Case Study for an Ambulance Company
Veho Genie was approached by a private ambulance company based in the Thames Valley Area. This particular company were looking for a more effective way to manage their pool of self-employed paramedics and ambulance technicians.
Why Veho Genie
This company was faced with a number of challenges as they increased the number of staff they had on their books and we increasing the amount of patient transfers and events that they were working on.
Issues keeping on top of staff documents and checking that they were eligible to work in.
In this industry it is vitally important that staff sent out to patients and clients possess the right qualifications. Even more so for companies aiming to pass their CQC registration.
Veho Genie has allowed this company to put the emphasis on staff to upload the appropriate documents to their profile on the site. Previously staff had emailed in their documents, and then the company would save them to a Microsoft Office folder. Alternatively, staff would post in their documents and the admin team would have to scan and upload them to the computer.
Using Veho Genie, staff are encouraged to upload their own documents and administrators simply have to accept them. They are then kept in a secure, password protected system using two factor authentications. This is a fully GDPR compliant process.
Too much time spent on chasing up staff to see if they are available to work
Too much time was wasted on individually emailing and calling staff to confirm if they were available to work. This was then entered on a complex spreadsheet which was not accessible by all users if they were out of the office.
Veho Genie allows staff to log in and see what work is available and simply click “apply” if they are available. As Veho Genie is a cloud-based system that can be accessed on any internet enabled device it has now become easy for admins to see the full staff available list.
Unsure as to whether staff had read vital, pre-event documents
This company previously emailed out vital specific documents such as briefing notes, site maps and patient record forms. There was no way for the company to confirm that staff had read and understood these particular documents.
Veho Genie allows documents to be uploaded to events so that staff can view and download them. They can then print, sign and upload them or click to say they have read them. This feature then time stamps the document and makes it clear to administrators who has and hasn’t read the documents.
Unable to confirm if all staff had received their start times for each shift, and last-minute changes/updates became impossible to confirm.
Previously each member of staff was sent out their specific shift details in the form of a manual text. If there were last minute changes, such as an earlier start time, or a different starting location, this had to be communicated to all staff individually by text, and there was almost no way to confirm that they had receive this information. This then required numerous hours to be spent calling around all staff.
Veho Genie sends out shift start times, locations and end times in the form of an “assignment” and staff receive these details by text, and within their Veho Genie profile. They then accept the details by replying to the automated code at the bottom of the text. Administrators then watch as the assignment colour changes from orange to green as it is accepted. If the start time needs to be changed, this can be done within the assignment, the staff will receive a new text, and they will have to respond with a new code to confirm they have received the change and turn the assignment from orange to green once again.
Invoicing and timesheet entry
One of the most time-consuming processes for this particular company was the requirement for staff to invoice the company. Previously staff would email in their own attempt at a timesheet which would often be filled with calculation errors. This would then need to be imputed by the accounts staff into their accounting system, which on average would take 5 minutes per invoice. For a month involving 100 invoices 8.5 hours of admin time.
Veho Genie allows staff to fill out their timesheet online, with boxes to select start and finish times which then automatically calculates the total hours without any admin interaction required. Staff can also add expense receipts to this area. The invoice is submitted, and administrators just press the “accept” button if they are happy. This process now takes just approximately 30 minutes, saving around 8 hours in administrator time.
Paying roll was taking too long to run
For this particular company it took a very long time to pay all staff, and even to find out who was owed what and what their particular bank details were. This would involve even more spreadsheet and a laborious process of cross-checking multiple documents,
Veho Genie has a clear “payments due” tab where it is obvious how much members of staff are owed, and their bank details from their profile which is all listed in one clear view. This view can also easily be exported to excel so that if required this could be given to payroll/book keeping staff to easily work their way down one list. For some banks, this list can be imported directly into their system and pay staff automatically.