East Berkshire Primary Care, a non-profit healthcare agency who services up to 85,000 patients a year in the United Kingdom, was drowning in the amount of paperwork that was being collected by their personnel on a daily basis. It came to a point where data could not be thoroughly reviewed in a timely manner, records were getting misplaced, and weekly reports were increasing delayed. There was no way for Patrick Rogan, Chief Executive at EMPC, to get an accurate analysis of the all the data being collected or to have a proper grasp of how the agency was performing as a whole. And since EBPC falls under the umbrella of the Quality Care Commission and their quality of service standards(similar to OSHA), it was of the utmost priority to Patrick that their data collection and reporting process improve.
In the beginning of 2017, Patrick reached out to GoCanvas to see what could be done to improve EMPC’s operational data collection and reporting.
The first step for GoCanvas was to fully understand the different processes and operations that encompassed EMPC facilities. After understanding the processes, the second step was to identify the holes and speed bumps that were inhibiting the efficient sharing of data between the field and office. After working through and evaluating EMPC’s processes, GoCanvas identified that the simple sheer volume of data being collected by the various groups within the agency, along with the manual/time-consuming nature of filing paper forms, was to blame for many of their issues.
Consider that a typical paper form takes between 5 to 15 minutes to fill out, now add in the 15 to 30 minutes of travel time to return the forms, and finally the 1 to 2 hours it takes to manually re-enter every form back into their digital database. EMPC was easily losing 100+ hours in productivity each month due to manual data collection processes, and the mission of GoCanvas was to recover this time with easy to use mobile forms.
The process of going mobile came rapidly and across the board for EMPC. Patrick first deployed GoCanvas in a few operational areas of their facilities to test out the platform and make changes as they identified places of need. Their first two mobile forms they deployed included a Crash Bag Checklist and Vehicle Checklist. After a few weeks of testing and seeing a major improvement in data visibility, Patrick and his team began building out additional operational mobile forms to further streamline their front-end data collection.
Since deploying GoCanvas in February, Patrick and his team have built an additional 10 mobile forms and counting. Every mobile form they build is used to increase their operation efficiency and keep them compliant under Quality Compliance Commission standards. Additional mobile forms they have created include CQC Vehicle Supervisor Checklist, Controlled Drugs Checklist, Nurse Cleaning Schedule, and Infection Prevention & Control Audit.
With all of EMPC’s mobile forms, Patrick has enabled specific features to make data collection. For example, Reference Data ensures that each mobile form is pre-filled with lists of locations, stock numbers, nurses, and drivers. No more manually looking up names or having to call someone for information. Patrick has also set up Folders which allow him to easily organize mobile forms by department, facility and use case so that employees don’t get confused when looking for the right report to complete.
So far, after having deployed GoCanvas for just over 4+ months, EMPC has already seen a $25,000 return on investment and is on track to recover over 500 hours in productivity.