In the world of NHS operations, where every minute counts and every list matters, former Ops Manager and Prism Improvement Consultant, Joanne (Jo) Womsley, found a way to bring order to the chaos—through a deceptively simple but powerful tool: the daily Situation Report, or SitRep.
The Birth of the SitRep: A Manager’s Perspective
“The SitRep wasn’t born in a strategy meeting—it was born on the front lines. As an Operations Manager in the NHS, I was juggling multiple services and needed a way to stay informed without drowning in detail.” Explains Jo.
The solution? A one-page daily update covering:
- Yesterday: What was achieved?
- Today: What’s happening now?
- Tomorrow: What’s booked and what’s needed?
This format quickly became a staple. It wasn’t just about numbers—it was about grip and control. It gave managers a clear view of staffing, performance, and any issues that needed escalation. “Just take 10 minutes out, fill this in, and it’ll help massively.”
Tailored for Every Service
The SitRep evolved with each new challenge. In endoscopy, where Jo had specialist knowledge, the report became more sophisticated, integrating KPIs, performance metrics, and real-time data analysis. More recently, in one NHS Trust, it was adapted to support a theatre programme aiming for a 50% increase in activity.
The SitRep tracked:
- Session bookings
- Average cases per session
- Booked vs. Achieved cases
- Cancellations and their causes
It became a live document, updated daily using data from EPIC (the theatre system), with formulas calculating performance and highlighting underperforming lists.
More Than a Spreadsheet: A Culture Shift
The SitRep wasn’t just a tool—it was a catalyst for better communication. It became the foundation for daily meetings with booking managers and operational leads. It helped teams:
- Focus their efforts
- Troubleshoot issues
- Understand the “why” behind the numbers
“It made communication easier and informed so that we could carry out those conversations.” Highlights Jo.
It also gave visibility to the often-invisible work of booking teams. Behind every list were hours of coordination, cancellations, and rescheduling. The SitRep gave that effort context and recognition.
Example of an extract from a daily situation report (SitRep)
Booked vs. Achieved: The KPI That Changed Everything
One of the most impactful insights was the Booked vs. Achieved metric. It revealed not just performance, but the reasons behind missed targets—staffing shortages, overruns, or last-minute changes.
This led to:
- Cancellation analysis
- Governance discussions
- Trend identification
- Support for the Manager of the Day
“Booked versus achieved is not just booked versus achieved—it highlights cancellations , which then gives you the ability to dig deeper and analyse your cancellations.” Continues Jo.
Real-Time Data, Real Results
The SitRep filled a critical gap. By pulling live data from EPIC, the SitRep provided a real-time view of operations—something no other system could offer.
In her experience, Jo explains that “systems are usually updated the night before, so getting the correct live information can be a challenge.”
This real-time insight was crucial for decision-making, especially when unexpected issues arose—like a sudden drop in staffing due to changes in NHS P payment rates.
Scalable, Shareable, Sustainable
The SitRep wasn’t just a personal tool—it became a shared resource. It was used daily at one part of the Trust and adopted at two more of its sites, supporting:
- Standard Operating Procedures (SOPs)
- Blank templates
- Training sessions
The SitRep was crucial to the Trust, with the Operational Manager for Booking and Scheduling, commenting “it is invaluable. I knew exactly what situation the team and service are in.”
A Passion Project with Purpose
What makes the SitRep remarkable is the passion behind it. Jo combined a background in financial accounts with operational management to design a tool that was both analytical and practical.
“I’m super passionate about it, and I think it should be as simple as it can be, but giving as much information as it possibly can. It’s not about reinventing the wheel—it’s about finessing it. And that finesse has made a real difference.” Explains Jo.
The Impact: From Overwhelm to Empowerment
The SitRep helped teams:
- Track performance against ambitious targets
- Understand what a 50% increase really meant (often just one more patient per list)
- Reduce the stress of ambiguity
- Make data-driven decisions with confidence
What makes the SitRep special for Jo? “It makes it a lot less daunting for the team.”
About Jo Womsley
Jo is an experienced healthcare professional with over 20 years of experience in Financial and Operational Management, specialising in Medicine, General Surgery, and Specialised Surgery.
Currently a Consultant with Prism Improvement, Jo is dedicated to enhancing NHS services and has a strong track record in various NHS environments. She has a particular interest in Endoscopy Operational, Service, and Administrative Management and serves as a JAG Management Assessor.
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