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Digitization – A Pathway Towards Digital Transformation

If we look back two and half decades, businesses have to provide input to their computing devices to convert data into a digital format.

Leaping of few years, businesses gain capabilities to process data over digital technologies instead of the manual or offline system.

This digital evolution is called digitization to digitalization!

Confused?

Like their spellings—digitization and digitalization are insanely interlocked together that anyone can get confused between both terminologies. However, if we try to explain in one line—‘digitization is information’ and ‘digitalization is a process.’

We know it still doesn’t give away why digitization and digitalization are different when they both deal with processing and interpreting information? So, let’s dig deeper and understand what lies in the roots of digitization and digitalization.

What is Digitization?

According to Oxford’s Dictionary — “Digitization is the process of changing data into a digital form that can be easily read and processed by a computer.”

In layman’s terminology, digitization is a method to turn information into binary digits (1’s and 0’s) so that computers can easily understand and process it.

In this process, the user takes analog information such as photographs, soundtracks, or documents and converts them into a digital form that can be stored and accessed by digital devices.

For example, a hospital converting patients’ paper records into Excel sheets for better preservation and access. Additional examples—scanning old documents to PDFs, transforming printed reports to meaningful data, turning a vinyl record into an MP3 file, and so on.

Whether you wish to preserve old information or capture new information for later use, the information dealing process will be called digitization.

Why is Digitization Important for your Business?

According to a McKinsey report, the pharmaceutical and medical industry shows the least amount of digital frontier gap for 13.4% and travel sector maximum for 51%. In this, if you are still wondering why to take a step towards digitization, reasons are:

Market Trends: It doesn’t matter which industry you are part of—the digital wave is everywhere. Thanks to cheap internet services and smart gadgets, today, digital technologies are in everyone’s hands. From booking a cab to consulting a doctor, everything is digital—now, it’s up to you whether you want to part of the trend or not?

Improve Efficiency: Your paperback business documents are prone to theft, loss, wear and tear—with no way to replace them. Therefore, if you don’t want to reduce your business efficiency due to inefficient information, safely store your data in a digital format.

Better User Experience: Presently, a fast and smooth user experience is an imperative way to grow your business, which you can’t achieve via manual services. The progressive businesses have completely understood this phenomenon, such as Pizza Hut started taking their customers’ orders through the interactive touch screen in their restaurants.

Limited Growth: If you haven’t digitized your data yet, you cannot take leverage from the new growth and marketing metrics such as social media.

What is Digitalization?

If you search for digitalization definition on Oxford’s dictionary, you will receive the same definition as digitization.

Wait, what?

Then, how come both terms are different?

Well, they are different—trust us, just let us break the concept for better understanding. Earlier, we mentioned that when a hospital converts patients’ records into Excel sheets, it’s digitization—but, when a hospital receives patients’ records in email and adds them into Excel sheets, records are already digitized; thus, this concept will be called digitalization.

So, digitalization is a process of converting information into different digital equivalents. For instance, recording patient’s data using a digital registration method is digitalization, but scanning printed records into digital form is digitization.

Digitalization is an ongoing process as new technologies are emerging and expanding the further scope of digital development. Therefore, twenty-first-century businesses can’t avoid digitalization!

Why Is Digitalization Important for your Business?

Roughly 4.66 billion people around the globe are using the internet at the beginning of 2021—that means 60% of the world’s population has embraced digitalization. However, if you haven’t digitalized your business yet, you should because:

Collaborated Team: When marketing and technical teams collaborate together, they can better understand customers’ needs and find better solutions to satisfy them. Using the analytical tool, the marketing team can effectively analyze market trends and provide correct data to the sales team to quickly convert potential leads into customers.

Improved Data Collection: Nowadays, businesses are busy collecting mountains of data related to their customers, but the real benefit is optimizing collected data for analysis. With digitalization, a system can gather the right data and intelligently analyze it.

