Move Fast. Prove It Was Done Right.
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.
Industry
Healthcare
Location
United States
Clients Served
2,000,000+
A Lean Team Racing the Clock and the Paperwork
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.
Lifecenter and Lifeline of Ohio report up to an 80% time savings for data collection, program management, and reporting
How LifeCenter and Lifeline of Ohio Got Started With TrackVia
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.
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.
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.
Before TrackVia, this information was found in paper files which had been aggregated and recorded in Lotus Notes
Increased Speed, Quality, and Compliance
LifeCenter and Lifeline of Ohio report up to an 80% time savings across data collection, program management, and reporting. Both organizations agree that the accuracy of their data has improved a great deal since making the switch.
“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.” Michael Fite, Business Intelligence Analyst
“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.” Carrie Holzderber, Quality Director
For any organization balancing time-critical work with compliance and documentation requirements, that’s the real payoff. Centralized, accessible data made both organizations more prepared for planned and unplanned audits. Being able to show a full audit trail of every change in the system mattered just as much as the time saved. Speed and accuracy stopped being a trade-off. The faster way to collect data also became the more accurate, more auditable way.
Your Operation Should Keep Getting Better
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. TrackVia combines a proven starting point for time-critical, compliance-heavy operations with the adaptability to put new requirements into practice as they change.
Purpose-built for the work. Connected as it happens. Adaptable as operations change.
Connect the work. Control the operation.
See how TrackVia can help you move fast without losing the record you need to prove it.