The paperwork problem
Like many other hospitals and clinics, RSC deals with a lot of paperwork, patient files, and duplication of records. This leads to unnecessary inefficiencies, with administrative staff often needing to manually copy the same forms across different systems.
“Orders, arrived purchases, stock use, and invoicing for consumables and stock take were all done under different systems that did not interact with each other,” says Marianne Davidson-Beker, CEO of RSC. This disconnect adds to the pile of paperwork, but how do you get these systems to communicate with each other?
The answer lay in TidyEnterprise; an inventory and project management software with seamless Xero integration. RSC has been using Tidy since 2018 and it now plays a central role in their day-to-day operations, from reception to surgery.
“As a small private hospital, we needed something agile rather than the larger systems,” says Davidson-Beker. Tidy fulfilled this need by working closely with RSC to understand and cater to their unique requirements, helping them to optimise use of the software and realise many benefits like cost savings and increases in productivity.
Time and paperwork savings
Since implementing Tidy, RSC has experienced significant improvements in efficiency. Davidson-Beker says “the greatest change has been consumables being recorded easily and correctly before being uploaded into Xero invoices.”
This accuracy is important because all materials used in surgery are charged on a per patient basis. With Tidy taking care of stock management, RSC staff are able to redeploy more of their time and focus from paperwork to what matters most in healthcare: patient care.
Furthermore, the issue of differing surgeon preferences for tools has also been mitigated by setting up templates in Tidy. “Being able to create estimates for operations has saved a lot of time and paperwork.”
Time is an invaluable resource for RSC because they are motivated to aid the greatest number of patients possible while maintaining world-class standards. With the mercurial COVID-19 still lingering, the accessibility of RSC’s services is more vital than ever, providing not only convenience but also peace of mind to local patients. By streamlining paperwork processes in Tidy, RSC has saved an immense amount of time, enabling them to better care for their community.
As a busy clinic juggling a large assortment of materials and activities, oversight of the bigger picture can get lost in the hubbub. Cumulatively, missed expiry dates and mismanaged stock counts eat at profit margins, but with limited human resources, it can be difficult for small clinics to keep track.
With Tidy’s built-in reporting functions, it’s easy for RSC to summarise cost/revenue comparisons, price breakdowns, and consumables used. The management team can see where money is being earned or lost, and the insights gathered help them to elevate patient experiences and day-to-day operational activities.
Tidy also features batch functionality that uses material conversion to accurately manage the stock levels of single-piece items. If a new box of syringes is entered into the system, RSC can break it down into individual items, track expiry dates, and run reports. When stock levels fall below a set threshold, a notification alerts RSC that it is time to place a new purchase order. This saves them from situations where operations and schedules fall into disarray because of stock-related setbacks.
RSC has been actively participating in the research and development of fit-for-purpose healthcare inventory management software that Tidy will soon bring to market. This will be catered specifically for specialist clinics and day surgical centres like RSC.
Medical terminology and standards will be built into the fields and overall design. It will also support the shorter invoice cycles needed in clinics, with faster, more streamlined processes between accounting and RSC’s other systems.
By providing invaluable insights into their industry, medical organisations like RSC are helping to shape Tidy’s upcoming healthcare sector focussed product. This innovative product will further enable clinics to concentrate resources on their central purpose: improving patient outcomes.