A guide to electronic catering management

Many public sector organisations are on a digital transformation journey and are being encouraged to use a ‘Cloud First’ approach. In combination with the recommendations to the NHS from the food review, YPO have developed a framework with a lot specific to the NHS for electronic patient meal ordering catering management. 

YPO’s electronic catering management & payment solutions framework

Technology can play a crucial role when it comes to improving safety and nutrition within hospital meals. The pre-approved providers on Lot 1 of the 1205 framework can implement software which can link with existing food suppliers and manage the allergen and dietary information, minimising the risk to patients, and overall increasing meal intake.

The software provided through the 1205 framework can also integrate with Electronic Patient Record Systems (EPR systems) so that patients with allergen and dietary requirements can be identified and meals can be tailored to suit each individual patient needs. 

What are the benefits of electronic catering management?

By implementing the digital system, nurses and staff can interact with patients, offering a higher standard of care as their time has been freed from the admin of taking food orders with a paper and pen, which also reduces the risk of human error. Providers on the framework can install software which can follow the patients journey when being in hospital, so that meals can be followed if they change ward, or cancelled if they are discharged.  

The independent food review recommended to the NHS that each hospital should implement a digital meal ordering system to allow for safe ordering, mapping of patients care plans, and create menu’s which can be auto filtered/tailored to dietary needs. This digital meal ordering system can be procured compliantly through YPO’s 1205 Lot 1 and delivered and implemented by our reliable, pre vetted suppliers.  The framework holds a mandatory requirement for food to be coded using relevant food standards such as but not limited to the British Dietetic Association Nutrition and Hydration Digest guidance (or any additional dietary coding requirements) for key diets on standard menus, so NHS Trusts can be assured that they are compliant with the relevant regulations, and any others which may be requested at call-off stage. 

How has it been implemented in the NHS?

As well as the digital meal ordering system increasing patient safety and meal intake, it also holds significant cost savings, which in today’s climate, is a huge incentive. A case study from an NHS Trust reads the electronic system has reduced food waste by 49% within 1 year, resulting in cost savings of £26,000 annually.  

Data reporting and analytics is also possible, including but not limited to ERIC reporting, CO2 reporting, cost reports, stock management reports and wastage reports so that hospitals can monitor their improvements month by month, quarter by quarter and year by year. 

How does the framework work?

YPO have established both further competition and direct award call-off options in line with PCR2015 Regulations. YPO can provide guidance on both call-off options and help as much or as little as our customers require, including assisting within pre-engagements, providing template documents, and managing further competitions on behalf of customers through the e-tendering portal Due North. 

YPO has agreed a set of framework terms and conditions; these are between YPO and the supplier. To supplement the framework terms and conditions, YPO has created call-off terms and conditions for contracting authorities to put in place with the provider. The call-off terms and conditions can be utilised to ensure they fit your requirements and if both parties agree, they can be amended to support the delivery of the service.

Once the call-off terms and conditions are completed, customers will need to complete the order form to finalise the agreements and requirements with the provider. 

Full details and guidance documents, including the Framework user guide can be found on the framework page.

To get in touch with the team, please email [email protected], or call Katie Beaumont, Category Buyer on 07435 548165.