Executive Summary
As a major U.K. health trust with two acute hospitals and nearly half a million patients, Epsom and St Helier University Hospitals NHS Trust is a busy organization that also runs services in the community. It’s a huge task to organize more than 5,000 staff and workspaces, from meeting rooms to lecture halls and hot desking areas.
The Trust turned to Korbyt for help moving to more agile working methods, designed to improve efficiency and save costs. The Trust’s workers now use Korbyt Booking to easily find and book the rooms they need, giving them more valuable time to provide high-quality patient care.
Why Korbyt?
The room and desk booking technology from Korbyt was chosen after a comprehensive evaluation that included visiting Korbyt users.
Korbyt and the client then embarked on a successful partnership to evolve Korbyt Booking to meet the Trust’s changing needs.
The Challenge
The Trust is making a transition to a more agile mode of working, which requires an efficient way to help workers find and book meeting rooms and desks.
Meeting room bookings were previously handled with spreadsheets and paper, which was time consuming because it covered 5,000 employees on different sites, and facilities ranging from meeting rooms to lecture halls.
The Trust needed a system that was easy to use and included better resource management and reporting functionality than Outlook provides.
Customized for Users
For the Trust, there are two types of users with different needs: administrators who need full access to all facilities, and other employees who need self-service access to a limited range of features.
Korbyt set up the technology with a fully-supported link for admins, while other employees use the Quickbook app for self-service. Anyone can find suitable space, such as a meeting room, and submit a request for authorization.
The customization provides highly granular information on space.
“Working in a busy NHS Trust, the time of our staff is precious. We needed a room booking system that was easy to use, could get the job done quickly and be transparent enough so that all staff can see which rooms are available, and when.” Terry Murphy, Assistant Director of Property.
About Epsom & St Helier University Hospitals NHS Trust
This UK Trust provides health services to more than 490,000 people in South West London and North East Surrey. The organization operates Epsom Hospital and St Helier Hospital, and also runs services from other locations.
St Helier Hospital hosts the South West Thames Renal and Transplantation Unit and also the Queen Mary’s Hospital for Children. Epsom Hospital is home to the South West London Elective Orthopaedic Centre.
Epsom and St Helier hospitals both provide casualty and maternity services.
6 Ways the Trust Benefits from Korbyt
- Speedy self-service – employees access booking via the Quickbook app
- Customized use – the system caters to different levels of Trust users
- Time saving – permitted users can book space they need without further authorization
- Efficiency savings – Agile working creates savings on non-clinical services, so more can be spent on the clinical side for patients
- Value for money – no hardware was required. Korbyt hosts Korbyt Booking securely in the cloud
- Business continuity- Supported by the Korbyt 24/7 helpdesk. Cloud deployment delivers 99.8% system availability using Microsoft Azure.
What Happens Next?
Korbyt has now developed a room and desk booking app incorporating QR code scanning, suitable for both IOS and Android.
The QR code functionality support cost effective check-in for any space booked, providing data on resource utilization.
Looking to The Future
Assistant Director of Property, Terry Murphy said: “The Korbyt room booking system has contributed to the journey the Trust has started in moving forward to a more agile working environment.”
Mr. Murphy says it has also allowed Trust to use its space better and increase utilization of meeting rooms.
“Now that the Trust has started the agile working journey, it will look to consolidate and improve space utilisation while at the same time improving the working environment.”
If you are embarking on your hybrid journey, request a demo today to discover how Korbyt Booking can transform your employee experience.
