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South London and Maudsley NHS Foundation Trust provide the widest range of NHS mental health services in the UK.
The Trust employs 4,600 staff and serve a local population of 1.3 million people and provides more than 230 services including inpatient wards, outpatient and community services.
Embracing the digital revolution in the boardroom
The Trust hold 11 board meetings annually, and collating board packs takes one member of staff four working days to prepare and courier to board members. Generally, board packs averaged 200 pages and was an immensely time consuming process to produce board packs. The secretarial team were searching for a cost-effective, reliable solution that would speed up the process. It was essential for directors to view new and archived documents online or offline in an easy and secure way.
Aiming to diminish the amount of paper used and to support the NHS paperless initiative, the Trust wanted to adopt the BoardPad solution to change the dynamics of each board meeting and eliminate the stress of manual collation. Due to the significant cost and time saving benefits, less than a year later, the board meetings transformed to fully paperless and BoardPad has been rolled out to the entire board.
From a director’s perspective
Initially the Trust piloted BoardPad to check the overall uptake. Half of the board who, were more confident and enthusiastic about working with iPads, used BoardPad immediately to receive their papers electronically and six members used the traditional paper board packs. After six months, BoardPad was rolled out to the rest of the board, based on the benefits gained, security and the ease of use.
The directors are particularly pleased that they can view board papers at their own convenience and annotate documents easier. They are also delighted that they can view archived documents securely through the Reading Room.
From a meeting organiser’s perspective
Undeniably, since the Trust implemented BoardPad, the process of producing electronic board packs has eliminated the stress of manual collation. The administration team have been thrilled with the quick turnaround of board packs using BoardPad and being able to facilitate last-minute changes. Previously the NHS Trust had one member of staff responsible for collating and dispatching the papers which was proving to be expensive to produce.
The security of the paper packs was another significant concern, “we couriered papers across to board members, which was costly and time consuming. We needed a more efficient solution that would benefit all parties involved and improve the productivity”, explains Paul Mitchell, Trust Secretary.
The implementation of a paperless solution to electronically manage board meetings and documents has been a success in South London and Maudsley NHS Foundation Trust. BoardPad has reduced administration time and improved productivity for the NHS Foundation. South London and Maudsley NHS Foundation hope to roll out BoardPad further throughout the Trust.
BoardPad has worked incredibly well for us. We needed a trusted solution that we could depend on and BoardPad has done the job.