Resource Allocation: Digitalisation can consolidate business resources into a centralized software for easy access. In 2020, businesses used an average of 900+ applications to run their operations, which makes it very hard to derive information from the various portal. Digitalization can help in streamlining different data silos to provide efficiency across units.

Elevated Profits: Digitization pushes businesses towards better efficiency and profitability. According to the SAP Center for Business Insights and Oxford Economics report, —80% of fully digitalized companies have recorded upward growth in their profits. Now, this fact is sufficient to know to prove how digitalization can improve business profits.

Key Differences Between Digitization and Digitalisation

For better clarification on the notion—‘digitization is information’ and ‘digitalization is process’—let’s understand what primarily set both terms apart:

Information Conversion

In both terms, information is converted from one form to another. Where digitization is converting analog information into a digital form, on the contrary, digitalization transfers information to equivalent digital devices. The information might be a common factor here, but the way to deal with it completely different.

Basic Purpose

Digitization is performed to make information highly accessible to a company. Imagine, when a hospital wants to retrieve the gynecologist department’s records for 2012, the manual search might take lots of time—even if all the documents are chronologically arranged. On the other hand, digitize records can be retrieved with one click, which makes it easy to access information.

The purpose of digitalization is beyond accessing information; it is a process of analyzing and interpreting information to improve productivity and efficiency. Such as, once the hospital has received information, they can analyze the gynecologist department’s data and interpret comparisons between 2012 and 2021 performance rates.

Functionality

Both terms are polar apart on the functionality grounds—digitization operates to store information permanently, and digitalization focuses on improving data accuracy.

For instance, a healthcare clinic can create permanent data backup digitally so that natural calamities, theft, or other incidents won’t damage their vital information. Next, they can form a correlation between information and arrange systematically to provide solutions. In a way, digitization stores information, and digitalization process that information.

Nature of Data

Historical data is converted into a digital format under digitization, like a media institution converting their old paper-based accounting files into ERP software. So, digitization deals with old information and gives it a new digital look.

However, digitalization revolves around both old and new information, such as a medical institution can record their old financial reports into the latest accounting software along with new year financial information.

Tools

Digitization and digitalization aren’t possible without adequate tools. For digitization, input tools are mainly used like Scanner, Digital Camera, Storage & Retrieval Systems, OCR Software, and others.

Multiple software solutions are used to accomplish the digitalization process, such as ERP Software, Messaging & Conferencing Software, Predictive Maintenance Systems, Robotics & Controller Systems,, and more.

Example

Suppose a doctor is conducting a study on traditional chronic diseases. For research purposes, he collected multiple handwritten paper manuscripts of his old patients and converted them into a checklist app to easily access the relevant information for his research.

Next, he used digital technologies to process and analyze data in real-time and draw insightful conclusions to include in his study.

Future of Digitization & Digitalisation — Digital Transformation

Digitization was started around 25 years back when computer systems become part of mainstream activities—so we can say that it’s now completed.

After digitization, the digitalization process began and continued to evolve with the introduction of new technologies. Slowly, digitalization is moving towards the digital formation—the future.

Digital transformation is a high-level digital business perspective where strategic decisions are made to take leverage from all digital technologies and change the overall approach of the business to create a resilient environment.

It is a broad framework, which is still evolving with the help of new technologies. It is projected that the global digital transformation market size to expand at a CAGR of 22.5% between 2020 to 2027.

Wrap Up

On parting thoughts, digitization deals with information, digitalization manages processes, and digital transformation happens to be a reformation. If we say digitization was the past and digitalization is the present, digital transformation is definitely the future.

So, it is step after step, which businesses should embrace to stay ahead of the competition and prepare themselves for the future.

Moving from a paper-based system to a digital system

Despite all the advances in medical technologies, Incident management remains a paper-based manual process in many hospitals. We understand that multiple factors drive these decisions. There is no single reason why any hospital continues on a manual process. 

