Registers and dashboards for facility records
Policy, credential, facility-round and device registers for healthcare organisations, and revenue dashboards built from your own billing data.
- Built by
- ITF Digital
- Built for
- Facility records: maintenance, inspections, training, stock
- Patient records
- Stay in your clinical system
- Revenue dashboards
- Totalled from your billing exports
- Handover
- The system, its data model, the test record and the manual
ITF Digital builds the non-clinical systems healthcare organisations keep in spreadsheets: the policy register with acknowledgements, staff credential expiries, facility rounds, the CBAHI evidence index, device traceability, complaint logs and revenue dashboards. They are built for facility records, such as maintenance, inspections, training and stock. Patient records stay in your clinical system.
- 01 Enquiry
- 02 Survey
- 03 Scope
- 04 Plan
- 05 Execute
- 06 Evidence
- 07 Review
- 08 Next cycle
Registers and dashboards for facility records sits at step 6 of the same eight steps, with health's names. You receive the evidence index, or the monthly revenue cycle report.
The spreadsheet one person updates
Most healthcare registers live in a spreadsheet that works until the person who keeps it goes on leave.
The credential register is updated by one person, so a licence expiry is found when someone asks for the licence. Policies sit in folders per department with signed sheets in a drawer, and nobody can say who has read the current version. On survey day the evidence is on a shared drive nobody can search.
Device companies have a sharper version of the same problem. A traceability spreadsheet that three people edit has no history of who changed what, and ISO 13485 expects software used in the quality system to be validated for that use. The day it matters is the day a recall list has to be built from it.
What gets built, and for whom
Each system replaces something a healthcare organisation already keeps, usually badly.
| System | For | What it replaces |
|---|---|---|
| Policy register with read-and-acknowledge | Hospitals and clinics | Folders per department and signed sheets in drawers |
| Credential and certification expiry register | Hospitals and clinics | A spreadsheet one person updates |
| Facility round app | Facilities teams | Paper checklists photographed on phones |
| CBAHI evidence index | Quality departments | A shared drive nobody can search on survey day |
| Traceability register | Device importers and distributors | Delivery notes without lot numbers |
| Complaint and vigilance log | Device companies | One log mixing late deliveries with device failures |
| Revenue cycle dashboard | Clinics and practices | A monthly spreadsheet built by hand |
What is handed over
The system itself
Running on the data model agreed with you, with your users set up.
The data model
Every field, its type and who can edit it.
The test or validation record
Evidence that the system does what it is meant to. For device companies, written as software validation for the quality system.
The operations manual
How to add users, run the exports and change a list, written for the person who will own it.
The handover pack
Access details and configuration, collected in one pack from ITF Digital.
From the data model to go-live
The data model is agreed with you before a screen is drawn.
- 01
Data model first
Every field is listed and agreed with you, with its type and who can edit it.
- 02
Clinical records stay in your system
Where a workflow has to point at a clinical event, it uses the reference number from your clinical system.
- 03
Aggregate before display
Exports from your practice management system are totalled by payer, month, denial reason and age of receivables before they reach the dashboard.
- 04
Test or validate
The system is tested against its intended use. For a device company under ISO 13485, the record is written as software validation.
- 05
Handover
The system, the data model, the test record and the operations manual.
A distributor's lot register
A device distributor tracks lots in a spreadsheet that three people edit. Under ISO 13485 the tool it uses to track lots has to be validated for that use, and the spreadsheet has no history of who changed what.
ITF Digital builds a traceability register that records each lot at goods-in and at delivery, keeps an edit history and exports a recall list by lot in one step. The validation record for the register goes into the quality system.
The distributor ends up holding the register, its validation record and a mock recall export.
Asked before a build
Can you connect to our hospital information system?
For non-clinical data such as staff rosters, where your system allows it. Clinical records stay in the system that holds them, and a register refers to them by reference number.
Does the revenue dashboard replace our billing system?
No. Revenue work runs in your existing practice management system, and the dashboard reads aggregated exports from it. The pattern shows on the dashboard; the patient detail stays at the source.
Why does ISO 13485 care about a spreadsheet?
Clause 4.1.6 requires software used in the quality management system to be validated for its application before first use and after changes, in proportion to the risk. A shared spreadsheet with no edit history is hard to validate and harder to defend at audit.
How does the CBAHI evidence index work on survey day?
Each requirement in the index points at the document or record that proves it. The surveyor asks for a standard, and the evidence opens from the requirement instead of being searched for.
The ITF Digital pages behind this
Document control systems
Versions, approvals and distribution held as a system, so the copy in use is the current one.
Read moreITF DigitalDashboards and reporting
Reports assembled from the records themselves, not retyped each month.
Read moreITF DigitalInspection apps
The facility round on a phone, with the photograph attached to the finding.
Read moreITF DigitalWorkflow automation
Expiry alerts and handoffs that stop depending on one person's memory.
Read moreITF HealthCBAHI policies and records
Document control, staff files and licence expiries, prepared for the survey.
Read moreITF HealthISO 13485
The medical device quality system the traceability register sits inside.
Read morePart of one system
Every division keeps records to the same standard, so the second one you need works the way the first one did.
Bring the spreadsheet
A systems call starts from the file you use today: which fields matter, who edits it and what it has to produce. That is most of a specification.