A major healthcare Trust, consisting of three of the largest UK hospitals requested our help to revolutionise their room booking operations and improve its utilisation of outpatient rooms and cubicles.
This particular group of hospitals were dealing with the overwhelming challenge of their room bookings, which consisted of hundreds of rooms across multiple locations, floors and departments. A team of 8 admin staff were managing this mammoth task, receiving booking requests from various locations, with inboxes being inundated with booking requests. Each of these disparate sources of information had to be manually inputted in a central excel spreadsheet. This approach was cumbersome, time-consuming, and left room for manual error. In addition to this, there were legacy re-occurring appointments that have never been removed, taking up much need space.
- 8 admin team members manage the entire booking process
- 110,000 individual bookings having to be manually managed
- An average booking time of 45 minutes due to the back and forth of email and phone communications
The Digital Remedy
Our main focus was to make this process more efficient. Healthcare already has limited resources that they have to use wisely and cannot afford for vital spaces to be unused. This teamed with the increased pressure of backlog appointments that have arose due to the postponing of all ‘non-essential’ surgeries, means every space needs to be filled to give essential care to patients.
Through digitalisation our aim was to simplify the room booking allocation to each clinic.
TAAP Room Booking
To achieve this more streamlined and efficient process, we integrated our Room Booking Service to fully automate their out-dated, time consuming method. This solution delivers real-time visibility of room availability and valuable insight into utilisation levels. The solution simplified the booking process by providing a calendaring system for single date and multiple-date rooms, which could be booked directly by the services who needed a room.
Our staff portal allowed doctors/healthcare professionals to see room availability and refine the search criteria to rooms that are specific to their specialities. They were now able to self-book in seconds, even with their complex booking requirements. Users can choose their own criteria based on their needs, and even set-up reoccurring appointments automatically. They are able to make real-time decisions and remove any delay when communicating with admin staff. This direct access meant fewer admin team members were dedicated to purely booking, and their skillset could be better utilised elsewhere.
Email confirmations are automatically sent for both confirmation and cancellation. The automated aspect of the system meant those enquiring about room space that is currently occupied are automatically added to a waiting list. So as soon as a room booking is cancelled, those on the waiting list will be instantly notified that the space is now available. Meaning less resources are wasted, but more importantly, patients in need of critical care can be treated.