About the client
London Women’s Clinic (LWC) is a private fertility healthcare centre based in London, with a network of 12 clinics located all over England and Wales. They provide a wide range of fertility treatments including IVF, IUI, egg freezing etc., assisting thousands of single women and couples across the UK in their pursuit of fertility solutions. The clinic is closely partnering with the London Sperm Bank and the London Egg Bank, expediting access to HFEA-compliant donors for their clients.
Business challenge
LWC and the London Sperm Bank had to exchange a significant volume of healthcare information daily, ensuring swift access to the donor database of the London Sperm Bank and facilitating fertility treatment for their clients.
For this, LWC had long relied on an MS Access based system to store patient treatment data and manage sperm sample delivery to its branches and partner clinics across the UK.
The legacy system was missing many features necessary for modern clinical operations:
- The system stored extensive data without implementing essential business rules, leaving room for potential errors and mishandling of sensitive information.
- The system posed a high risk for new staff due to the absence of rule enforcement, potentially leading to errors, non-compliance, or data losses.
- Only experienced staff, familiar with LWC’s processes, could operate the system, hindering operational flexibility and leading to staff constraints.
- There were constraints with respect to system accessibility as it was only accessible via an old-fashioned network file share mechanism.
The solution
Solution objectives
Facing the challenges posed by their outdated software, LWC explored options for a replacement and engaged the GoodCore team for custom solution development.
Our client’s main goals were:
- Automate important tasks between LWS and LSB ensuring more accurate data and, thus, dependable outcomes.
- Make the system more user-friendly, flexible, and accessible by offering it as a web-based solution.
- Obtain a scalable solution for LWC branches and partner centres, reducing installation and maintenance costs associated with off-the-shelf solutions.
The clinic management system design
Key features of iMatch clinic management system
Clinic dashboard
- Allows the clinic staff to view and manage new orders.
- Clinic staff can create and update treatment records and report adverse outcomes.
- Enables sperm sample shipment date coordination with London Sperm Bank via the portal and eliminates the need for calls/emails for coordination.
- In-app support option for direct communication with London Sperm Bank on queries.
Key features of iMatch clinic management system
Patient's orders overview
- Verify patient details
- Review sperm sample allocations
- Review and propose order shipment
Key features of iMatch clinic management system
Fertility treatment outcome reporting
- Report patient treatment outcomes (i.e., pregnancy test results) in real-time for every medical test and treatment.
- Update records as treatment progresses through various stages.
- Report adverse outcomes.
Key features of iMatch clinic management system
London Sperm Bank portal features
Role-based access control
- Admin functionality to manage user roles and access permission for the system users
- Differentiated access for London Sperm Bank and clinic staff.
- Capability to add new clinics and set up usernames for iMatch access.
Key features of iMatch clinic management system
Sample order management
- Quick summary dashboard showcasing key order details like customer ID, donor info, and payment status.
- Overview of orders at different stages.
- Advanced search filters for easy lookup of patient records and orders.
- Integration with Umbraco CRM for automatic order detail imports.
GoodCore’s organization, methodology, and transparency distinguish them from other providers. We don’t need to ask them many questions, and if we do, they answer us.
David Williams, Head of IT,
London Women's Clinic
The impact
The iMatch system is now central to LWC's daily operations. The system:
- facilitates order processing, logistics, and treatment reporting aiding clinical staff in 12 branches and partner clinics with daily operations.
- is processing hundreds of fertility treatment orders daily and is maintaining an inventory of 2,000+ sperm bank donors, ultimately saving the clinic staff hours of manual work.
- ensures strict data privacy and security compliance, aiding the client in navigating the HFEA-regulated environment.
Before
Reliance on physical paperwork and manual data management
Difficult to maintain an accurate record of exchanged information
Manual updates pose a risk of errors and data loss
No concept of user roles and access, posing a risk to data integrity and security
No audit trail or built-in checks
After
Automated information exchange between LWC and the partners
Precise and up-to-date record-keeping of order and treatment information
Auto-updates in donor and inventory records as clinics modify orders
Role-based access control with variable permissions for enhanced security
Detailed compliance audit trail to capture business-critical information
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