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New software system speeds up equipment delivery throughout hospital

New software system speeds up equipment delivery throughout hospital

SYRACUSE, N.Y. -- A new way of managing Upstate University Hospital’s Central Equipment Services is getting noticed.

Mainspring Healthcare Solutions, a leading provider of hospital operations management solutions, has recognized Upstate with its 2015 Hospital Operations Performance Excellence (HOPE) Award.

The annual HOPE Award goes to an exemplary hospital or health system that has partnered with Mainspring Healthcare Solutions to transform its operations and deliver exceptional service to patients and nursing staff.

“There was stiff competition this year for the HOPE Award, but the exceptional results delivered by the Upstate team made the choice easy,” said Hank Goddard, CEO of Mainspring Healthcare Solutions.

The hospital deployed iGotIt, a performance-management software by Mainspring last year that helps the hospital’s equipment services department streamline operations and get nurses their equipment on time, upon request. Equipment delivery times dropped to 15 minutes, cutting the time needed to fulfill requests by more than half.

Prior to the iGotIt application going live, nurses requested equipment deliveries by phone or through Vocera. Some requests got lost and nurses may have had to place a follow-up call to track down the whereabouts of a piece of needed equipment.

The iGotIt application provides a web portal that nurses can access from any workstation on their nursing unit to place the order.

When a nurse enters the equipment request, he or she has the option of sending specific instructions, such as ensuring the delivery is made to a particular room.  Once the request is submitted, the software determines which equipment tech (based on availability and work load) will be tasked with making the delivery. Within seconds the equipment request is received by the tech’s iPod and the delivery process is under way.

“Since our roll out we have fulfilled equipment requests more quickly and efficiently, which helps nurses to provide patient care instead of following up on equipment requests,” said Brian Reed, manager of Central Equipment Services.

Reed said his department manages some 250 requests each day that could involve more than 800 pieces of equipment from beds to wheelchairs to IV pumps.

If there are questions related to equipment requests, Reed can review the activity immediately. “The system provides us with a detailed chronology of when the request was entered and when the equipment was delivered,” Reed said.

Nurses are elated with the iGotIt application. “The system is easy to use, and the response time from Central Equipment Services has been terrific. It is now easier for nurses to remain at the bedside caring for our patients, rather than following up to see where our equipment might be,” said RN Clinical Training Specialist Mary Teelin.

The hospital’s Nursing staff was so impressed by the new process that it presented Central Equipment Services with a special appreciation award.

Currently the iGotIt system is available at the Downtown Campus with plans to introduce it on the Community Campus in the future.

Caption: A new software system has helped streamline equipment requests from nurses on patient floors.  The new software enables Brian Reed, manager of Central Equipment Service, to review all requests and monitor how quickly they are filled.