Ensuring compliance and streamlining operations

Introduction

The University Hospital Southampton NHS Foundation Trust Biomedical Research Facility provides the platform for the research activities of Southampton’s major NIHR-funded centers. With the pressure of maintaining high standards, the Trust sought a robust solution to manage their ever-growing volume of documentation and equipment records.

The challenge

The facility’s document and version control of Standard Operating Procedures (SOPs) were highly problematic, leading to inefficiencies and potential regulatory issues.

Additionally, the strict NHS N3 network access restrictions created barriers for staff needing to access documentation across both the University and the Hospital.

Finding the right solution

Ideagen Quality Management was selected for its ability to centralize and streamline document management, improve asset tracking, and provide secure, remote access that met NHS network requirements.

The decision was driven by Ideagen’s reputation for reliability and its capability to meet the complex needs of both clinical and research environments.

Implementation and impact

With the implementation of Ideagen:

• The facility now manages over 1,000 pieces of equipment, ensuring timely maintenance and calibration.
• The centralized document management system allows staff to acknowledge and approve SOPs electronically, providing transparency and control.
• The hosted solution resolved NHS N3 access issues, enabling seamless collaboration between University and Hospital staff.