Move Fast. Prove It Was Done Right.
LifeCenter and Lifeline of Ohio coordinate time-critical donor and recipient work on one record, with the evidence to prove every step.
- Industry
- Healthcare
- Coverage
- More than 2 million people
- Organizations
- Two, sharing IT, finance and administration
- Up to 80%Time savings across data collection, program management and reporting
Some operations run against the clock. Minutes decide whether help arrives in time, whether a shipment makes its window, or whether an organ or tissue donation can move forward for a patient waiting on a transplant list. At the same time, that same operation almost always answers to a regulator, an accreditor, or an internal quality standard. Someone has to prove the work was done correctly, documented, and repeatable.
Balancing both is hard, especially for mission-driven organizations running on lean budgets and small teams. When the time-critical work still runs through paper forms, phone calls, and email, and the compliance side still runs through spreadsheets and manual sign-off, speed and accuracy both suffer. So does everyone’s confidence in the record afterward.
Minutes lost to paper, and records no one could verify
LifeCenter and Lifeline of Ohio are organ procurement organizations that promote and facilitate organ and tissue donation for transplantation, serving more than 2 million people across their combined coverage area. To stretch lean budgets, the two organizations share departments such as IT, finance, and administration. Together they set out to improve speed, quality, and compliance for the families, recipients, and medical staff they serve.
When it comes to organ and tissue donation, time is critical. Before TrackVia, on-site coordinators managed the donation process with paper forms, emails, and phone calls, losing valuable minutes at every step. Office staff then tracked that same information, including reportable events, through email and spreadsheets. That made formal documentation for quality standards and regulations difficult. It also raised the risk of data errors, lost time, complaints, and compliance issues.
The compliance side carried its own burden. Organ procurement organizations must meet training and certification requirements in a regulatory environment that keeps shifting. Office staff struggled to confirm that case workers had read important notices and completed required training. One organization resorted to posting paper sign-in sheets on an office door. When it came time for an internal or external audit, the supporting records lived in paper files that had been aggregated by hand into old software. The whole process took time away from the work that mattered most.
Document the donation first, then bring training in
LifeCenter and Lifeline of Ohio chose TrackVia for its ability to be customized, its flexibility to support every employee in the field and in the office, its affordability, and its clean, simple design. The two organizations started with the workflow that mattered most first: the donation documentation process itself.
Capture donation data in real time
Coordinators now capture donation data in real time through a mobile app instead of paper forms and phone calls. That information feeds directly into a central database. Coordinators can sign off on reports and other documents right from their mobile devices, and the office receives an alert the moment a donation step is completed.
“TrackVia has improved the accuracy of our data. In the past it was a chore for our coordinators to document issues in real time. Now, they can just open the mobile app or website, check a few boxes and they are done.”
Extend the same approach to training and certification
With that first workflow in place and working, the two organizations extended the same approach to training and certification. Case workers now complete and confirm training inside the same system used for donation documentation. That replaced the paper sign-in sheet on the office door with a record the compliance team can actually verify.
With Excel, we couldn’t see what employees were doing. With TrackVia it’s easy to track work and view what exactly has been completed. This resulted in an 80% time savings.
Faster work that stands up to an audit
- Up to 80%Time savings reported across data collection, program management and reporting
Up to 80% time savings
LifeCenter and Lifeline of Ohio report up to an 80% time savings across data collection, program management, and reporting.
More accurate data
Both organizations agree that the accuracy of their data has improved a great deal since making the switch.
Better prepared for audits
Centralized, accessible data made both organizations more prepared for planned and unplanned audits.
A full audit trail
Being able to show a full audit trail of every change in the system mattered just as much as the time saved.
What other time-critical teams can take from it
Speed and accuracy can go together
For any organization balancing time-critical work with compliance and documentation requirements, that’s the real payoff. Speed and accuracy stopped being a trade-off. The faster way to collect data also became the more accurate, more auditable way.
Expect the requirements to keep changing
New regulations, new training requirements, and new reporting needs will keep arriving. The way an organization documents its work today shouldn’t have to be the way it documents that work three years from now.
After vetting out several other solutions, TrackVia quickly seemed like a perfect solution for us… Our needs change almost weekly as regulations and the industry evolve, and we needed the flexibility to constantly tweak our platform in real time.
Projects that used to sit delayed for weeks now finish in days or even hours.
With Excel, we couldn’t see what employees were doing. With TrackVia it’s easy to track work and view what exactly has been completed. This resulted in an 80% time savings.
I wound up being able to do the same amount of work with only eight people versus 13 and that became the driving factor for them to accept TrackVia.
We are very pleased with the ease of use of the mobile application. We are thrilled to have instant visibility of the sterilization process and to be able to see immediately where issues are occurring. This enables us to focus on our number one priority, which is our patients and their loved ones.
TrackVia has truly changed the game on software development and deployment. We created and rolled out a mobile workflow app with limited resources in a very short period of time.
Their solution provided the flexibility we needed to meet unique project requirements while affording visibility and control.
TrackVia has improved the accuracy of our data. In the past it was a chore for our coordinators to document issues in real time. Now, they can just open the mobile app or website, check a few boxes and they are done.
The first application I built—it was simple—I think it took 10 minutes.
Become a success story
Increased productivity
Do more work with the same people.
Reduced cost
Less manual work, rework, duplicate entry, and administrative overhead.
Reduced risk
Better compliance, evidence, accountability, and auditability.
Improved performance
Faster cycle times, fewer delays, earlier intervention, and higher service levels.
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