The Grange University Hospital Install

The Grange University Hospital is a new hospital located in Gwent, South Wales. Originally due to open in Spring of 2021, the hospital opened ahead of schedule in November 2020 to assist with the demands of the second wave of COVID-19 and other winter season health pressures.

Sysmex UK manage a Primary Managed Service Contract for ABUHB (Aneurin Bevan University Health Board), which includes the provision of haematology and haemostasis services, blood transfusion, allergy testing and the provision of HbA1C at The Grange University Hospital. Installation for these services at The Grange University Hospital were planned for the beginning of 2021, ahead of the scheduled opening of the new hospital. However, in order to meet the demands of additional pressures on healthcare services caused by the second wave of COVID-19, in July 2020 Sysmex UK were asked to bring the installation forward. This would mean the entire installation and go-live would have to be completed in just over 3 months. To reflect on the installation and go-live process, we spoke with Stacey Wetherell, the Haematology Operational Manager ABUHB and Tim Walbyoff, the Pathology Procurement and Project Officer ABUHB, to take us through this very unique experience. Collectively, we installed and went live at The Grange Hospital in just over 3 months, that is quite the turnaround! Obviously, we were working in unprecedented times with the COVID-19 pandemic, can you start by describing the initial experience and move to The Grange Hospital? Stacey: We were really pleased with how the whole process went. The installation process and then the go-live was seamless. The support we received from the Sysmex engineers responsible for the install was first class. We were working ahead of schedule and everything was completed in a timely manner, the commitment shown by the engineers was fantastic. We really couldn’t have done it without them onsite day and night. The training plan that was created by Training Specialist Natalie Bowen was very useful. We received bespoke training support which was enhanced with the training webinars that were provided by Sysmex Training Academy. I was, and still am, very happy and pleased with the whole process. Tim: From my point of view, we have a great relationship with Sysmex, it’s definitely a true partnership that we have. There is certainly a heightened level of trust there, it’s not your usual pigeonholed customer-supplier relationship. I think Sysmex go above and beyond the normal contractual expectations and that has been proven with this move to our new hospital; things would have been tricky anyway, but the relationship we have built with Sysmex over the years helped out in this installation process. The installation at The Grange Hospital was overseen by Milly Mitchell, Project Manager at Sysmex UK. The installation process and all communication relating to the installation was distributed on a project management tool called SmartSheet® which is used universally throughout the Project Management Team at Sysmex UK. Having no experience with using SmartSheet® before this installation both Stacey and Tim commented on the ease of use of the tool and how clear and concise the information provided via the project management tool was.

“We [Sysmex and ABUHB] do work well together. I think we both compliment each other. Our Sysmex MSC is the benchmark that I measure the other ones. As it stands, no one comes close to you, so it is an absolute credit to everyone involved.” – Tim Walbyoff, Pathology Procurement and Project Officer ABUHB.

Could you comment on the channels of communication that were used throughout the process and how that helped with the ease of sharing information between everyone who was involved in this project? Stacey: Milly Mitchell, the Project Manager was instrumental throughout the whole process. Everyone who was involved in the project knew exactly what was happening and their responsibilities in the project. We were all given training on how to use SmartSheet® which was great. It is such an easy tool to navigate around. Through SmartSheet® we were able to track the major milestones that needed to be hit and I think most of those milestones were hit ahead of schedule. The whole project was managed so well. Tim: All communication was done virtually, there were no face-to-face meetings, no site visits during the pandemic because of the restrictions in place. By using SmartSheet® we were able to share photos, showing access points within the new laboratory and all decisions made about the layout of the new lab were done via SmartSheet® too. It was a very, very good tool to use.

Stacey: If you said to us 24 months ago that we would be completing an entire install and go-live in a new hospital, with all communication being done virtually, we wouldn’t have thought it was possible! Due to the logistical obstacles of the COVID-19 pandemic, a new way of virtually operating had to be adopted. The way in which Sysmex communicated, provided training, conducted site surveys and site visits all had to be adapted to this new way of working. Utilising digital technology to provide new innovative ways in which Sysmex could keep lines of communication open with ABUHB was key to ensuring that everyone knew what was happening throughout this project.

As part of this installation, all analysers were pre-built off site at the Sysmex UK offices in Milton Keynes, and then transported to The Grange Hospital site once the pre-build was completed. Streamlining this part of the installation process ensured efficiency, reducing time on site for the engineers and further reducing any risks identified due to the COVID-19 pandemic. The majority of the training support provided by Sysmex UK was delivered virtually by the Training Academy and all staff at The Grange Hospital had access to these webinars. By providing the training virtually we were again able to reduce any health and safety risks due to COVID-19, but also provide flexibility to ABUHB for when and where they completed the training.

As the project happened on such short notice, what challenges and experiences did you face along the way and how were they resolved? Stacey: One concern that we had was around contingency and what would happen if one of the other sites went down during the transition. Sysmex were soon able to put our minds at ease which gave us the confidence to eliminate this concern. We had enough analyser capacity across the other sites, along with a robust system at The Grange Hospital too. So much planning went into the installation and the transition that I was confident that we would have been well equipped to deal with any challenges. Tim: From my point of view, cost was the biggest concern. But again, we were able to extend our contract with Sysmex full term which then allowed for a neutral transition with an equipment refresh as well so it really was a win-win situation. From start to finish, the installation and go-live process happened in just over 3 months, all ahead of the new opening of The Grange Hospital in November 2020. With additional pressures within the laboratory such as a rotational staff rota to comply with COVID-19 guidance, ensuring social distancing and also working at a newly built hospital site where facilities are limited, the teams who collaborated on this project worked with agility to ensure this process was as smooth and as streamlined as possible.

“If I am being honest I don’t think we ever had any real concerns. We have worked with Sysmex for a long time and know that they are reliable. The analysers are robust and the engineers that we work with are great; so we were always confident that Sysmex could deliver this project.” – Stacey Wetherell, Haematology Operational Manager ABUHB

How would you summarise your experience of the installation at The Grange Hospital? Stacey: I would say it has been very successful. A streamlined process which has been well managed. I think the fortnightly catch-up meetings that were organised by Milly were key to the success of this project. The meetings made sure everyone knew where we were, what milestones we had hit, what the next key milestones were and ultimately that everyone was on the same page. There were a lot of staff who were involved in making this work, so it really was amazing work. It was seamless. Looking back over what we achieved over those months, even now it is all a bit of a haze and I think to myself; did I dream this? But it actually happened and we did a great thing. Tim: As I have said, for me Sysmex is the benchmark that I measure up all the other suppliers and they don’t come close. I think when we look back on the whole process, it really is a great achievement. We have something to shout about with what was achieved with this project, and the time it took to achieve it really is unbelievable! It really was a seamless transition and Sysmex are true professionals in their field.

We would like to thank everyone who had contributed to this incredible project, the achievements along the way during a time of pressure and uncertainty. The installation at The Grange Hospital was a huge success and Sysmex UK are delighted to continue our relationship with ABUHB in the future.