Can Digital Smart Workflows in a Hospital Free Staff from Documentation and Administrative Work?

Abstract

This study investigates the impact of implementing smart, digitally supported workflows on administrative efficiency in a large German hospital network through the ScanProCare! project. The primary aim was to assess whether the introduction of standardized digital processes leads to measurable time savings across different clinical departments. A longitudinal evaluation design was employed, comparing pre- and post-implementation data. The study focused on quantifying changes in process frequency and duration in operating rooms (ORs), intensive care units (ICUs), and normal wards. Results demonstrated time reductions in several areas: OR documentation decreased by 9.09% (582 hours/year), with implant and material documentation reduced by 65% and 50%. Material request times halved, saving 2,720 hours annually, while normal wards saw the largest savings-9,235 hours for documentation and 5,804 for requests. Some tasks became more time-consuming or were unchanged. incomplete master data, and ongoing training needs limited full benefits, highlighting the importance of continuous system refinement and user support. The study concludes that while digital workflows can enhance operational efficiency, continuous system refinement and user support are crucial to maximizing benefits.