CASE STUDY: HEALTHCARE SOLUTION FOR SURGICAL WORKFLOWS

Improving healthcare by digitalizing workflows for a healthtech startup

Client

Orlink

Industry

Healthcare

Year

2018

In essence

Learn how we assisted a healthtech startup with digitalizing workflows in surgeries to improve healthcare.

Background

The client is among the leading tech companies revolutionizing healthcare by streamlining complex workflows in hospitals to create paperless automated digital processes. The company combines IT and operations technologies to improve surgical workflows within the hospital environment.

What client wanted to achieve

Surgical workflows are still made up of manual tasks that often impact the quality of service delivery in hospitals. Our client aimed to achieve optimized workflows in operating rooms to enable effective surgical healthcare for patients. If properly integrated and automated, these processes could enable doctors, staff, and patients to work together seamlessly and save significantly on time and costs.

 

Problem Statement

Our brief was to digitalize the workflow sequence and preference cards used by hospitals and automate the process with a seamless design and structured information architecture for improved user experience and better patient outcomes.

 

The client wanted to build a cloud-based platform for hospital operating rooms to collaborate and manage the entire surgical process. It would be the go-to solution with the ability to customize preference cards and build workflows for every surgery. However, they faced the challenge of digitalizing complex workflows in surgeries and customizing the workflows and preference cards for every patient based on the patient health history, patient health conditions and health risk.

 

Lastly, there was a lot of unstructured data that need to be optimized to enable the seamless exchange of information between various parties involved including the surgeon, secondary surgeon, the specialist surgeon, the anesthetist, the nurses, the hospital administrators, among other stakeholders.

Healthcare Solution
Healthcare cart details

Our Solution

With a global perspective, we identified the client’s challenges and set about to address them. Our approach involved employing the RIVO framework –  Research, Implement, Validate and Optimize, to design the entire workflows for quicker and easier collaboration. Using insights from the primary research of the users, we identified their preferences as well as their expectations and pain points.

For example, we discovered that even though surgical tools are standardized, the way each tool is described varies from one hospital to another. Therefore, there was a pressing need to constantly refer to the hospital’s list of terminologies and acronyms in order to optimize every workflow using these terminologies. 

In addition, the solution needed to be designed in such a way that it offers a high degree of templatization that enables choosing of a particular hospital or a specific surgery and workflow while also allowing other facets to be customized without affecting the other facets. 

We took some important steps to address these challenges. First, we used the insights from primary research to formulate design hypothesis regarding what users wanted to see on the storyboard and the visibility at the primary and secondary level as well as the user expectations in terms of product features. 

Second, we translated these inputs into robust information architecture and built user flow diagrams and wireframes to achieve the final design. Wireframe prototyping helped us to test and validate the hypothesis on a beta user group and determine whether it was valid at a functionality level. This also allowed us to focus on the functionality and not get lost in detail. 

In the next step, we embarked on the interface design, in which we crafted mood phrases that would reflect the exact vibes of users who would be using this application. As a result, we created minimal design themes and style variants that aimed to enable the user to achieve their objectives in the best way possible.

Finally, we shared the final prototype with beta users again to validate whether the outputs were delivering the desired functionality experience. The beta user group was delighted by the designs and we were able to deliver the wow experience to them. 

Outputs

These included information architectural models, wireframes, user flow diagrams, style guides and click through prototypes as well as insights and recommendations.

Healthcare trays
surgical sequence

Results

The Minimum Desirable Product (MDP) was delivered well within the defined time frame (one and a half month) and budget, with the best iterative delivery methodology.

The client was extremely happy with the fact that the application was able to digitalize the entire workflow yet offer the simplicity required to increase user engagement and experience.

This was also validated by the feedback from surgeons, nurses and end users who cited simplicity and time savings as some of the reasons why they considered the client’s application as the best solution in the market.

Furthermore, the client’s solution was adopted by the beta group of five hospitals, and in these hospitals the adoption rate of 20% in the first 3 months.

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