Digital collaboration whiteboards improve operations in community care
The DigiPAS project (2018-2020) gathered experience from community care providers related to the use of digital whiteboard solutions. The aim was to increase quality and patient safety and at the same time make better use of resources. Through digital task- and workflow support, substantial benefits were achieved.
Digitalising healthcare beyond electronic patient records
Electronic patient records serve as the primary digital information resource for many healthcare providers, including the community care providers involved in this project. This occurs even though the records mainly serve as documentation tools with minimal workflow or collaboration support. Consequently, healthcare professionals frequently devote considerable time to locating relevant information, coordinating care, and communicating regarding patients and assigned tasks.
Shift from manual to digital tasks and workflows
DigiPAS was a research and innovation project led by SINTEF, where DNV Imatis worked closely with three municipalities in Norway on the development and testing of digital collaboration whiteboards for various units in the community care service. The boards had two main areas of use; 1) to support single tasks like screenings and check-lists, and 2) to support workflows between personnel or departments.
The digital whiteboards aimed to streamline previously manual and resource-intensive workflows, where employees once coordinated tasks through phone calls, emails, and forms. With DNV Imatis, completion of a task—for example, in the service office—was automatically reflected on the relevant department’s board, ensuring that affected employees received timely notifications. Additionally, manual checklists and screenings, which were not previously prioritised, became seamlessly integrated into an efficient, digitally supported workflow.
Increased quality, better patient safety and efficient resource management
The DigiPAS project has demonstrated considerable potential for enhancing healthcare services, both within the organisation and during transitions to specialist healthcare sectors.
"We can invest resources earlier and be more prepared."
Documented benefits realised by digital whiteboards that organise, visualise, and facilitate decision-making—as well as coordinate user mapping and follow-up—include:
- Improved order and structure
- Increased workflow efficiency
- Enhanced working practices
- A systematic approach to patient safety
Some of the benefits that were mapped through the project period
Fewer delayed discharges
The number of delayed discharges has been reduced by 53%. This has equalled avoided costs of NOK 2.6 million in the municiplaity in question.
Shorter time needed for case management
Avoided staffing up by increasing capacity at allocation offices by 39%.
Increased patient safety
Improved mapping of risk factors per patient, from 8.9% to 60% of new patients mapped within the time limit.
Better work processes
100% of the employees asked agreed that they had better overview of tasks.
Saved time
Less time spent on coordination, 50% reduced time for planning meetings.
Patient privacy
Access control and information sharing in the digital whiteboards provide personally sensitive information only employees who need it. Number of people receiving sensitive information has been reduced by 90%.
Improved decision making from a management perspective
Managers have also benefitted from digital whiteboards by getting a better foundation for decision-making. They gained a clearer overview of patients and tasks, recording information digitally instead of on paper notes. Managers reported greater control and readiness, with one describing it as, “we can invest resources earlier and be more prepared”.
About SINTEF:
SINTEF is an independent, non-profit research foundation aimed at contributing to the development of society through research. SINTEF’s vision is «Technology for a better society». SINTEF is one of Europe’s largest research institutes.
Link: SINTEF – Applied research, technology and innovation >