Adoption of technology in clinical and non-clinical care and process improvement
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Abstract
Parul Sevashram Hospital has harnessed technology with the “AWATAD Model” to streamline facility management. This cost-effective solution reduces paper usage, minimizes delays, and enhances real-time tracking, making it a valuable tool for large-scale hospitals. The model utilizes QR codes, Google spreadsheets, and WhatsApp for efficient communication and reporting, highlighting the significance of strong management support and careful planning in healthcare digitalization.
Introduction
In the ever-evolving world of healthcare, the adoption of technology is paramount to enhance patient care, streamline processes, and improve operational efficiency.
Parul Sevashram Hospital, a 750-bed multispecialty hospital accredited with NABH 5th edition, recognized the need for innovation in facility management. The hospital’s sprawling infrastructure posed a challenge in maintaining and tracking facility-related requests and complaints efficiently. In response to these challenges, the hospital introduced an innovative digital solution called the “AWATAD Model” to revolutionize the way complaints and requests are managed.
- Hospital Size and Structure: With 750 beds and a vast infrastructure, tracking and maintaining the facility was a daunting task.
- Manual Complaint Management: Relying on manual, physical complaint management processes made the system person-oriented and error-prone.
- Excel Sheet Management: Using Excel spreadsheets to record and trace complaints proved to be cumbersome and hindered real-time tracking.
- Higher Attrition Rate: The hospital faced difficulties in dealing with a high attrition rate among staff, leading to knowledge gaps in the complaint management process.
- Paper Usage: The traditional paper-based system not only wastes resources but also contributes to environmental concerns.
- Delays: The manual system operated only during office hours, causing unnecessary delays in addressing complaints.
- Manpower Requirement: Managing entries and Excel sheets required a significant workforce, adding to operational costs.
Details of the Solution: The AWATAD Model
Parul Sevashram Hospital introduced an innovative solution, the “AWATAD Model,” which leverages technology to address the aforementioned challenges.
The critical components of the solution include:
- QR Code Accessibility: QR codes were made accessible in all hospital departments and levels.
- Staff Engagement: Hospital staff could scan the QR code to raise complaints related to maintenance, repair, or breakdown.
- E-Correspondence System: A QR code dedicated explicitly to the E-correspondence system was created, making it easy for staff to initiate the process.
- Data Integration: The information collected was captured in a Google spreadsheet and coded to form a message.
- WhatsApp Communication: Through API configuration, the message was sent to the designated number on WhatsApp.
- Digital Accessibility: The hospital’s digital solution was designed to be accessible “anywhere, anytime, on any device.”
- Internal Efforts: The hospital developed this automated system internally with no additional costs, making it an easily adaptable solution.
B. Current System of Automation:
- A user-friendly system that is easy to trace.
- Drastic reduction in paper usage, promoting environmental sustainability.
- Real-time tracking and communication.
- It significantly reduced dependency on personnel.
- Escalation with lower turnaround time.
- Easy and convenient access from anywhere, anytime, and on any device.
- Closure of complaints is now ensured.
- It reduced communication errors.
- Multiple authorized users can access the system simultaneously with live tracking.
The scalability and usefulness of this solution extend beyond Parul Sevashram Hospital. Any large-scale hospital with inventory management challenges or where existing software doesn’t support such breakdowns and repairs can adopt this mechanism as a practical and cost-effective solution.
The Message Format
The solution ensures that messages are received on WhatsApp, with the content converted into a message format containing selected details, streamlining communication and ensuring that all stakeholders are well-informed.
Glimpses of the Solution
Google spreadsheets play a pivotal role in this solution, converting content into a message format with selected details and ensuring that information is presented clearly and concisely.
What Makes It Happen
To achieve operational excellence through digitalization, meticulous planning, organization, and sustainable implementation are key. Furthermore, the unwavering support of high-level management is instrumental in driving the success of such innovations.
Parul Sevashram Hospital has been fortunate to have strong support from its management, emphasizing the importance of high-level commitment in any digital transformation journey.
Conclusion
Adopting the AWATAD Model at Parul Sevashram Hospital exemplifies the power of innovation in healthcare. This digital solution not only streamlines facility management but also minimizes waste, improves efficiency, and serves as a model for other healthcare institutions seeking practical, cost-effective solutions for similar challenges.