Let us briefly describe the incident reporting process in a hospital. A reporter/witness has to fill in a paper form with as many details as possible. The quality team then reviews the report and collects other witness accounts and additional supporting information from the supervisor(s). Based on the data collected, the quality team performs risk assessment. At this stage, the quality team also decides whether the incident requires a more detailed, structured investigation. In cases where an investigation is not needed, the record is closed and filed for archival. But when an investigation is required, the quality team identifies a team of investigators: a group consisting of just the quality team or a team of individuals from across functions. This is the standard process followed in most hospitals, with some having variations to cater to their operations. This process can be followed either manually, which we call a paper-based system, or digitally, with the help of a software.

This article expounds on the effects of a paper-based vs a digital system on the incident reporting process and the various aspects to consider when moving from a paper-based system to a digital system.

Paper-based system

In simple terms, a paper-based system is one where information is kept on paper, rather than on a computer. 

Let us take the example of a hospital that uses a paper-based system for incident reporting. As you can see above, in every stage of an incident, the incident form (paper) is passed around to various stakeholders. Each stakeholder gets a copy of the incident form based on which they create their reports. The quality team collects all these individual reports and then files them together as part of the incident report. Each step involves moving paper, tracking them carefully across many staff. The process usually takes a few weeks until closure. 

With paper forms stored in files and folders, there is no simple way to locate a specific report involving a particular patient or generate statistics or identify any patterns. As a quality manager, suppose you want to analyze incidents from the past year and develop a set of guidelines or device process improvements so that some incidents do not happen in the future. There is no easy way to do this when you deal with paper forms. By practice, the quality team identifies common incidents and recommendations for preventing those. But to effect the changes, the quality manager has to collect conclusive evidence and statistics to highlight the pattern. With paper-based incident reports, this is a few weeks of effort to collect the required data and present it to the management.  

Keeping track of paper documents is not only a hassle but a waste of time and resources. Additionally, the data collected is relatively low quality in nature due to legibility issues. Safe storage from various hazards, securing from unauthorized staff only increases the complexity.

Digital system

In simple terms, a digital system is a system that stores the data in a searchable format on computerized storage. This storage could be on a local computer, on a server or the cloud. A Searchable format can be anything ranging from a simple Word document or an Excel sheet, a text document, or an elaborate record-keeping system on the cloud.

The same incident process: collaborating with multiple stakeholders, investigation reports, gathering statistics and identifying patterns become far more straightforward with a digital system. It is also simple to collect and manage all types of incidents – major or minor – leading to identify issues that otherwise go unreported. 

The quality of the data collected is better, and it is effortless to avoid duplication. The data may be accessed from anywhere while enforcing sufficient levels of security and authorization. It is also possible to restrict access to specific data and get visibility to all the modifications made. Moving to a digital system saves time, effort, resources and enables collaboration. It also helps improve communication and brings in better accountability. 

How to choose a digital system?

At this point, the motivations to going digital are quite apparent. The critical question, then, is – how does one choose the right digital system? Our answer is: start small. The transformation process is quite involved and can be daunting if we accounted for all the factors in the first attempt. There are also factors about data storage location and format to use. Our recommendation is to start with the most comfortable and familiar format: Excel Sheets. Manage the sheets on the local laptop/desktop or a network shared folder. Just doing this is already a successful first step to the transition to a digital system.

It is essential to build a habit of collecting the required data digitally using the newly devised system. It is easier to improve the system and the process to collect all the right data with regular use. Having the right data is the first step to identifying the system that suits the process in place. While digital data storage comes with many benefits, there are downsides based on the actual system in place. 

To understand this better, let us take a case where we use Excel sheets for managing incidents. For all the benefits that Excel offers, it is quite challenging to “organize” data effectively. Often it is possible to end up with multiple versions of a file shared over emails leading to merging efforts. Further, charting or pivoting the data requires significant knowledge and skill with Excel itself. Do watch this blog for an article on managing incident data effectively using Excel sheets.

