There can be many unpredictable situations in a hospital but having an unexpected situation is never an unexpected scenario to a healthcare provider. However, despite the frequency of emergency situations, many healthcare facilities still rely on manual emergency medical resource management or recall management systems. For instance, this could entail manually calling specialists during a surgery and assembling a team.
When it is about life and death, and especially at a place like a hospital when every decision and every second matters, an emergency resource management process or emergency recall to duty system needs to be flawless.
Automated Recall Management System
Healthcare facilities can easily solve this challenge by introducing an automated emergency recall management system. The core idea is to send notifications to special groups of personnel when situations arise, and additional resources are needed. Whoever get the notification will have the option to respond to the recall or simply decline/ignore it if they cannot help at that time. When threshold numbers of personnel from different groups are reached, the emergency recall notification will be turned off automatically. The whole process can be managed and organized from a central dashboard.
Let’s see how it works with an example.
Imagine, a hospital is already experiencing a busy day with every single staff member working tirelessly. Suddenly, a mass shooting incident occurs nearby that causes many injuries and fatalities. The injured need immediate medical attention, which means the hospital needs additional surgeons, assistants, technicians, and nurses to assist with the influx of new patients.
How do most hospitals operate when additional resources are required immediately?
The answer is: they either send notifications to PDAs or announce emergency alerts via an emergency speaker. This process may sound efficient because you are gathering resources but if you look deeper, then you will realize that this kind of mass notification can cause unnecessary resource hoarding and confusion. The other option is calling every staff manually and learn if they can respond to the hospital immediately.
However, this is not a very reasonable process as well. Why? Because, in a manual process, the administrative team needs to keep calling staff one by one until enough additional personnel, including surgeons, doctors, nurses, and technicians, are secured. As you can understand, this process will take a lot of phone calls, assumptions, and confusion. Not to mention the amount of time it requires to gather all needed personnel. With a critical situation in the emergency room with many severely injured people, nobody can risk wasting time.
So, instead of calling, texting, or emailing everyone frantically, the hospital admin team could respond to the situation in the following way:
- Quickly draft a recall to duty messages (for voice, SMS, and email delivery) that clearly states the situation and why additional resources are requested.
- Select a contact list that has all personnel contact details and their roles listed.
- Send the recall message via multiple channels to all of them at once with the option for them to respond by taking a certain action (replying with a keyword to an SMS, pressing 1 after a voicemail, clicking a link in an email). Set the condition to pause the message when a full team is assembled. Set a condition to redial automatically after a specific period like every five minutes until enough personnel respond.
- Oversee the number of responders from a central dashboard.
- When the required number of staff for each group agree to help, automatically complete the recall notification and notify the rest of the contacts that the team has been assembled.
In this way the hospital can easily assemble the team they need to handle the without spending valuable time or unnecessarily gathering more resources than is required.
Okay, But How Can We Execute This Solution?
Naturally, the first question in mind when someone reading the automated recall solution is: how to do this or do I need a special software to execute the solution? Well, as a matter of fact, you do need a special kind of technology to execute this solution. You will require a software that can send recall notifications via multiple channels to a specific list of contacts and provides a dashboard from which you can manage all recall campaigns and monitor incoming responses.
The best part: there is a fully operational, ready-to-go solution available for healthcare providers to utilize.
SimplyCast has built an emergency resource management solution to help healthcare providers recall resources and staff whenever there is an unexpected scenario. Using SimplyCast’s Recall software, email blasting software, SMS software, voice broadcasting software, and contact relationship management system, our team developed a solution that can send mass recall notifications to nearly unlimited contacts at a lightning-fast speed. Using a user-friendly dashboard, healthcare providers can easily build recall message templates, choose contacts from pre-built lists in the CRM system, and set multiple conditions to assemble a team of different types of specialists. No coding skill, technical knowledge, or hardware is required.
This solution is built by using 100% in-house technology. Which means, we can easily customize it to meet your requirements. We also address critical security issues, as information security is a highly sensitive factor in terms of healthcare communication. Our company is ISO 27001:2013-certified with datacenters in the USA and Canada. Our military-grade encryption ensures secure data transmission while we boast a minimum of 99.5% uptime to prove our reliability. You can send 150,000+ messages/hour and run the platform with 10,000+ sessions concurrently.
If you are interested in our state-of-the-art emergency resource management solution and willing to learn more about how this solution can integrate with your current emergency recall communication strategy and improve your recall management system, reach out to us. We would love to explain how the whole solution works.
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