Children's Hospital Migrates From Paper to Power Apps

6 months
Power Apps
Desktop & Tablet
For this project, XRM Vision worked with a major Chicago-based children’s hospital to overhaul and update its shift management system. The hospital was working with an outdated pen-and-paper system that lacked clarity and failed to provide valuable insight to nursing staff and the management team. With the rest of the medical field constantly evolving, it was critical to implement a shift management system that was equally modern and effective.
The challenge
Le défi
At a time when hospitals are depended on more than ever, the children’s hospital we worked with on this project was using a manual shift management system that was dated and inconvenient. Recording data was time-consuming and vulnerable to error, and staff had a limited scope of available resources. In this day and age, a pen-and-paper shift management system simply doesn’t have the same capabilities or convenience as a digital platform. Time was being lost and the hospital was missing out on valuable data and insights.
The solution
La solution
Our goal was to streamline the staff management process by introducing a robust series of personalized dashboards and dynamic forms. With our solution, the nursing and resource management teams can track the status of hospital units in real-time, allowing for more accurate and timely staffing decisions. Electronically entering data also allowed us to accommodate the hospital’s growing tracking needs and provide them with accurate and useful data, faster than ever.

Building a tailor-made solution for an industry facing significant new challenges

Hospitals have been overwhelmed over the last several years and nursing staff have been some of the most overtaxed in the medical system. To help alleviate some of the pressure, it was more important than ever to ensure that the hospital’s limited resources were used as effectively as possible. When time and resources are tight, a manual pen-and-paper staffing system simply isn’t up to the task.

Shift management previously required lots of manual entry and calculations, phone conversations and face-to-face discussion. This opened the door to miscommunication and left some team members in the dark about staffing changes. To ensure the transfer to a digital platform was completely seamless, we worked closely with staff to a custom Power App that was fine-tuned to fit their needs and spoke their language. Throuhout the process, we paid special attention to user experience and ensured that the solution was highly usable. With their input, our application leaves less room for error, provides critical insight to the management team and records useful, accurate data.

Introducing a powerful global view for quicker decision making

One area that required immediate attention was the need for a digital dashboard to help the resource management team make timely decisions. With their pen-and-paper system, it was difficult to get a sense of the overall situation at a glance. By providing nursing administration with a resource management dashboard, we provided — for the first time — an effective overview of unit criticality and resource availability across the entire hospital. Because every second counts in a hospital environment, we worked extensively to ensure that the dashboard was intuitive, glanceable, and highly usable. This allows the resource management team to have a clear picture of the overall hospital environment and to quickly identify which areas need attention.

Beyond visibility, the digital dashboard also makes it quicker and easier to reassign resources and to keep everyone in each unit informed about the movement of their staff. The resource team is now able to make changes in 2 clicks that would prevously have required several minutes and multiple points of contact.

XRM Vision worked closely with hospital staff to create a beautiful solution tailor-made to their needs. I’m truly proud that we were able to create an app that helped streamline staff management and reporting in such an important field.
Rick Bojahra, Director Hyper Automation

More accurate data leads to more accurate decisions

Our solution for the resource management team made available a global view of resources and simplified the process for making staffing changes, however, this would not be possible without the input of the nursing team through their own dynamic form. Improved communication between both teams was essential for them to function productively. By introducing a dynamic form for nursing staff, we were able to streamline and enhance communication between teams, and afford the management team the necessary data to fairly distribute resources across units.

The management dashboard and dynamic nursing form work in tandem to facilitate clear communication without the need for multiple face-to-face conversations. The nursing team can see incoming and outgoing resource for their specific unit, and are automatically informed of any changes made by the management team. They are also able to input data about the status of their units more easily thanks to the help of data automation. Because all the calculations are now done by the system, the entire process is faster for the nursing staff and the risk of human error is greatly reduced.

Putting it all together

Working closely with this major Chicago children’s hospital allowed us to create a powerful and highly usable solution that streamlined shift management and resource allocation across the hospital. With the help of Power Apps, we were able to streamline data collection, improve reporting, and provide a brand-new global view to help staff make critical decisions. This hospital is now able to manage their resources and track new metrics in less time, and with less errors than before.

Points clés

Take Aways

Introduced a powerful global view that allowed management to make accurate and timely decisions
Replaced an outdated pen-and-paper shift management system that was vulnerable to mistakes and didn’t provide a global view of hospital resources
Integrated intuitive data automation that removed the need for manual calculations
Allowed the hospital to track critical new metrics