5 Simple Steps to Effective PreOp

A recent article reported that ‘February was the ‘toughest month to date’ for the NHS, making it clear that the healthcare sector must make better use of technology to successfully transition into the digital age’.  https://www.itproportal.com/features/mobile-first-technology-bringing-healthcare-into-the-digital-age/.

At Ultramed, we are focussed on helping hospitals switch from paper-led pre-operative assessment process to digital as smoothly as possible regardless of the motivation.

Whether a hospital has a large waiting list for pre-assessment and no capacity to increase appointments, is struggling to fill nursing vacancies or wishes to improve patient experience by helping them avoid multiple visits to the hospital with associated costs for travel, parking, childcare and potentially time off work, on-line, patient-owned preoperative assessment programs such as MyPreOp provide a technological solution to all of these issues.

MyPreOp program running on computer, tablet and smartphone

Decision makers at hospitals have multiple reasons for adopting a digital system – finance, capacity and information security are three of the main ones, but when it comes to implementation, the ones who need to be convinced are the front line staff who will be working with the software on a day to day basis.

Ultramed works with the hospital management, IT department and most importantly the assessment team to make the implementation as smooth and simple as possible.   From the outset, Ultramed will guide the hospital through the preparation and Go Live, and afterwards, are just a phone call away to help resolve any problems.

Pre-implementation preparation

All Ultramed products are cloud hosted, so no space is required on hospital servers, no pre-loading, no special equipment and no dedicated hardware.  All that has to happen before the system goes live is:

1.       Agreements and contracts need to be signed

Information governance, financial agreements and clinical algorithms must be signed off by finance managers, clinical managers, the IT department and Caldicott Guardian.  Whilst these are being agreed, the assessment team should review processes and activities that need to change in order to roll out the new system smoothly.

2.       A dedicated email address is created

This is the address that the pdf version of the Clinical Summary Report will arrive in, so must be accessible by the pre-op assessment team.  Dependent on the agreed procedure, anaesthetists and surgeons may also have access to the mailbox to review the summary report.  The process review should consider how the Summary Report will be reviewed and how other parties involved will access it.   

3.       Patient cards or patient letters agreed and supplied

Example of MyPreOp Patient Card

These provide information on how the patient accesses the program and include bespoke information for each unit including address, opening time, phone number and email address should the patient need to get in contact. 

4.       Initial and ongoing staff training and development

When the team is ready to go live, Ultramed provide training for the whole team.  This is a chance for the team to experience to process as a patient.  Once they have completed the program and submitted it, they then learn how to interpret the Clinical Summary Report that is generated.  At this point, final discussions take place on what processes and procedures need to be changed or put in place to make the most of the system.

5.       Go Live

On Day 1, Ultramed team members will be on site to help the preoperative staff support patients using the assessment program and iron out any issues.  Once the initial roll out is complete, Ultramed continues to provide support to maximise the benefit of the program in helping the staff tackle backlog, improve patient experience and focus on patient care.


Change can be scary.  Even if you know your current system isn’t working effectively or providing the best experience, the thought of implementing new systems and changing working practices can be daunting.

Rolling out Ultramed pre-operative programs such as MyPreOp is painless and can be done at a pace to suit each unit.  Whether you want to go all out and move all patients onto the new system at once, or choose to phase it in over a few weeks, the choice is yours.

At every step of the way, the Ultramed team are with you, supporting you to ensure services are not disrupted and implementation is smooth and successful. 

If you’d like to know more, please contact us by clicking here or email us at: [email protected]