BlueKanGo Canada has recently won the Health and Social Services Information Technology Award for the implementation of a digital solution to improve the reception, orientation and probation processes at the Montreal Heart Institute (MHI). To better understand the objectives of the MHI and their results, we interviewed Pedro Villagran, Vice President – Partner of BlueKanGo Canada who led this project.
Why did you implement pathway management for orientation and probation at the Heart Institute?
The Montreal Heart Institute was putting some thoughts into improving the process of probation, orientation and evaluation of Orderlies. They have noticed a lack of communication between the preceptors concerning what was or was not observed during the orientation period. This problem could lead to a delay in the transmission of information and to a probation be defined as successful, when in reality, the Orderly is showing major deficiencies. The follow-up process was done on a “paper form” that was often forgotten, not completed or even lost.
How did you implement this solution?
When it comes to the process of probation, orientation and evaluation of the Orderly in the institution, we managed to identify the needs and difficulties observed every day in the field. To optimize and improve each step, we studied them rigorously: from the collection of information in the field, to the follow-up of actions, the triggering of alerts and the management of indicators.
We established with our team workshops, blueapps (applications) construction workshops for the modeling and digital management of tasks and tests, until we obtained a solution that meets the preceptors and the Orderly’s needs.
The creation of the application can be done independently and you don’t have to be an IT.
Our service provides a training program to ensure an optimal use of our solution. The platform is scalable, it will continue to adapt and evolve according to the needs of users and the MIH even after its initial deployment.
What are the benefits of its implementation?
For employees in the field, the benefits were: replace the paper forms with an application used on smartphones (android or IOS), tablets or PC, consult work protocols and collect field information recorded in real time on the platform.
Thanks to the digital transformation, managers have been able to reduce the internal costs of processing information on all non-value added tasks. They were able to make efficient operational and strategic decisions thanks to dynamic reports and dashboards. In addition, our solution produces real-time data on the evolution and acquisition of expected skills. Managers can tailor and deliver personalized support to each individual. This also translates into a staff retention rate of over 80%! This is not negligible in a healthcare system with a shortage of the workforce.
Is the “Orientation and Probation Pathway” offer applicable in all institutions?
At BlueKanGo, we configure and customize our software for each client. Every client has his own specifications and needs. We do it in order to replicate what is done on a daily basis, from collecting information in the field, to tracking actions, triggering alerts and monitoring indicators. BlueKanGo serves more than 2,500 healthcare institutions worldwide, including UHCs, CIUSSS and CISSS in Quebec (Canada).
Also, the software is multilingual and multisite and can be easily adapted to any type of activity.
The features allow the current processes’ digitalization and enhancement: real-time alerts, insights, dashboards with dynamic analysis (Power BI) and secure data sharing.
By leveraging BlueKanGo’s assets, MHI chose to digitize the orderlies probation, orientation and assessment process. The MHI was already looking into the improvement of this first phase. The objective was also to recognize the essential role of orderlies in the organization and to focus on attracting and retaining this job category.
Following the success of the first phase of the project in terms of the digitalization of the Orderlies, the MHI has moved on to the second phase of the project. The team is currently digitizing the various probationary paths of the nursing staff (externs, technicians, clinicians, etc.).