Success Story – Maashorst Oogkliniek

The challenge

Dorijanne: "I joined the clinic shortly after the split-off to take on all the work that was not directly patient-related. Initially, we could fall back on the hospital's protocols and intranet. But eventually, that proved to be insufficient. The inspection requires that as a clinic, you have your own quality management system, and we felt it was important to have that in place and under our own control."

We are very satisfied with WoodWing Scienta. It helps us keep the lines of communication short and communicate quickly and directly. It just makes our work much less cumbersome. 

"I took on this project with an outside consultant because we simply lacked the time to do it independently. This consultant explored the market for us and presented a number of options. Based on that, we fairly quickly made the choice to tackle our organization's quality management with WoodWing Scienta. This system is web-based, allowing employees to log into the system from any location on any device. In addition, it is simply super user-friendly."

The Solution

"We did the Scienta rollout with the help of our own key users who we involved in the process from the beginning. In addition, we were also well guided by Scienta. By more or less forcing employees to get information from Scienta from the first moment, it quickly became commonplace."

The WoodWing Scienta quality management system certainly contributes to the high quality eye care we provide.

"We have Scienta set up as our intranet page. Everyone starts their day with Scienta and immediately sees important news items and birthdays. This keeps us all up to date with what's going on, no matter what location you work at."

"All the protocols we manage are also recorded in Scienta. That has really been a lot of work because we had to 'translate' more than 200 protocols from the old quality system into Scienta. Moreover, the protocols that Bernhoven wants to be aware of were linked to our own protocols."

The result

"With Scienta you keep an overview and insight. Via task management you can set out activities and see at a glance which tasks need to be completed by whom. So you can keep a close eye behind the scenes on who is doing what and where attention is still required. Managing complaints and tracking trends, incidents, or damages – everything is conveniently stored and super easy to retrieve."

"We used to have a whole staff handbook with a collection of documents, nowadays we look at what is of interest to each employee. We prepare this information using a checklist. It's just ideal. You can always share the most up-to-date information with other people."

"The access management that you can set up based on roles also works easily and is very effective. If someone goes off duty, I can see what needs to be done to remove them from the systems they have access to at the touch of a button."

"We now report outages via a Scienta form. That way, everyone can see if a report has already been made and what the status is. This avoids unnecessary phone calls and communication in the app group that is only relevant for 2 out of 20 people."

In healthcare, making changes is sometimes difficult; people are suspicious of them. That has worked out very well with the super user-friendly WoodWing Scienta.

"With version control in Scienta, we can be sure that everyone is always working with the most up-to-date version of documents. That is important for us, but also for the people at Bernhoven. During an operation, for example, you obviously want to use the most up-to-date protocol."

"Last week we had an ISO audit where our entire clinic was reviewed. With Scienta we were able to take the auditor by the hand through the work processes, show trends in complaints, make version data of protocols transparent, etc. Scienta really showed its added value there: we did not receive a single recommendation."