Saving Time and Improving Documentation during Consultant Ward Rounds for Southern Hospice Group

The Challenge: Inconsistent Documentation and Workflow Disruptions

At Southern Hospice Group, consultant-led ward rounds play an important role in coordinating patient care and reviewing treatment plans. During these rounds, clinicians need to access and update the Electronic Patient Record (EPR), review medication charts and document clinical decisions.

Previously, the organisation relied on an older computer on wheels to support this process. However, the devices were prone to crashing and lacked reliability. This created workflow disruption and limited the ability to consistently document at the bedside.

Too frequently, clinical notes had to be written up after the ward round, adding additional administrative work and delaying updates to patient records. The team wanted a way to document care decisions in real time and reduce the time spent completing notes after rounds.

The clinical team needed a dependable solution that would:

• Allow access to EPR and electronic drug charts in patient rooms
• Support accurate real-time documentation during consultant ward rounds
• Improve reliability compared to the previous system
• Adapt ergonomically to different members of the clinical team

Why the Hospice chose Kinetic-ID Workstations

Around 18 months ago, Southern Hospice Group introduced two Kinetic-ID Workstations on Wheels (WOWs) to support consultant ward rounds.

The Kinetic-ID mobile workstation allows clinicians to bring full access to the EPR and electronic drug charts directly into the patient’s room. Its adjustable height supports multiple users during rounds, and the battery life comfortably lasts throughout extended clinical sessions.

Consultant ward rounds at the hospice typically take place two to three times per week and can last between two and four hours, making reliable mobile access to digital records essential. The workstations are used specifically during consultant ward rounds, where multiple clinicians are present, and documentation is required in real time.

One clinician commented

‍“Using the WOW during consultant ward rounds means we can record notes immediately rather than writing them up afterwards. That saves us around one to two hours per round and ensures patient records are updated straight away.”

The Impact: Accurate, Efficient, and Time-Saving Documentation

The introduction of the Kinetic-ID WOWs has enabled the hospice team to record and access patient information more efficiently during consultant ward rounds.

• Accurate Real-Time Documentation: Notes are recorded directly into the EPR during the ward round, reducing reliance on retrospective documentation.
• Immediate Information Availability: Key clinical decisions and updates are instantly accessible to the wider clinical team.
• Improved Reliability: Unlike the previous computers on wheels, the new system provides consistent performance, helping avoid disruptions during ward rounds.
• Significant Time Savings: By documenting during the round rather than afterwards, the team estimates that the WOW saves approximately one to two hours per ward round.
• Ergonomic Flexibility: The adjustable height feature is particularly valued, allowing clinicians to work comfortably during longer ward rounds involving multiple team members.

Maintaining Patient-Centred Care 

While the workstation is highly effective during consultant-led ward rounds, clinicians remain mindful of maintaining a patient-centred approach.

The team notes that a mobile workstation can create a physical barrier during one-to-one consultations. For this reason, the devices are primarily used during structured ward rounds rather than individual patient discussions. This thoughtful approach allows the hospice to benefit from efficient digital documentation while preserving meaningful face-to-face interactions with patients.

Looking Forward: Streamlined Workflows and Reliable Digital Access

For Southern Hospice Group, the Kinetic-ID WOW has helped integrate digital records more effectively into bedside care. By enabling reliable, real-time documentation during consultant ward rounds, the organisation has streamlined clinical workflows while ensuring key patient information is captured and shared immediately with the wider care team.

With improved reliability, better access to patient records during rounds and significant time savings for clinicians, the hospice team would recommend similar mobile workstation solutions to other hospices seeking to enhance digital documentation while maintaining a patient-centred approach to care.

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