Case Study:
NHS GLOUCESTERSHIRE

WE HAVE EXTENSIVE EXPERIENCE OVER THE PAST 20 YEARS OF PROVIDING THE NHS COUNTYWIDE WITH A HIGH QUALITY EFFICIENT SERVICE, DELIVERING ESSENTIAL CLINICAL FORMS, PATIENT INFORMATION PRODUCTS AND OTHER PRINTED PRODUCTS TWICE PER DAY.

Team

Tessa Falzon – Account Manager

Craig Wilson – Production Manager

Brendan Vaughan-Spruce – Design

Categories

Web

Print

Design

A BRIEF HISTORY

Colour Connection actively promotes feedback from clients, which can take place by follow up calls from the Account Manager, via email and an annual Customer Satisfaction Surveys.

This is taken seriously and is important to improve or maintain high quality future outcomes.

DEDICATED TEAM

A dedicated team of 10 staff provide the over-arching service from order processing to design to production and distribution. We receive over 50 orders per day through the MIS, which are processed and delivered within 48hrs. A dedicated Colour Connection Account Manager for the NHS makes regular face-to-face visits to all departments, checking and ensuring high levels of satisfaction with regards to the quality and service we are providing through valuable feedback.

BESPOKE SYSTEM

The process is streamlined through a bespoke Management Information System (MIS) which allows the client to not only place orders but track the progress of existing orders. In addition to the above, Colour Connection are also a member of the documentation group, which communicates all changes to the clinical forms used within the NHS Foundation Trust.

COST EFFECTIVE

Our role is to challenge changes which will lead to an increase in production cost and offer a more cost effective alternative. Colour Connection have been proudly providing an online ordering service to the NHS, which has proved to be highly successful over the past 20 years, reducing the amount of purchase orders raised via procurement. Therefore, significantly reducing administration costs to the Trust, with details of the success and process below.

Services Beyond Care

We have 750 online users throughout the NHS, ranging from ward clerks to departmental managers, who are assigned a login and password, enabling users to access a dedicated Colour Connection online ordering facility, customised to the NHS. The MIS contains circa 3000 stock documents ranging from patient information leaflets to clinical documentation used on a day-to-day basis within hospital wards. Once the customer has accessed the site they follow a clear and easy to use ordering procedure by selecting and confirming the product and quantity required. From here, the order has been placed which is received at the Gloucester office, where it is checked and accepted. Once approved, the information feeds directly back into the MIS and an acknowledgement email receipt is sent immediately to the customer for their records, detailing delivery and cost. For peace of mind, all item prices have been pre-agreed contractually.

The bespoke design offering is handled directly by the Account Manager as a personal service, who deliberates a detailed brief with the client and coordinates with the in-house design team. Visual proofs are provided, allowing for amendments and fine tuning. The NHS maintains the ownership rights to the designs for future use. Once the design is agreed, the production process begins and the client receives an immediate order confirmation email, again outlining the details of the job, delivery and cost.

All orders placed are tracked via the MIS which are barcode scanned, enabling any member of the team to locate a job during the production process. This provides the client with vital clarity for up to date progress and tracking of desired products.

We are very proud of our MIS built for the use within the NHS. This can also be provided and adapted to other clients who have high levels of documentation that requires very clear tracking which is user friendly and can be closely managed.

At the end of each month a consolidated invoice is created for each of the Trust’s finance departments, accompanied with a customer history report detailing all orders placed. This is also supplied as an excel report for internal distribution to all wards and departments via email. Products are delivered twice a day to agreed locations throughout the county using Colour Connection employees and branded vans. Ordering history built up over several years enables us to plan efficiently to ensure we have correct stock levels and ability to react swiftly to urgent orders.

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Unit 5A, Block B, Tuffley Park, Gloucester, GL2 5DE

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