“We need a booking system for a vaccination clinic.  The system needs to be able to offer real-time appointment availability and manage two bookings at a time, the second date being a set number of days after the first appointment.  This system needs to be able to cope with thousands of bookings a day.  Can you do this?”  Yes, we can!

Smarter Bookings

Smarter Business Processes have written and released Smarter Bookings to meet the scenario above.  It is already being used in Covid-19 vaccination clinics successfully.  If you need a booking system in a hurry then this is your answer.  Smarter Bookings is shelf ready and can be deployed to your environment within as little as 2 days of receiving the order, depending on how many adjustments you require.

How does Smarter Bookings help Senior Management?

• Appointment booking avoids crowded waiting rooms and maintains social distancing
• Real-Time Dashboard monitoring KPIs and progress
• Links to admin areas to adjust availability as supplies secured
• Add more locations, vaccination lanes and open times based on availability
• Monitor to identify issues and fix them fast
• System customised quickly to suit the needs of the organisation
• Web based booking form interrogates available appointments in real-time
• Online staff training in bite sized sessions 
• Rapid, cost effective system using Smartsheet as the live data store, working in real-time
• Totally avoids the chaos of paper based systems

How does Smarter Bookings help the Patients?

• Easy to use booking process
• Booking form works on Phones, Tablets or Laptops 
• Patient is able to select the best location for them 
• Dates & times are only shown for remaining appointments (avoiding double booking)
• Get email confirmation and reminders 
• Care leaders can register their patients and manage bookings eg Care Homes

How can Smarter Bookings help the Vaccinators and Clinic Administrators?

• Pre-set your number of vaccination lanes and open times
• Confirmation emails and reminders are sent out automatically
• Facility for handling cancellations or amendments to 2nd bookings  
• Up to date list of who is attending which clinic
• Check-in process to track patient’s attendance 
• Register can be used to issue Certificates by email. 

Contact us for more information

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They also had an urgent requirement for a Skin Health Surveillance solution  to monitor skin health among employees who will be in physical contact with patients.  

The Solution

Smarter Business Processes built a Face Fit Test Register and Skin Health Surveillance solution using Smartsheet in very short order.

The Benefits

The resultant reports and  dashboards provide graphical (ie Pie Chart) real time visibility whilst maintaining compliance with the H&S regulations.

Both solutions were essential for monitoring a large number of staff over 44 hospitals and medical centers across the Tayside area.

Testimonial

“We are delighted with SBP’s  Face Fit Test Register and Skin Health Surveillance solution which was delivered in very short order and which now provides us with the register management Process, top level Statistics and Visibility via reports and dashboards that we needed to progress this important work at this challenging time.

Thanks to David and the Smarter Business Processes Team for a well designed workflow solution and appropriate visibility at all levels ”.

The Smartsheet Tracking system is being made available to other NHS or healthcare organisations and we at Smarter Business Processes are happy to provide this as a template set free of charge and provide up to 2 hours remote consulting to show users how to populate these sheets with their own date – please Contact Us to action

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One of the ongoing challenges within all areas of the Public Sector is how to improve service delivery whilst managing shrinking budgets.

Collaborative working with your Public Sector partners, the 3rd sector and industry is one of the ways of achieving this goal.

Smartsheet is widely in use within the NHS and Local government arenas – it helps people to simply ‘get work done’ quickly and securely

If you’re planning how your organisation can become more agile and work more efficiently next year, please read how we are helping improve collaboration and efficiencies for NHS Highland.

NHS Highland already use Smartsheet extensively to drive efficiencies in the organisation but they urgently needed a solution to track and monitor the progress of their respiratory protection programme to test and face fit all their Frontline staff.  

They  asked us to build them  a register system using Smartsheet and were delighted with their SmartStats solution which now provides them with the register management Process, top level Statistics and Visibility they needed to progress this important work.  See slides

Please feel free to contact us to discuss your specific needs, arrange a free initial consultation, screen share demonstration or free trial – we’d love to hear from you

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Servicing clients such as NHS Highlands, Queen Mary University, and Top Rank Boxing, our client base extends round the world.  See Testimonials and Use Cases

The common theme for all these organisations is that they have maxed out on Excel spreadsheets but need to plan more collaboratively and develop Smarter Business Processes that remove unnecessary repetitive activities.

See more about our Favourite Four Technology Pillars for Business Efficiency and Success

Smarter Business Processes chose Smartsheet, OverDRIVE, ProofHQ and DocuSign as the best of the rest examples of how  cloud based technologies can resolve real world problems, be rapidly implemented, intuitive, enjoyable to use, and yet be sensibly priced.

Talk to us about Managing Changes within your organisation – request demos or free trials  We’d love to hear from you.

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“Excellent product, very well explained – I can see how Smartsheet will improve my work processes”, “This is one of the most useful courses I have attended”.

What are clients looking to achieve?

The sort of managers that attend these Discovery Days are looking for work management tools and solutions that will give them a clearer view of their planning and help them to better communicate those plans to their teams.

What tends to be their current planning tool of choice?

Most often it’s spreadsheets, but using static spreadsheets doesn’t allow teams to collaborate in real time and lots of time is wasted in unnecessarily repetitive activities.

What is the main attraction to Smartsheet?

The fact that it has a familiar spreadsheet interface makes users feel comfortable, then they start collaborating and Smartsheet takes them as far as their imagination allows: Assigning tasks, attaching files, sharing sheets, viewing timelines, setting alerts, creating web forms, going mobile.

What are your Smartsheeters using these very Smartsheets for?

• Health and Safety management, incident management out on site
• Recruitment & HR – on boarding
• Estate management, premises maintenance,
• Managing construction and engineering projects
• Stock control, parts requests
• Budget discussions
• Quotations, estimates,
• Real time progress reports, conveyancers progressing client purchases
• Logistics breakdown and repair App
• SmartStats and SmartGraphs

We are currently helping teams in the NHS to implement these solutions across several departments and they are finding the time saved by these smarter business processes is huge.

Tell us a little more about the Discovery and Optimisation Days

After a demonstration of Smartsheet’s capabilities, light bulbs tend to start popping with delegates saying things like;

“As the training progressed, I found more and more uses for Smartsheet.”

With hands on practice and template building, delegates come away with a whole range of takeaways.

Book your Smartsheet Discovery Day here and discover a smarter way to work.

Discovering new ways of working with Smarter Processes has further inspired my team to develop new ideas, and help our geographically dispersed managers to deliver and manage Health and Safety more effectively and simply

We strongly recommend both the Smartsheet system and Richard Rymill as the lead consultant to help large organisations that are currently heavy users of spreadsheets to book your own Smartsheet Discovery and optimisation training day, you won’t be disappointed

Bob Summers – Head of Health & Safety, NHS Highland

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