Overview
Our client, a Health Service comprising 28 major public hospitals, together with several specialist clinics is State Government operated. Management and maintenance of a facilities group this large, including high volumes of delivery of consumable materials, involves an arsenal of contract workers moving in and out of the premises daily.
Management, onboarding, and monitoring of contract workers, key allocation, and visitor access became increasingly difficult to contain with the paper and excel based system which had been established across the health network. All of this was then exacerbated with additional COVID-19 protocols.
Our client identified a need and began the process of sourcing a robust, highly visual, and easy-to-use tool that could provide confidence that all legislative, privacy, and ethical requirements were being met by contractors, at all times, together with a ‘zero contact’ visitor management process that could provide site access insights.
As the first choice for managing compliance, reducing risk, and improving safety Beakon was selected to implement Contractor, Visitor, and Key management modules in a phased integration project.
Implementation Strategy
The Hospital Service had a tight timeframe to implement the Beakon system and so the implementation strategy was formulated to accommodate this.
Whilst the implementation timeline was a challenge, it was important to get the fundamentals right, so we adopted a staged approach using most functionality straight ‘Out of the Box’. Beakon’s off-the-shelf framework is ISO-based which not only met the base-level requirements it exceeds expectations.
We began with a smaller ‘pilot’ site with dedicated resources to finalize master configuration, automated workflows, and integrations. This gave the team all the operational insight required to successfully implement Beakon in readiness to easily scale across all sites with confidence.
Goals
Implement Beakon, a single cloud-based software system to manage onboarding, licenses, and insurance for 3PL contractor Companies and Workers. An easy-to-access and easy-to-use portal/interface for end-users, including full mobile functionality and the ability to manage workers’ and visitors’ entry/exit all in one place, with ‘zero touch’.
- Comprehensive, real-time reporting.
- Clear, ‘traffic light’ system to provide a visual indication of compliance to legislation and compliance to their own Health and Safety framework.
- Visitor and Contractor Worker site access management
- Key allocation and authorization management
- Extensive traceability to monitor privacy requirements
- Genuine learning and induction platform
Results
The project was delivered on time, in full and within budget with some additional and unexpected benefits including positive feedback from a wide range of contracting companies and workers who expressed their appreciation at being empowered to manage their own onboarding activities, which ultimately increased speed to compliance and work readiness with the Beakon Platform.
8 separate induction systems became obsolete and were made redundant saving licensing fees and administration time, all as a direct result of the project.
Headcount reduction for compliance and access-related activities is estimated at 4 FTEs across the Hospital Service, which, together with real-time visibility and reporting functionality, has developed a ‘best practice’ protocol for Hospital Environments all while meeting ISO, Legislative, and internal compliance requirements.
Traceability and instant reporting through Beakon now provide rich data insights to support budgeting, business planning, and workforce management practices.