21/02/2024 – NRS Healthcare Go Live with BEST V14.26

NRS Healthcare – V14.26 including Electronic Referrals and BEST Web

Soft Options have been working with services in the York area since the early 90’s and in 2016 NRS Healthcare gained the tender for a merged service covering previously separated services Northallerton, Harrogate, Scarborough, and York.

BEST Version 12 was in operation for over 8 years until the upgrade to Version 14 started in 2023.

A combined team effort from Soft Options, coupled with excellent IT Support and some amazing staff from NRS the BEST Version 14.26 went live with a seamless switch-over.

BEST (Bringing Equipment Services Together) has always been the go to choice for Services serious about managing their equipment. In the early days of BEST the focus seems to have been around controlling the traceability element of equipment Management – and BEST’s Asset Tracking features handle this excellently.

More recently, and particularly with the increasing popularity of combining the Clinical and Logistical (Approved Repairer) elements of the Service under one roof, the spotlight has also been aimed at stricter control and improved efficiency in the use of both asset-controlled items and stock where management down to the individual item level is not required.

BEST V14 was designed with this in mind, with multiple configurable options available to allow Services to work how they want, without the need for costly reprogramming. These are just some of the benefits:

• Multiple Stores helps segregate Stock
• Stock Takes based on accounting for individual Assets and counts of Stock items
• Bar Code scanning for Stock movements, Processes and Stock Takes
• Advanced Work Order Process Management
• BEST Web allows access to Stock, Work Order and Drivers Rounds from anywhere with an internet connection on any device that can support a modern web browser.

NRS York Wheelchair Service operate both the Clinical and Logistical functions, have 4 sites and 4 vans – all of which hold stock. Working closely with the NRS Logistics Team, Soft Options were able to configure Stores and Process Management options in BEST V14:

• Overall Stock Management – knowing what is where and how many in real time, facilitated by bar code stock movements
• Holding the right levels of Stock
• Work Order Management – ensuring that the right people are aware of what needs doing and when
• Recycling and reuse – bar code scanning to create Reconditioning Work Orders
• BEST Web on bar code scanner equipped hand held mobile devices for Field Service Driver Round management and Warehouse activity

Which all adds up to an efficiently run service.

This version of BEST has literally thousands of feature advantages over the old version as well as improved performance and reliability, but the major enhancement for NRS was the addition of the BEST Web system to support the field engineers on the road and to completely automate the stock handing via remote bar code scanners and mobile devices.

The star of the show and a key to the seamless go live, Toni’s dedication to the project must have a special mention.
Here we can see Toni working through the tickets on our SOS Change control system.

A total of 180 Tickets were raised and completed over the 6 months period and below you can see the day-by-day ticket analysis, often by the end of the day Soft Options will clear most requests as you can see in the pattern. Users often fall into the trap of requesting changes but falling behind on checking and sign off, Toni kept on top of this more than the majority of our sites and this is a key area for success.

A Managers View
We asked Paul Lawrence for his experience of the installation and detail his response: –

The City of York and North Yorkshire Wheelchair Service, managed by NRS Healthcare has successfully transitioned to the latest version of Soft Options BEST, a software specifically designed to manage complex wheelchair services. This move promises to significantly improve efficiency and service delivery, ultimately benefiting both wheelchair users and the NHS Integrated Care Board (NHS ICB).

The implementation of Soft Options BEST version 14 was met with comprehensive support from the Soft Options team. NRS Healthcare staff received extensive guidance and training throughout the process, ensuring a smooth transition and maximizing the system’s potential.

The training videos and materials provided by Soft Options were incredibly helpful

They allowed our staff to learn the new system at their own pace and feel confident in using its features before going live.

Streamlined Processes for Enhanced Efficiency

Soft Options BEST version 14 offers a range of features designed to streamline workflows and improve service delivery. These include:

• Automated processes: Repetitive tasks can now be automated, freeing up valuable staff time for more complex cases.
• Improved data management: The system provides a centralised platform for storing and managing all wheelchair service data, ensuring easy access and improved decision-making.
• Enhanced communication: Soft Options BEST version 14 facilitates better communication between NRS Healthcare staff, healthcare professionals, and wheelchair users, promoting a more collaborative approach to care.

Benefits for Wheelchair Users and NRS Healthcare

The transition to Soft Options BEST version 14 is expected to deliver a range of benefits for both wheelchair users and NRS Healthcare:

• Wheelchair users:
  • Faster access to clinical assessments, provision of wheelchairs and repairs
  • Improved communication and collaboration with healthcare professionals
  • More efficient service delivery
• NRS:
  • Reduced administrative costs
  • Improved data-driven decision making
  • Enhanced service quality for wheelchair users

Overall, the City of York and North Yorkshire Wheelchair Service’s move to Soft Options BEST version 14 represents a significant step forward in improving service efficiency and delivery. With the support of the Soft Options team and the system’s advanced features, NRS Healthcare is well-positioned to provide a more efficient and responsive service to wheelchair users throughout the region, ultimately benefiting both patients and the wider healthcare system.

Paul Lawrence
NRS Healthcare’s Head of Wheelchair Services

A few words from Toni – Admin Lead – York & North Yorkshire Wheelchair Service
Dave and the team at soft options have been great during our system upgrade.  Throughout the process we’ve had meetings with many of the team, all of whom have been keen and willing to help, sharing their thoughts and knowledge to help us develop a system with robust integrated processes which has enabled us to work in a much more efficient way. 

The support emails are answered almost instantly, and having a test system to use leading up to go live has really helped to develop a solid, robust system that works for our team and enables us to really focus on providing an excellent service to our service users.

 Having an extensive suite of training videos provided has been invaluable and has shown the teams just what is possible with the new system, and we are already reaping the rewards of greater efficiencies and smarter ways of working.