Case study: successful implementation of e-form in a busy hospital

Paperwork in the healthcare sector can feel like an endless burden. Here at Voice Technologies, that’s one of many challenges we’re striving to solve.

This case study highlights how our document workflow solutions helped NHS Ayrshire & Arran reduce admin clerical support time by 20%, improving efficiency across thousands of staff.

Labour intensive processes in the NHS

Across NHS Ayrshire & Arran hospitals, which employ over 9,000 staff, every pre-op assessment was previously carried out using paper forms. These would then be filed in case notes and manually retrieved whenever needed - a time-consuming and costly process.

With inefficiencies becoming more apparent, and pressure across the healthcare system increasing, improving workflows has become crucial now more than ever.

Recognising this, NHS Ayrshire & Arran approached us to digitise their pre-op documentation using tailored document workflow solutions.

Pre-op assessment online e-form

We developed a streamlined, one-page e-form using FormStream, our web-based e-forms platform.

This digital form replaced paper processes entirely. All submitted data is automatically saved, processed, and uploaded into NHS systems in real time - securely and efficiently. Once verified, the form is instantly available within the patient’s medical record via the Clinical Portal.

The introduction of FormStream was transformational. Fiona King, POA Manager at NHS Ayrshire & Arran, described it as having “revolutionised” their service.

Increased productivity

One of the most significant outcomes was a measurable increase in productivity. NHS Ayrshire & Arran reported a reduction of 0.5 Whole Time Equivalent (WTE) in admin clerical support requirements.

By eliminating manual filing and retrieval, staff were able to reduce preparation time before patient appointments, as well as anaesthetic review time.

This freed up valuable capacity, allowing healthcare professionals to focus more on patient care - helping reduce delays at a time when efficiency is crucial now more than ever.

More accurate documentation

Digital forms also improved data accuracy. With automatic population of fields such as dates, times and patient details, the risk of human error was significantly reduced.

This resulted in clearer, more reliable records and improved overall data quality.

Ongoing patient interactions and remote review

The introduction of digital workflows has also enhanced communication and collaboration.

The pre-op assessment team can now stay in contact with patients who have been medically deferred, while the multidisciplinary team (MDT) can access and review patient records remotely, from any device.

This level of accessibility supports faster decision-making and more coordinated care.

Should your organisation be using FormStream?

Each solution developed within FormStream is tailored to the specific needs of your organisation. Our team works closely with you to understand your existing processes and design an e-form that simplifies and optimises your workflow - without unnecessary complexity.

Conclusion: transforming healthcare workflows with digital solutions

This case study demonstrates the impact that well-designed document workflow solutions can have in healthcare environments.

By replacing paper-based systems with digital tools like FormStream, organisations can reduce admin time, improve accuracy, and create more efficient, patient-focused workflows.