In late 2022, Sheffield Health and Social Care NHS Foundation Trust (SHSC), a provider of mental health services within the NHS, encountered significant challenges in the deployment of its Electronic Patient Record (EPR) system. This resulted in a partial deployment meaning that only 20% of services received the solution within the original timescale. It quickly became apparent that the solution configured and deployed did not meet the needs of the services or end user. This ultimately resulted in a pause to the programme. The new Chief Executive of SHSC engaged St. Vincent’s Luminary Advisory Service to provide strategic oversight, technical assurance, and programme recovery expertise. The engagement resulted in a detailed recovery and programme plan that led to a successful EPR deployment on time and in budget.

“We saw a complete turnaround from delay and doubt to confidence and
delivery. The level of assurance and strategic insight brought in by St. Vincent’s
was invaluable.”– Salma Yasmeen, CEO, SHSC

• Stakeholder confidence rebuilt through visible progress and robust governance.
• The introduction of blended training strategies to compensate for low levels of digital maturity.
• Improved communications and engagement strategies.
• Improved operational readiness ahead of planned timelines.
• Regular executive and board engagement.

SHSC faced several critical issues that impeded the success of the EPR implementation:

• Deployment Scope and System Performance: The Trust sought to expand deployment across all services and enhance system performance to strengthen clinician advocacy and engagement as well as patient safety.
• Building Stakeholder Confidence: Strengthening system functionality was seen as a key lever to reinforce confidence among stakeholders, including the executive team and clinical leads.
• Enhancing Documentation and Knowledge Transfer: There was an opportunity to improve technical and programme documentation to support smoother delivery and continuity.
• Strengthening Digital Leadership: The Trust recognised the importance of maintaining strong digital leadership to guide the programme through a critical recovery and transformation period.
• Aligning Timelines with Readiness: The organisation aimed to balance its ambitious timeline for full go-live with adequate preparation to ensure a successful and sustainable implementation.
• Supporting Workforce Digital Maturity: There was a clear opportunity to enhance the workforce’s digital proficiency and develop blended training approaches to support adoption and confidence.

St. Vincent’s Luminary Advisory Service proposed and executed a strategic recovery framework, centered on structured programme management, stakeholder re-engagement, and technical remediation. Key interventions included:
• Independent Programme Review: A senior digital advisor conducted a thorough assessment and recommended a full programme reset.
• Revised Programme Planning: A realistic implementation timeline was set for Q4 2024/25.
• Strong and robust Governance structure was recommended.
• Continuous guidance and support for programme leadership.
• Appointment of Interim CDIO: A seasoned CDIO was appointed with mental health expertise.
• Executive Engagement: Monthly in-person board meetings ensured continuous executive alignment.
• Regular 1-to-1s with key executive Directors.
• Strong accessibility to the CEO of the Trust.
• Enhanced Training Strategy: Classroom-supported virtual training was introduced to support a digitally immature workforce.
• Data and Technical Support: Final-stage data migration and assurance support were delivered.
• Transparent Communication Channels: Open and direct communication with executive leadership accelerated issue resolution.

“What stood out most was the clarity of leadership, relentless focus on outcomes, and deep understanding of our organisational needs. This gave the executive team complete confidence in the recovery roadmap.” – Salma Yasmeen, CEO, SHSC

The intervention led to a successful EPR go-live in March 2025, delivering the following measurable and strategic benefits:

• Organisational Reassurance: NHS England acknowledged the programme’s success post-launch.
• Timely and Budget-Compliant Delivery: Delivered within the agreed schedule and budget.
• Operational Readiness: Over 90% of staff were trained prior to go-live.
• Stabilised System Deployment: The system went live without major incidents.
• Digital Transformation Realised: Unified digital platform replaced disjointed legacy systems, with real-time data and GP record access.

“It’s not just that the system went live on time—it’s that our people felt ready and
supported when it did. That, to me, is a true success story.” – Salma Yasmeen, CEO, SHSC

Looking at the experience of other NHS Trusts using Rio, SHSC could expect to see benefits such as:

• Increased capacity for patient visits.
• Reduction in staff travel time and mileage costs.
• Lower administrative burden and streamlined referral processes.
• Enhanced staff wellbeing through reduced after-hours documentation.
• Significant cuts in printing and paper-based processes.

While outcomes will vary by organisation, these examples highlight the scale of improvement possible when Rio is supported by strong delivery and adoption. St. Vincent’s role is to help Trusts like SHSC realise this value—ensuring that technology translates into real gains for both clinical teams and patients.