Digitising clinical case intake so patients wait less
Case information arrived by email and had to be re-keyed, printed, and scanned before clinicians could act. We digitised the process, cutting patient waiting times by 95%.
- shorter patient waiting times
- 95%shorter patient waiting times
- of patients notified on time
- 100%of patients notified on time
- printing, scanning, and archiving
- Less paperprinting, scanning, and archiving
The challenge
Case reports reached the hospital by email. Before a clinician could act on them, staff had to transcribe the details by hand into a digital format the clinical team could use, and paper copies were printed, scanned, and archived along the way.
That manual step slowed everything down. Transcription took time, errors crept into clinical information, and clinicians waited on details they needed to make decisions. For patients, it meant later notifications and longer waits.
Before and after
Before
- Case information received by email
- Details re-keyed by hand before clinicians could act
- Paper copies printed, scanned, and archived
- Slower responses, late notifications, and longer waits
After
- Case information captured digitally from the start
- Clinicians see what they need without waiting on transcription
- Far less printing, scanning, and paper archiving
- Every patient notified on time, with much shorter waits
Our approach
- 01
Trace the patient journey
We followed each case from the moment it arrived to the point a clinician acted on it, to see where time was lost.
- 02
Design with the people involved
We worked with clinical and administrative staff to define what information is needed, in what form, and when.
- 03
Digitise the process
We designed and implemented a digital process that removes manual transcription from the workflow.
- 04
Close the loop with patients
We made sure patient notifications follow promptly once a case has been reviewed.
The outcome
Patient waiting times fell by 95%, and every patient is now notified on time. Clinicians now respond to case reports quickly, with the information they need in front of them.
The paper trail has largely gone too. Staff who previously spent their time transcribing, printing, and scanning can now focus on work that directly supports patient care.
