Dorset Go-Live
This month Dorset Wheelchair Service went live with BEST version 14.26. Mike and Vicky spent a few days on site with Lesley Papworth and her team who were upgrading from BEST version 12. As a combined Clinical and Logistics (Approved Repairer) Wheelchair Service, Dorset have been able to benefit from some of the advanced Stock and Process management features now available in BEST V14.
Lesley Papworth (Wheelchair Service Manager) is particularly happy with the move to v14:
I’ve worked with Soft Options and BEST for a number of years and have always been impressed with what BEST has to offer and how Soft Options operate. The “world of wheelchairs” continues to develop with national requirements and reporting, KPIs, PWBs etc, and BEST keeps up with that superbly. I’m really looking forward to using BEST to both direct our activity in the service (without using a forest of trees every day!), and to be able to evidence all the great work we do. It’s very exciting!
Dorset have taken to BEST version 14 like ducks to water, thanks to the preparations put in place by their team of Superusers. There were huge smiles and positive comments all round.
“It’s the same but different. I don’t want to look at version 12 anymore. Once you get the hang of the new layout, it’s easy to use. I think that once we’ve been using it for a little while we won’t look back” Helen Messenger (Wheelchair Administrator)
Change can often be difficult, but the team have embraced BEST version 14 and are looking forward to seeing the positive effect it will have on their service. Lesley, her team of superusers and the whole team at Soft Options have worked hard to make sure everything was in place. Everyone in the service put in an amazing effort ensuring that they understood what was required prior to Go-Live and were as prepared as possible. As with any launch, Dorset has had its fair share of challenges along the way, but by working together Soft Options, Dorset Wheelchair Service and their Trust have faced those challenges head-on and resolved them as a united team. The ultimate goal was to have the service switch onto BEST v14 as seamlessly as possible without disrupting the service for their clients and this goal was achieved admirably.
Soft Options received this email from Hugh, one of the super users shortly after Go-Live.
“I just want to extend my personal thanks for all your help and hard work over the course of the project, but particularly over the last few days. In a department and industry that is generally averse to change, I really appreciate your help in making sure everything has gone as smoothly as it could have done, as well as your on-going support.” Hugh Miller (Physiotherapist/Super User)
Dorset have split their Stock Management into two areas, one predominantly managing the asset-controlled Wheelchair stock and the other spare parts, cushions and accessories, and across two sites. This has presented challenges to the Team at Soft Options, involving mapping complex processes and configuring BEST to follow these.
- 4 Main Stores, 2 per site, segregating Wheelchairs from other equipment
- Special Stores for assigned stock, contaminated items and workshop
- Vans
- Work Order process steps that include Clinical Query, Stock Sourcing from multiple Stores, equipment preparation and inspection/sign-off.
- Reconditioning processes
- Stock Taking
- Bar code scanning in BEST
Once the processes were mapped out, Soft Options were able to configure BEST using advanced Stock and Line Order Management functions to accommodate these requirements and allow the Service to operate in the way that it wanted, all without reprogramming within the BEST application.
“This is going to be so much better. How you can search for things and narrow the search is making things so much easier to find. I’m so excited to see it work more.” Seb Ryglewski (Warehouse Manager, seen below setting up a bar code scanning process)
Dorset Wheelchair Service are looking forward to taking on BEST Web which will allow them more freedom moving around the Warehouse using hand held devices and for their Field Service staff to access BEST out in the field while carrying out their Driver Rounds.
And a final word from the Lesley Papworth (Wheelchair Service Manager):
“For Dorset HealthCare’s Wheelchair Service, the roll-out of v14 BEST had been a very long time coming. Throughout that time, we could not have asked more of Soft Options. The team has been patient, accommodating and so helpful. Words that I’ve heard repeatedly from our staff to describe them are: “professional”, “knowledgeable”, “supportive”, “positive” and “responsive”. Staff here are very aware that we only see the tip of the iceberg with Soft Options’ guidance and technical knowledge, and that they do so much more in the background.
They’ve taken the time to explain difficulties to us, such as why something may not be possible at all, and they’ve explained the knock-on effects of actions or developments. Kelly’s training sessions in particular were engaging and productive, and the humour throughout those sessions certainly helped make the upgrade easier. Everyone at Soft Options has been approachable and friendly, and they completely understand the scariness of such a big move! Put simply, dealing with Soft Options has been smooth from start to finish.
During go-live itself, their on-site support was excellent, and again Mike and Vicky showed their patience in spades! They actively sought out staff who looked like they needed a bit more support, and they never stopped, from the moment they walked in to the moment they were pushed out the door!
The Wheelchair Service teams have quickly seen the benefits of the new system (despite any usual little glitches on the way, which were rapidly dealt with). We are very happy with the system and were able to see progress and promise for the future, even within a day. It has been so satisfying to get much more out of the new system very quickly. V14 has already proved to be a timesaver, like being able to filter review pages to find workloads quickly. And that can only improve as we get used to its extensive functionality.
Soft Options are clearly very proud of what they have developed, and they should be. We are so glad that we have BEST now. Thank you to Dave and everyone at Soft Options for finally getting us over the BEST Go Live finish line, we are very grateful and are looking forward to moving forward with V14, IMF, E-Forms and BEST WEB and text messaging.”
It has been a pleasure working with Dorset Wheelchair Service and we wish them all the best as they continue to discover all that BEST can do for their service.