How to Organise an Effective MDT Meeting + Template (NHS)

A multidisciplinary team (MDT) meeting in the NHS is not only a valuable opportunity to develop the best possible quality of care for patients, but also a productive environment in which stakeholders can learn from each other and share expertise. This may include consultants and other specialists who do not have a patient of their own to discuss, but who want to make themselves available to support their colleagues and improve patient outcomes in general. 

The outcomes of an MDT meeting are literally a matter of life and death, which is why NHS entities need to ensure they run as smoothly as possible. With a wide range of issues to discuss and input to administer, organisation is key and a streamlined process is essential. Good governance principles dictate the meeting should hold stakeholders accountable for their decisions and for following up on action points, and this should be built into the design of the meeting. 

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This article provides advice on how to prepare for an MDT meeting, who should attend and best practices for conducting the meeting to produce optimal results. There is also a meeting template you can download and use to provide an effective structure for your MDT meetings. 

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How to prepare for an MDT meeting

Thorough preparation is important for setting up your MDT meeting for success. Here are some steps you can take to set the groundwork for the best possible decision-making.

  • Define clear goals for the meeting and create an agenda that covers all the areas of discussion needed to meet these goals. Without a clear vision of where you want the meeting to go, it will be more difficult to add in the necessary building blocks for success. 
  • Identify and invite relevant team members. This should include those who are connected to the cases being discussed as well as other stakeholders whose insights, experience and knowledge could be useful for developing the best possible route maps.
  • Distribute the meeting materials, including the agenda, reports, case information and any other documentation in advance. This allows attendees to read and digest the information, researching the cases and bringing the most appropriate input to the meeting. Use iBabs’ meeting portal to easily create and distribute meeting materials directly into attendees’ accounts. 

Assign essential roles in an MDT meeting

Here are the essential roles in an MDT meeting: 

RoleExplanation
Chair/facilitatorThe meeting chair leads the meeting and makes sure the discussion sticks to the agenda. They are in charge of encouraging all attendees to contribute and must resolve conflicts constructively. They should also bring debates to a close when they have run their course, summarise the discussions and confirm decisions and actions.
Specialists and consultantsProvide insights gleaned from their expertise and experience in their field to help evaluate cases and create treatment plans. This can include oncologists, radiologists, pathologists, surgeons and other stakeholders either connected to the cases or who are invited to add outside input.
Administrative coordinatorOrganises the logistics of the meeting, including scheduling meetings and distributing agendas and meeting notes. They create smooth collaboration opportunities between attendees before and after meetings, too. 
Key worker or case managerActs as the primary liaison between the patient and the team in the meeting, representing the patient’s needs and perspectives accurately so that the team can develop the best possible plan, tailored to their unique situation. 
Data managerPrepares, presents and manages reports and case-related data, ensuring the organisation is compliant with confidentiality and regulatory standards.
GPs and primary care representativesOffer practical and contextual information about the patient’s history and current ongoing care programme. They may, for instance, offer suggestions about potential interventions and follow-up strategies.
Support staffNurses, social care professionals and allied health professionals share their detailed observations as well as updates on patient care. They will often be the healthcare professionals responsible for implementing the decisions made in the meeting.
Observers and studentsThere may be observers or students in attendance to gain insights of the process of the MDT meeting and its role in clinical governance.
Patient or family representativeThese individuals may attend in some cases, sharing their perspectives on what might constitute quality of care. 
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How to conduct an effective MDT meeting

Here are some best practices on how to conduct MDT meetings in a manner that encourages open and honest discussion that reaches effective decisions in the best interests of the patients whose care is being discussed. 

Begin with introductions and a recap of the objectives

Your MDT meetings will not always feature the same medical staff due to different cases being discussed and different specialities being required, whether that is cancer services and expertise, cardiac specialisms or other medical areas. This is why brief introductions help, breaking the ice and establishing the credentials around the table. Recapping the objectives of the meeting regarding treatment planning helps to refocus minds in order to keep the conversation on topic. 

