Transforming hospital efficiency

Promedheus automates and streamlines hospital processes, increasing operational efficiency, reducing costs, and improving satisfaction for both patients and staff. By leveraging artificial intelligence (AI) and a modular structure, the system adapts to the specific needs of medical facilities.

Business needs

Before implementing the Promedheus system, the hospital faced challenges in coordinating surgeries. Inefficient utilization of resources, such as operating rooms and medical staff, resulted in delays, idle time, and even canceled surgeries. Additionally, manual processes led to errors in patient preparation and hindered communication between hospital teams.

Key issues before implementation:

• Suboptimal surgery scheduling and resource management

• Idle time in operating room utilization

• Challenges in coordinating medical and administrative staff

• Errors in the patient preparation process

• Lack of automated tools for interdepartmental communication

Our approach

During the implementation of Promedheus, we focused on understanding the hospital’s specific challenges and user needs. We conducted multiple interviews and process analyses to identify key inefficiencies and tailor the solution to the daily operations of the staff. At every stage, we collaborated with hospital employees to avoid implementing unnecessary features and ensure the system met their needs. This approach made Promedheus an ideal tool to enhance efficiency and quality at every level of the hospital’s operations.

Implemented solution

The Promedheus system was customized to meet the hospital’s needs and divided into modules tailored to the specific requirements of its users: patient coordinators, surgeons, operating room coordinators, nurses, and administrative staff. Thanks to its modular structure, the system is flexible and seamlessly integrates into various hospital workflows.

Patient Preparation Module

This module streamlines the work of patient coordinators, enabling efficient management of pre-surgical preparation. The system sends reminders for necessary tests, collects medical documentation, and coordinates individual steps. By prioritizing tasks, staff can focus on critical activities. Additionally, the module sends automated SMS reminders to patients about surgery dates, reducing errors and patient no-shows.

Benefits: Reduced errors in patient preparation and significantly improved workflow for coordinators.

Surgeons Module

This module is designed specifically for surgeons, allowing them to remotely add patients, schedule surgeries, and document procedures, including detailed post-operative reports. It ensures flexible access for both in-house and contract surgeons, enabling them to efficiently manage their responsibilities from any location. The module also fosters better communication and coordination among surgical teams, enhancing workflow and overall efficiency.

Benefits: Greater flexibility and improved coordination through remote access to essential system features.

OR Management Module

This module uses artificial intelligence (AI) to propose optimal surgery schedules, taking into account the availability of operating rooms, equipment, medical staff, and other resources. Real-time operation statuses are displayed on monitors throughout the hospital, enabling continuous progress monitoring. Actions such as calling a patient or starting a surgery are recorded using RFID or NFC cards, providing complete oversight of the patient pathway on surgery day.

Benefits: Minimized delays and idle time in operating rooms through efficient management.

Live operating schedule

Monitors placed in key hospital areas display the real-time flow of patients, surgery statuses, and operating room schedules. The system allows for instant schedule adjustments in response to changing circumstances, providing staff with constant access to critical information. These displays serve as a central information hub on surgery days, improving coordination and eliminating delays caused by miscommunication.
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Benefits: Full transparency of operating schedules and patient statuses, significantly enhancing team coordination.

Mobile Tablet Application

The tablet application, integrated with RFID/NFC cards, records each step of the patient’s pathway – from being called to the operating room, transport to the recovery area, anesthesia, surgery, post-operative recovery, and transfer back to the ward. Each patient handoff between teams is precisely recorded, allowing real-time tracking of the patient’s journey. This data is crucial for statistical analysis, supporting informed management decisions and identifying areas for optimization.

Benefits: Accurate real-time tracking of the patient pathway, improved internal communication, and valuable data for hospital performance analysis.

Bed Management Module

This module supports planning and managing hospital beds by providing an overview of patient distribution across rooms. The system suggests optimal bed allocation based on availability and predefined criteria. It also sends reminders about planned discharges and automatically notifies cleaning staff when a room needs preparation for the next patient. Integration with the operating schedule helps detect bed availability issues during surgery planning and approval, preventing unnecessary complications.

Benefits: Efficient bed management, conflict-free allocation, process optimization, and smoother staff organization.

Configuration and Settings Module

This module allows full customization of the system, including user role management, access levels, procedure pricing structures, and advanced security rules. It also enables interface and functionality adjustments to match the hospital’s specific workflows, addressing diverse needs of medical and administrative staff.

Benefits: Flexibility to adapt the system to the hospital’s policies and security requirements, enhancing management efficiency and data security.

Implementation benefits

Significant financial savings

Automation and resource optimization reduced costs by a seven-figure amount, directly improving the hospital’s financial performance.

Increased operational efficiency

The system enabled more surgeries to be performed while reducing idle time in operating rooms and eliminating delays caused by scheduling errors.

Improved communication

Enhanced information flow between five key hospital departments significantly reduced delays and increased overall team efficiency.

Higher patient satisfaction

Improved organization and transparency of operational processes reduced the number of canceled procedures, enhancing patient experience and satisfaction.

Long-term scalability

The modular system structure supports future growth and seamless integration of new features, allowing the hospital to meet increasing demands and evolving needs.