The Customer
QE Facilities Ltd (QEF) provides a range of non-clinical estates services, primarily pathology transport services, on behalf of NHS trusts across the UK.
Based out of the Queen Elizabeth Hospital in Gateshead, QEF’s transport services has a workforce of nearly 150 drivers, with the wider company nearing 800 staff, comprising engineers, builders, catering staff, domestics, electricians, porters and security officers.
The Challenge
QEF required a reliable and stable suite of software to provide a simple proof of delivery and chain of custody solution.
The nature of the pathology products which QEF transport requires time constraints and signatories to be closely monitored to ensure contract compliance.
The Search
QEF invited multiple companies to tender following initial trial periods identified through internet searches.
Multiple proof of delivery systems were available, but none offered a scheduling feature, which QEF required to prevent routes from being altered by drivers.
QEF then discovered Bar Code Data’s tracking solution, Tracit360.
The Solution
Tracit360 was selected because the level of customisation available to the core software product meant that QEF’s unique needs could be met exactly.
The solution was configured to include:
- Bespoke workflows to match QEF’s and their clients’ exact processes
- An interactive dashboard showing all pathology routes in scheduled arrival order
- A 4-hour global timer, enabling close monitoring of all routes, identifying those at risk of delay and allowing management to intervene where required
- A customised search function, enabling quick lookup of consignment numbers without the need to interrogate reports
- A custom stock module allowing items to be checked out of the storeroom into consignments, creating a full end-to-end audit trail
User Approach
QEF has a driver demographic typically aged between 50–62, which introduced challenges around adoption of new technology.
To address this, the solution followed an “if it’s not required, remove it” approach. Driver workflows were simplified, and with minimal training, drivers were able to adopt the system more quickly than anticipated.
The Result
Tracit360 provides QEF with a real-time overview of the service, including:
- Live sample count
- Custom reporting
- Scheduled versus actual collection and delivery times
- Easy access to signatories
- Remote device access to support drivers experiencing technical issues
The data captured enables QEF to monitor contractual KPIs in real time, support monthly reporting requirements, and continuously review and improve service performance.
Customer Feedback
“We have been most impressed with the support provided by the technical team when dealing with issues that may affect our ability to deliver service.
All the data that QEF collates is used for KPIs and, without the ability to capture this data, monthly contractual reports may be compromised.
When unexpected issues have arisen in the past, the team have immediately implemented a solution and maintained constant communication, providing accurate timelines for resolution.”
Key Capabilities Delivered:
- Live sample tracking
- Custom reporting
- Live operational dashboard
- Custom search functionality
- Bespoke workflows
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