Records out of paper and heads · DENTAL AND VETERINARY CLINICS
Records out of paper and heads · MANUFACTURING
Everything lives on paper, in spreadsheets or in one person’s head.
‘What we told the owner on the phone never makes it onto the record.’
‘Stock lives on a clipboard, and the rest lives in [Name]’s head.’
What Changes
The journey for records out of paper and heads in a dental and veterinary clinics business. Today: 2 steps you do and 2 times it waits. With the fix: 1 and 0.
Dental and Veterinary Clinics: phone calls with owners, estimates, consent notes.
The journey for records out of paper and heads in a manufacturing business. Today: 2 steps you do and 2 times it waits. With the fix: 1 and 0.
Manufacturing: stock, delivery notes, machine set-up.
Today
- You: Written on paper, or not at all.
- Waiting: Needed later and nobody can find it.
- You: Ask the one person who knows.
- Waiting: They’re off.
- Steps You Do
- 2
- Times It Waits
- 2
With the Fix
- You: Captured by photo, voice note or short form as it happens.
- Runs on its own: Paper read straight in.
- Runs on its own: An alert before stock runs out.
- Runs on its own: Anyone can search and find it.
- Steps You Do
- 1
- Times It Waits
- 0
- The records that matter most sit in one place, filled in by photo, voice note or a short form on a phone.
- Paper forms and delivery notes are read straight in.
- Stock has reorder points, with an alert before anything runs out.
- What one person knows becomes step-by-step instructions anyone can follow.
- Everything can be searched.
Illustrative example. Today: A call with [Owner] about [Pet]’s options, noted on scrap paper. Not on file. After the fix: “Call with [Owner], [date], [time]. Options discussed: [options]. Estimate £[x]. Owner chose [option]. Added to [Pet]’s record in [practice system].”.
Illustrative. Your business carries your own details.
What It Costs You
Record issues are a rising theme in complaints to the Veterinary Client Mediation Service.
Source: VCMS
What You Do
Picks which records come first. Clinical records stay in the practice system.
Illustrative example. Today: A stock sheet last updated [date]. Reorders happen when [Name] notices. [Name] is off until [date]. After the fix: “[Material]: [n] left, reorder point [n]. Alert sent [date].” “Delivery note [n] read in: [n] units added.” “How to set up [machine]: written from [Name]’s walkthrough on [date].”.
Illustrative. Your business carries your own details.
What It Costs You
In the government’s Made Smarter evaluation, small manufacturers describe paper processes and poor stock control, and one lost 4 to 5% of its barrels each year to manual tracking.
Source: DBT/Ipsos
What You Do
Picks which records come first and gets the team using phone capture.
What It Runs On
Your existing systems where you have them. For practices, clinical records stay in your practice system.
Agreed Before We Start
Time to find information, stockouts or waste and errors in orders, before and after.
What We Agree Before We Start
| Measure | Before | After |
|---|---|---|
| Time to find information | ||
| Stockouts or waste | ||
| Errors in orders |
We fill this in with you before any work starts.
Questions Owners Ask
- Do clinical records move out of our practice system?
- No. Clinical records stay where they are. The fix fills the gaps around them.
- Can it read handwriting?
- Yes, and anything it isn’t sure about goes to a person to check.
- What if the team won’t use it?
- Entries are a photo, a voice note or a short form on a phone, and the team helps choose which records come first.
Pick One Problem
Tell us which one. We’ll tell you whether we can fix it and how long it takes.