part of the Information Governance process.

Skills and experience

Buyers will use the essential and nice-to-have skills and experience to help them evaluate suppliers’ technical competence.

Essential skills and experience
  • Experience of user centred design
  • Experience of assessing and mitigating security and privacy issues
  • Experience of user testing end to end services with a variety of service users
  • Experience of user testing end to end services with a variety of devices
  • Experience of supplying and supporting a digital room booking system
  • Experience of integraton with 3rd party system including Office 365 and EPJS
  • Experience of working with a wide range of service delivery teams in a single organisation
Nice-to-have skills and experience
Experience of working with Active Directory

How suppliers will be evaluated

All suppliers will be asked to provide a written proposal.

How many suppliers to evaluate
Proposal criteria
  • Understanding the requirements and clear demonstration of being able to deliver it 20%
  • Experience of concluding and deploying projects of a similar nature
  • Project Management Approach and methodology
  • Estimated timeframes for work based on past experience
  • Team Strucuture and supplier capacity
  • On going support and license options/cost
Cultural fit criteria
  • Works well in an agile team that may include 3rd party suppliers
  • Be confident at communicating ideas with non-technical clients
  • Be respectful of different opinions and constructive in feedback
Payment approach
Fixed price
Additional assessment methods
  • Case study
  • Work history
  • Reference
  • Presentation
Evaluation weighting

Technical competence


Cultural fit




Questions asked by suppliers

1. Could you please advise the budget for this project?:
We have no specified budget/cost but is based on meeting our specific requirements in relation to a booking system.
2. Do you have any particular technologies or coding languages used now, or to be used over the development period, that would constrain the way in which Supplier would develop the solution?
We currently use Java script and Jquery technologies to interface with EPJS. We do not use a proprietary system/software, it is all industry standard.
3. 3. What is the budget? And IR35 status?
In relation to the budget see point 1. The IR35 status is determined by the hiring organisation we are not hiring resources but an organisation to deliver what has been requested.
4. 4. Is there any scope for some of the development work to carried out off shore? Obviously as long as the correct data governance process is followed?
This should be fine as long as how the information is managed complies with our IG/GDPR regulations.
5. What is the current system in place?
It's a variety of systems which are all paper based and dependent on local knowledge.
6. Can we get an estimation of how many users or work station will use the system in total?
As super users who can access the system will be an estimate of 5, it is difficult at this time to get a definitive number of users but we estimate 50 clinicians.
7. Is integration with EJPS a pre-requisite skill? EJPS is documented as a bespoke system for SLaM which would limit the number of potential bidders on this opportunity to existing or previous suppliers only. Is that correct?
It is fundamental that the system links in with EPJS. However this will not limit bidders as we do not have an history of a booking system linking in with EPJS.
8. Experience of integration with 3rd party system including Office 365 and EPJS
Experience of integration with Office 365 and EPJS is not a prerequisite requirement.
9. Making EPJS a mandatory experience criterion severely restricts suppliers to the point that this is not a fair tender.
Mandatory experience of EPJS is not a requirement, this was highlighted to explain the need for the booking system to integrate into the current Trust electronic patient records.
10. How many people a supplier is expected to provide?
There is no required number of people this should be based on the suppliers project plan. However we require a central dedicated point of contact.
11. Are you looking for cloud based model or on-premises?
Cloud based solution
12. Can you share the no of users, locations/buildings, rooms you want to map (at least ball-park numbers)? Will help prepare the commercials better.
Users will vary between various roles (Clinicians/Admin). Super Users – 5 with direct access to the system, with another 30 (estimated) clinicians who it is envisaged will not have direct access to the booking system as this will be done via EPJS (Electronic Patient Record System), which they currently have access for. The location is Maudsley Hospital, SE5 8AZ. An estimate of the number of rooms to be mapped is as follows - Ground Floor – 12 First Floor – 20 Second Floor – 12 Third Floor – 12. Please be aware this is subject to change.
13. Assume requirements are for a web based solution. Please confirm any expectations w.r.t. any mobile app also please?
We are looking for a web based solution. Mobile app may not be appropriate due to the link with Electronic Patient Record (EPJS).
14. Are you expecting any graphical view/s of floors with rooms booked/available?
No we are looking for listings e.g. see what rooms are available/booked.
15. Is there a specific requirements for Onsite work, since it will be additional charge, on top of work done remotely.
Some face to face work will be required (e.g. stakeholder engagement, training) however design and development can be done remotely.
16. Do you have a preferred technology stack that a supplier needs to consider when delivering the solution?
We currently use Java & JQuery, but any software the Trust use is national standard market technology.