Change in Purchasing processes on Mosaic

We are very pleased to announce that from Monday 3rd November, practitioners will no longer be required to set up Direct Payments or Deep Clean care packages in Mosaic. 

This means that now, all purchase requests should be sent to the Purchasing Team to create or amend the relevant service and generate purchase orders. Within the new What Matters workflow, you will no longer be able to assign Purchase next actions to a worker. The only option will be to assign to the ASC Purchasing Team.

 

Direct Payments

Please note that the Purchasing Team are only responsible for setting up the direct payment care package once all other steps have been completed. Please see the Practice Guide for further information on Direct Payments.

 

Deep Cleans

A new Deep Clean contract has been commissioned and is in the final stages of being set up. It is expected to go live towards the end of November, subject to approval. Further information will be sent to practitioners to explain how this contract works. The Mosaic team will also issue further guidance on changes to the Mosaic process.

In the meantime, please continue with the existing spot purchase arrangements, and send the purchase requests to the Purchasing Team.

 

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As you will already be aware, the What Matters Mosaic workflow is NOW LIVE. Sadly there is no 'magic button' to convert all of our existing configuration into the newly developed workflow, so please read the below, to understand what you should expect to see in Mosaic during this transitional period.

 

New records:

• When creating new workflow steps from the start menu, the options will change
• For example, instead of seeing the existing Initial Record, Hospital Discharge and Conversation Update workflow step options, these will be replaced with the new equivalent options

 

Existing records:

• There is no cut-off date to complete existing work
• Any incomplete workflow steps will remain available for editing for as long as necessary
• However, when you complete those steps, the options available in the next actions will lead to the new workflow steps
• Therefore, when you start the subsequent step, the forms will look different
• As you will know from the training sessions, whilst there have been significant changes, some of the structure remains the same
• This means, that where it is relevant and technically possible, some information will pull into the new forms

 

Incoming/Future work:

• At the point we go live, there will be a very large number of existing workflow steps that are either due to be started or scheduled for the future
• The majority of these will be the annual reviews
• Over the coming weeks, data cleaning will be undertaken by Mosaic support and Data Quality colleagues, to manually convert each workflow step from the old workflow to the new one
• The conversion will ensure that the work remains scheduled for the original date and assigned to the appropriate team or worker
• Currently, there are approximately 3,500 of these across all ASC services
• Therefore, it is expected that in the first few weeks you may still see the old workflow
• If you do, please start that workflow step and record in the old way - the Mosaic permissions will not be affected
• At the end of that step, as per above, the next actions will lead to the new workflow

 

Data collection/reporting:

• The Mosaic development team have been working with our colleagues in the ASC Data team to ensure the changes also meet these requirements
• However, given the complexities of the above, they will need time to update the reporting tools to reflect the changes
• If you are unsure if any information is accurate, please initially raise this with them, and they will collaborate with the Mosaic team where needed