Set ground rules 

With so many stakeholders involved, it is essential for the chair to lay the rules of the meeting down at the start to avoid it being derailed. Encourage communication to be constructive and respectful, establish time limits for each agenda item and explain how the meeting will make decisions. Will it be by consensus or a majority vote, for example. Also, explain whether you will take a vote of hands, voice vote or accept digital votes through a meeting portal.

Follow the agenda but leave room for flexibility

As important as it is to remain focused, there will often be times when attendees raise points that warrant further debate and examination. The chair must hit the balance between ensuring adherence to the agenda and the time limit, and allowing unexpected discussions to play out.  

Promote open communication among team members

Each person in attendance is there because they have something worthwhile to contribute to the cases for discussion. The chair’s job is to ensure they all have a chance to share their input. Use inclusive language to encourage contributions from all members. Remember to acknowledge this input and the diverse perspectives offered to the group. Also, ask speakers clarifying questions to ensure everyone understands the crux of their point. 

Follow best practices for running meetings

There are some basic meeting best practices that should be applied to MDT meetings, too. These include monitoring engagement to ensure no one is exerting undue influence over the proceedings and that the meeting hears a diverse range of inputs. Keep the discussions focused and encourage the use of visual aids, such as charts and slides, to make the information more memorable and clear. 

Address conflicts constructively

If everyone agreed on every point about how to improve quality of care, there would be no need to hold a meeting. By the nature of an MDT meeting, you will encounter differing opinions on how to improve outcomes. Recognising these opposing points of view and validating them in a respectful manner ensures the attendees can make their own decisions based on the points raised and without bias. Focus on facts and shared goals when mediating disputes and seek neutral, solution-oriented outcomes for treatment options by encouraging constructive discussion. 

Summarise decisions and next steps

The decisions that attendees make need to be put into action to ensure that patients receive the best possible care. This means that it is essential to recap the decisions from the meeting and the actions agreed upon to ensure they happen. This includes assigning action items to stakeholders and setting deadlines for their completion or for updates on the work carried out to bring them to fruition.

A person holds a spiral notebook surrounded by gears, symbolizing organization and planning. A pen and documents are visible beside.

FAQs

What is an MDT meeting? 

A multidisciplinary team meeting, or an MDT meeting, in the NHS, is when a group of stakeholders, including consultants, specialists, key workers, nurses, doctors and other relevant healthcare professionals, meet to discuss the best course of action for patients’ quality of care. 

How do MDT meetings improve processes and patient outcomes? 

MDT meetings involve the sharing of ideas and best practices for treatment options, allowing you to build the best route map for success on a firm foundation of the collected experience and knowledge of your team. Rather than relying on one person to make decisions, these meetings provide a collaborative effort, introducing perspectives that some stakeholders might not have previously considered. The process is engaging and constructive, helping to improve outcomes through finding the optimal treatment plan. 

In what ways do MDT meetings differ across fields?

  • Healthcare: Treatment planning for patient-centered care.
  • Education: Cross-disciplinary curriculum planning.
  • Corporate: Strategy development and innovation.
  • Social Services: Holistic client support strategies.

Conclusion

An MDT meeting plays a key role in improving the quality of care for patients, so making sure they run effectively is essential. Being able to manage the discussion within your team of health professionals, keep it constructive and allow for the free flow of ideas in a controlled and organised manner can improve outcomes, allowing for the sharing of ideas and experience. 

iBabs’ meeting portal allows you to encourage collaboration before and after meetings, with attendees able to collaborate on documents in the cloud. It also makes it easier to create and distribute agendas, making amendments that immediately update for each attendee, eradicating version control issues. You can also monitor progress towards completing action items, ensuring accountability from your attendees. To find out how iBabs can make your MDT meetings more effective, request a demo today.

References and further reading

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