A proposal to replace static PDF handover documents with a connected, living digital system — improving JMO onboarding, reducing clinical risk, and saving staff time.
The Orthopaedics department currently relies on a static Word/PDF document to onboard Junior Medical Officers (JMOs) and communicate handover protocols. While this document is thoughtfully compiled, it introduces operational risk: it can become outdated, is difficult to navigate under clinical pressure, and cannot be personalised by team or shift.
This proposal recommends transitioning to a structured digital handover platform — a lightweight, browser-based or intranet-hosted tool that consolidates all handover information, checklists, team contacts, and clinical protocols in one searchable, always-current location.
The core opportunity: Every JMO rotation begins with reading a static document. A digital system means they start their shift with a personalised, interactive, up-to-date guide — reducing errors, saving time, and improving patient safety.
A review of the existing handover document reveals several structural limitations that a digital system would resolve:
Document is dated December 2023. JMOs may work from outdated copies. Any policy update requires redistributing the file.
A 6-page PDF isn't searchable on a ward round. Finding the Baxter pump dosing formula mid-shift takes precious time.
Post-op reviews and discharge tasks are described in prose. There's no way to tick off tasks or confirm completion per patient.
Red, Blue, Yellow, and Green teams share one document. Consultant names, rostering, and patient lists differ per team.
The document contains 15+ hyperlinks (SharePoint, HealthPoint, external radiology portals). Broken links aren't detectable in a PDF.
JMOs access information on phones and shared COWs. A PDF is difficult to read on small screens in a clinical setting.
We propose a phased digital handover platform built on tools already available within WA Health infrastructure — primarily Microsoft SharePoint and Microsoft Teams, optionally extended with a lightweight custom web application.
Replace the PDF with a structured, searchable, mobile-responsive web page. Sections can be expanded/collapsed, hyperlinks are maintained centrally, and the version date is always visible. Editable by an administrator in minutes — no file redistribution needed.
Convert prose task lists (post-op review steps, discharge requirements, neck-of-femur medication charts) into interactive tick-box checklists. JMOs can work through the list on their phone during ward rounds and document completion. Available per-patient or per-shift.
Each team (Red/Blue/Yellow/Green) has a Teams channel with a pinned tab linking to their consultant roster, relevant checklists, and today's key tasks. Orthogeriatrics and Musculoskeletal Infection rounds get their own tabs with tailored content and reminders.
Maintain a live directory of CNS contacts (Lisa Welthy, Amy Bartlett), the on-call ID registrar, radiology portals, and email addresses (MRI clerks, medical records). No more hunting through the document for a phone number — one tap from any device.
Use Microsoft Teams Power Automate flows to send automated reminders on Friday afternoons: discharge summaries due, medications needing recharting, and X-ray forms. Removes cognitive load from JMOs managing a busy ward at end of week.
The prototype below demonstrates the proposed system using real content from the current handover document. Click through the tabs, tick off checklist items, search contacts, and expand protocols — this is what JMOs would use from day one.
Interactive prototype built from real handover document content. All checklist items, contacts, and protocols above are drawn directly from the current FSH Orthopaedics handover guide.
| Feature | PDF Document (Current) | Digital Platform (Proposed) |
|---|---|---|
| Updating content | Edit file, redistribute manually | Admin edits online; live instantly |
| Navigation | Scroll or Ctrl+F in a PDF | Searchable, tabbed, expandable sections |
| Mobile usability | Poor — small text on phone | Responsive, touch-optimised |
| Team personalisation | One document for all teams | Per-team dashboards and checklists |
| Task completion tracking | None — prose only | Interactive checklists, completable per shift |
| Link management | Static — can break silently | Centrally managed, validated links |
| Reminders & alerts | None | Automated via Power Automate |
| Onboarding new JMOs | Email a document | Teams channel access from day one |
| Content updates | Manual file edit + redistribution | Admin edits online; live for all users instantly |
Based on the handover document's scope — 4 teams, roughly 8–12 JMOs per rotation, daily workflows spanning ward rounds, X-ray forms, post-op reviews, and discharges — even modest time savings compound quickly.
Beyond efficiency, the primary benefit is patient safety: structured checklists for post-op reviews and discharges reduce the chance of missed steps. Automated weekend reminders prevent the common risk of incomplete discharge summaries or unmaintained medication charts.
The proposed rollout is low-risk and incremental — each phase delivers standalone value and can be paused or adjusted based on feedback.
Convert the existing PDF into a responsive SharePoint page or standalone web file. Mirror the current content exactly — no workflow changes. Pin to the existing Teams channel. JMOs access on any device from their first day.
Build Microsoft Lists-based checklists for post-op reviews, discharge tasks, and neck-of-femur admission protocols. Set up a live contact directory. Gather JMO feedback on structure and usability.
Segment Teams channels by team (Red/Blue/Yellow/Green) with pinned tabs and tailored content. Configure Power Automate flows for weekend reminders. Establish a named admin responsible for content updates each rotation.
Solicit feedback at each rotation handover. Track which sections are accessed most. Update protocols in real-time (e.g. medication changes, new consultant roster) without waiting for a document revision cycle.
To proceed, we would need the following from practice management:
This proposal is open to discussion. We welcome feedback from the practice manager, CNS leads, and JMO representatives before any work begins.
Get in Touch to DiscussThis proposal can be shared with department leadership, IT, and the Medical Education team as appropriate.