Executive Summary
Zenotris partnered with one of the largest public healthcare institutions in the UK to improve their patient journey efficiency and significantly reduce their waiting times. By optimizing healthcare processes, digitizing workflows, and providing real-time operational insights, Zenotris helped the Trust achieve remarkable gains in patient care, productivity, and cost control, all while improving compliance and staff satisfaction.
Background & Challenges
Hospitals and clinics throughout the UK face increasing patient loads and operational challenges, especially in the public healthcare institutions. The selected healthcare institution, which serves a diverse urban and rural population, struggled daily with challenges such as:
Prolonged Patient Waiting Times: Before Zenotris, patients often waited over 38 minutes for outpatient and diagnostic appointments, with only 46% seen within the recommended 20-minute window.
Paper-Based Systems: Important administrative and clinical workflows, such as referrals, check-in, and test requisitions, remained mostly manual. This led to lost forms, inconsistencies, and unnecessary re-work.
Underutilized Resources: Bottlenecks in scheduling and room allocation meant clinical staff often dealt with uneven caseloads, with some diagnostic suites operating below capacity, even during peak hours.
Fragmented Monitoring: There was no access to real-time performance and patient flow data, forcing reliance on outdated reports. This slowed down responses during demand spikes or unexpected cancellations.
Engagement Objectives
Zenotris aimed to deliver:
- A clear reduction in patient waiting times for high-volume outpatient and diagnostic pathways.
- A digital transformation of scheduling, check-in, and referral processes across the organization.
- Better staff and room allocation to smooth demand peaks and maximize throughput.
- Real-time dashboards for operational managers and executive teams to enable proactive intervention.
Solution Approach
- Comprehensive Process Mapping and Bottleneck Detection
Zenotris worked with local clinicians and administrators in order to digitally map over 20 critical patient and support processes. Detailed process mapping identified waste, redundancy, and avoidable delays, providing clear visibility into each stage of the hospital’s patient journey.
- Targeted Digitalization
Important paperwork, such as appointment requests, referrals, and registrations, was replaced by secure, integrated digital forms available from any institutional device. Automation simplified triage and appointment management, allowing support staff to concentrate on patient needs rather than administrative tasks.
- Advanced Scheduling and Resource Analytics
AI tools balanced room, equipment, and staff assignments against real-time demand, sending automatic alerts for emerging bottlenecks. Roster optimization ensured an even workload distribution, while reallocation protocols reduced downtime from last-minute changes.
- Unified Real-Time Dashboards
Zenotris provided live, visual dashboards that displayed queue lengths, appointment statuses, and resource availability at a glance. Customizable KPIs allowed both frontline and leadership teams to act quickly to avoid bottlenecks and address care gaps as they appeared.
Quantitative Results
Six months after launch, the partnering healthcare organization achieved the following outcomes:
Patient Wait Time: The average patient wait dropped from 38 to 17 minutes, a 55% improvement. Over 74% of patients were seen within the critical 20-minute standard, up from 46%.
Throughput: The Trust managed 26% more appointments per clinic without extending staff hours, directly reducing backlog and missed referrals.
Administrative Efficiency: Digitalization cut paperwork processing time by 67%, allowing clinicians to spend more time with patients and enabling 92% error-free appointment bookings.
Resource Utilization: Staff and room utilization rates increased by 21%, and overtime costs decreased by 14%, with real-time scheduling balancing workload peaks.
Operational Agility: Outdated static reports were replaced by live dashboards, allowing managers to address issues during the same shift, which minimized cancellations and improved patient flow.
Value Delivered
Zenotris helped this healthcare institution become a leader as a digital-first healthcare provider. This transformation resulted in less patient stress, faster clinical interventions, higher satisfaction for staff and patients, and strong compliance with NHS care standards.
Financial gains and throughput improvements supported the Trust’s community objectives, showing that operational excellence leads to better health outcomes for the UK population.
Lessons learned & next steps
Incorporating process intelligence into daily practice delivers quick wins and lasting cultural changes based on data and teamwork.
Ongoing reviews and iterative improvements, supported by Zenotris analytics, are essential for maintaining and expanding gains across more departments and locations.
Conclusion
Zenotris offers proven and sustainable transformation in the United Kingdom’s healthcare sector. It quickly reduces waiting times, boosts efficiency, and empowers healthcare teams with top-quality tools and insights.