NHS Grampian: Putting all their docs in a row with a centralized QMS

Introduction

NHS Grampian is one of the fourteen regional health boards of NHS Scotland, responsible for providing health and social care services to over 500,000 people. Despite having Q-Pulse in place, the Trust faced significant challenges in ensuring consistent usage and knowledge of the system across various departments, leading to inefficiencies and disconnected practices.

The challenge

NHS Grampian faced several critical challenges: 

• Disconnected quality management practices across multiple departments reduced efficiency. 
• Inconsistent knowledge and usage of Ideagen Quality Management led to fragmented processes and a lack of best practice sharing. 
• Difficulty in maintaining consistent compliance with regulatory requirements due to varied approaches to quality management.

Finding the right solution

NSH Grampian selected Ideagen for its ability to: 

• Centralize quality management across multiple departments, providing a unified approach to compliance. 
• Facilitate consistent usage and knowledge sharing, improving overall efficiency and effectiveness. 
• Manage and track compliance with regulatory requirements, ensuring all departments met necessary standards.

Implementation and impact

The shift marked a significant improvement for NHS Grampian, enabling them to overcome the challenges of disconnected quality management practices. While centralizing their processes, the Trust achieved greater consistency, improved compliance and enhanced collaboration across departments, setting a new standard for quality management within the organization.

Implementing Ideagen at NHS Grampian resulted in:

• Centralized document management, improving accessibility and reducing manual processes. 
• Streamlined compliance activities, with integrated auditing and CAPA functions enhancing visibility and control. 
• Enhanced training record management, ensuring all 170+ staff across 25 sites had updated records.
• Improved asset management, with 900 assets tracked for maintenance and safety compliance. 
• Streamlined audit processes, with over 100 audits managed in the system, simplifying assessments and reporting.