We can address some of these complexities by using other tools like Google Forms or repurposing project management apps to manage incidents. For the technically savvy, bug tracking systems commonly used in software development companies are also a good starting point for incident management systems.

To conclude, the benefits of a digital system far outweigh the perceived convenience of a paper-based system in almost all aspects. However, transitioning to a digital system need not be a daunting task if it is taken one step at a time. Picking the right tools to aid in the transition by leveraging familiarity is an excellent way to get started quickly.

A brief introduction to Lite

When we launched QUASR a couple of years back, our motivation was to create an enterprise incident management software specifically for healthcare organizations in this region (South-East Asia). Having over a decade of experience working with the big guys in this region, we have an excellent understanding of what the big solutions did to service the big guys as well. In some sense, we were uniquely positioned to generate value. But we also figured that the big organizations are well serviced and tended to have very complex requirements on their tools. So our entire vision was to bridge the gap for medium-sized hospitals. To date, all our customers say they are pleased about their implementation of QUASR, which is unique to their organization and processes.

In early 2020, the pandemic hit. The pandemic meant a lot of the healthcare organisations had to start working remotely too. Much non-frontline work had to go remote in an environment that is traditionally not trained to work remote. While our solution is perfect for organisations to take their quality process online and remote, our solution wasn’t armed to help the smaller or niche, healthcare providers. Some of these providers have not evolved to have their quality processes, have a paper-form based flow but do not have volumes to warranty a separate software or are very early to benefit from even a mid-sized solution like QUASR. The features in QUASR, though, strategic and straightforward, is sometimes far more involved and complex for an organisation that is just getting started on this path.

That’s the genesis story for QUASR Lite. QUASR Lite is aimed at organizations that are just getting started on an incident management process. Whether you have a simple paper-form method or looking to create your own structure and process, Lite has you covered. QUASR Lite is unopinionated in that it does not enforce a workflow. 

What is QUASR Lite?

QUASR Lite is an online incident repository. It is a simple data capture tool and allows you to capture the incident data in a structured format. It makes your life easy to gather incident statistics and generate reports. Want to know how it works? Here is how.

You could very well do the same with an excel sheet. And we would have to agree. But the main advantage Lite brings to you over vanilla excel sheets is that: we have thought this one out for you. We have built it specifically for hospital incident scenarios. We consolidated our experience working with many hospitals and created a starter tool that will grow with you as you mature to bigger and more involved processes.

Who is QUASR Lite for?

Lite perfectly suits small hospitals, clinics, speciality hospitals, nursing homes and care centres and individual hospitals, that are either:

  • New to incident management 
  • Looking forward to digitalising their incident data; 
  • Looking to get started with a starter tool and graduate to more complex tools along the way. 

Lite takes all these scenarios into account. There are some opinionated decisions we have made in Lite, though. Lite is primarily meant as a tool for the Quality Management team. So we limited the number of user licenses to 5 per account. Ideally, 5 seats are plenty enough to have quality managers and even senior management from your hospital. Also, since Lite is for a closed team of Quality Managers, we don’t have email notifications baked in. We believe that if it is your primary tool for work, you might not want to be notified of every small action. However, this might change in the future. There are other uniquely designed features that we’ll go over in individual posts over the next couple of weeks.

Join the community

Lite is an evolving product. The first version which is taking trial requests now is the first feature-complete version. We will be adding an overall roadmap of features to Lite over the next several quarters. But more importantly, we believe that its users will drive the roadmap for Lite. We built the enterprise version of QUASR, ‘QUASR Enterprise’ the same way – based on customers’ direct feedback, their specific needs and requests. So we don’t see why Lite is any different. So if you want a product that suits your process, get on the train right now and help build the product you need.

Check out more features of QUASR Lite. You can sign up for a 30-day free trial here.

7 Essential Patient Safety Tools

Going Back to Basics

Simple and easy to use tools can bring surprising insights and amazing results. Most healthcare professionals especially safety and quality officers are familiar with and use them during their day-to-day work. Yes, we are talking about essential patient safety tools and techniques that ensure the delivery of safe and reliable care. These tools are the foundation of your hospital’s patient safety practices.

This article looks at 7 essential patient safety tools that are commonly used by hospitals and other healthcare settings. Most of the tools are simple and easy to use practical hands-on techniques. These essential tools are effective and provide a structured and systematic approach to improving patient safety. From fostering a culture of safety and teamwork, understanding the problems and bottlenecks, identifying root causes and areas for improvement, to proactively predicting and preventing failures, the toolkit can bring about sustained improvements. It is your companion in patient safety.

Listed below are 7 essential patient safety tools for your toolbox. You will find a short description for each of the tools, when to use them, how they work and in what way they help to improve patient safety. A general guide on tool selection for specific scenarios is provided for quick reference.

7 Essential Patient Safety Tools and Techniques

#1 Safety Huddles

A short meeting involving multidisciplinary care team members at the start of a workday or shift to focus on care coordination identify safety issues and flag concerns. It is an effective and efficient way for healthcare teams to review performance, share information and enhance team communication. In the process, it helps to build a culture of safety and teamwork.

#2 SBAR (Situation-Background-Assessment-Recommendation)

This is an easy-to-use, structured form of communication that enables information to be transferred accurately between individuals. It helps you to formulate your thinking and convey information clearly and by doing so prevent miscommunication. SBAR is particularly effective in communication across different disciplines and between different levels of staff.

#3 5 Whys

This is a simple yet effective tool used to identify the root cause of a problem by repeatedly asking the question “why” 5 times. It helps us to truly understand a problem and get to the root cause. No statistical data required. This tool allows you to focus your resources on the right area, solve the true cause of a problem, and not just its symptoms.

#4 Action Hierarchy

Action Hierarchy tools help to determine the strengths of the action by levels or categories. The outcome of an investigation and root cause analysis is often a set of recommended actions (hence RCA2).  This tool will assist the team to identify corrective/preventive actions that will give the biggest impact and greatest results.

#5 Cause and Effect Diagram

Also known as Ishikawa Diagram or Fishbone Diagram, this tool helps your team to explore the many causes contributing to a certain effect and graphically displays the relationship of the causes to the effect or outcome. It is a commonly used tool to help identify areas for improvement. Causes are typically grouped under 5 categories, namely People, Methods, Materials, Equipment, and Environment.

#6 Process map

A process map or flowchart is a graphical representation of the sequence of steps and how things get done in a process. It helps your team to visualize and have a clear understanding of current processes – an important first step to help identify problems, inefficiencies, and areas for improvement. Common symbols are used so that the flowchart is easily understood by everyone.

#7 FMEA

FMEA is a tool for conducting a systematic analysis of a process or product to identify and prevent the problems before they occur. It prompts your team to proactively review and evaluate what could go wrong (failure mode), why failures happen (failure causes), and the consequence of failure (failure effect).  Improvement plans can then be carried out to prevent those failures. The focus of FMEA is to proactively identify potential risks and their impact, prevent failures and make the system more resilient.

General Guide on Tool Selection

Look for opportunities for safety improvement or launch new safety improvement programs in your hospital. Set your patient safety goals and objectives. Use the following as a general guide to select the appropriate tools.

  • Developing a safety culture, building teamwork and enhancing communication – Safety Huddles, SBAR
  • Developing a safety culture, building teamwork and enhancing communication – Safety Huddles, SBAR
  • Developing a safety culture, building teamwork and enhancing communication – Safety Huddles, SBAR
  • Developing a safety culture, building teamwork and enhancing communication – Safety Huddles, SBAR