Compliance Management Built for Hospitals
From infection control to CQC readiness, manage complex healthcare compliance with digital tools designed for clinical environments.
The Challenge
NHS trusts and private hospitals face relentless CQC scrutiny, complex infection control requirements, and equipment compliance across multiple wards while clinical staff struggle with paper-based systems that pull them away from patient care. Between hand hygiene audits, medical device maintenance, staff competency tracking, and preparing evidence for inspections at short notice, ward managers spend hours on compliance documentation instead of clinical leadership.
How Assistant Manager Solves Hospitals Compliance
Each module is designed to address the specific challenges hospitals businesses face every day.
Checklist Management
Hospitals need ward-specific checklists for equipment, environment, and clinical practice that can be completed on mobile devices during busy shifts without pulling staff away from patients
The Problems
Why This Matters for Hospitals
- Ward rounds require daily checks of resuscitation trolleys, oxygen equipment, and defibrillators, but paper checklists get lost or forgotten during clinical emergencies, leaving gaps in safety documentation
When CQC inspectors request evidence of daily equipment checks, missing records create the impression of poor safety culture, potentially downgrading your rating
- Hand hygiene audits are supposed to happen weekly on each ward, but clinical pressures mean they are forgotten or rushed, with results recorded weeks after observations
Your infection control data is incomplete and retrospective, making it impossible to demonstrate sustained compliance or identify problem areas before outbreaks occur
The Solution
How Checklist Management Helps
Digital checklists with scheduled tasks, real-time completion tracking, photo evidence capture, and automatic escalation when critical equipment checks are overdue
Every ward completes required safety checks every day with photo proof, hand hygiene audits happen on schedule with instant data capture, and managers get alerts before compliance lapses - not after CQC discovers them
Use Cases:
- • Daily resuscitation trolley and emergency equipment checks
- • Weekly hand hygiene observation and audit schedules
- • Hourly intentional rounding documentation
- • Environmental cleaning verification and spot-checks
- • Ward kitchen and nutrition safety checks
- • Medical gas and suction equipment testing
- • Isolation room and side room infection control verification
- • Pre-operative checklist completion and sign-off
Feature Screenshot
Checklist Management
Real-World Examples
Example 1: Ward rounds require daily checks of resuscitation trolleys, oxygen equipment, and defibrillators, but paper checklists get lost or forgotten during clinical emergencies, leaving gaps in safety documentation
Real Scenario
"A resuscitation trolley check sheet goes missing during a busy night shift. Three months later during CQC inspection, you cannot prove the trolley was checked on the day a cardiac arrest occurred in that ward."
Example 2: Hand hygiene audits are supposed to happen weekly on each ward, but clinical pressures mean they are forgotten or rushed, with results recorded weeks after observations
Real Scenario
"An MRSA outbreak on a surgical ward prompts investigation. Your hand hygiene audit data shows gaps for the preceding four weeks, leaving you unable to demonstrate what compliance was like before the outbreak."
Equipment Tracking & Maintenance
Hospitals manage thousands of medical devices from ventilators to IV pumps, each with different maintenance schedules and safety requirements that must be tracked at individual device level to meet MHRA compliance
The Problems
Why This Matters for Hospitals
- Planned preventive maintenance for thousands of medical devices is tracked on spreadsheets, with ward staff unsure which equipment is due for service and no system to prevent use of devices with overdue maintenance
Critical equipment fails during patient care, investigation reveals overdue maintenance, creating patient safety incidents and potential regulatory action
- Medical device safety alerts from MHRA are received by email and printed onto noticeboards, with no systematic way to verify all affected devices have been checked and the alert actioned
When auditors ask for evidence that safety alerts were actioned, you can't prove which specific devices were checked or who verified the alert requirements
The Solution
How Equipment Tracking & Maintenance Helps
Complete asset register with service scheduling, automatic maintenance reminders, device-level service history, and safety alert tracking with device-specific verification
Every medical device has scheduled maintenance with automatic alerts before service is due, safety alerts are logged against specific devices with proof of action, and you have complete traceability for every piece of equipment
Use Cases:
- • Planned preventive maintenance scheduling for ventilators and monitors
- • Defibrillator and cardiac arrest equipment testing schedules
- • IV pump and infusion device safety alert management
- • Hoist and patient handling equipment statutory inspection
- • Pressure relieving mattress cleaning and maintenance tracking
- • Syringe driver and pain management device servicing
- • Clinical refrigerator and cold chain equipment temperature monitoring
- • Medical imaging equipment quality assurance documentation
Feature Screenshot
Equipment Tracking & Maintenance
Real-World Examples
Example 1: Planned preventive maintenance for thousands of medical devices is tracked on spreadsheets, with ward staff unsure which equipment is due for service and no system to prevent use of devices with overdue maintenance
Real Scenario
"A ventilator fails during mechanical ventilation. MHRA investigation reveals scheduled maintenance was three months overdue but the device remained in clinical use because nobody knew service was due."
Example 2: Medical device safety alerts from MHRA are received by email and printed onto noticeboards, with no systematic way to verify all affected devices have been checked and the alert actioned
Real Scenario
"An MHRA alert is issued for a commonly used IV pump. Six months later during CQC inspection, they ask which pumps you checked and how you verified the safety action - you have no device-level records."
Employee Scheduling
Hospital staffing requires matching clinical competencies to patient acuity and specialist requirements - you cannot just fill shifts with any available nurse when specific qualifications and competencies are required for safe patient care
The Problems
Why This Matters for Hospitals
- Ward rotas are created without checking which staff have current competencies and mandatory training, leading to shifts covered by staff who lack required certifications like ALERT or immediate life support
Clinical incidents occur when staff lack competency to respond, and CQC inspection reveals gaps in your systems to ensure only appropriately trained staff are assigned to clinical areas
- Junior doctors and nursing staff are scheduled beyond safe working hours because roster coordinators have no real-time visibility of actual hours worked across rotations
Working Time Regulations breaches, fatigued staff making clinical errors, and junior doctor forum complaints that escalate to trust board level
The Solution
How Employee Scheduling Helps
Clinical rota management with automatic competency checking, mandatory training verification, Working Time Regulations compliance monitoring, and real-time hours tracking across departments
Every shift is covered by staff with current competencies and training, working hours are monitored to prevent fatigue-related errors, and schedulers can instantly see which staff are qualified for specialist areas
Use Cases:
- • Ward staffing with registered nurse ratio compliance
- • Critical care and specialist unit competency-based scheduling
- • Junior doctor rota with Working Time Regulations monitoring
- • Bank and agency staff qualification verification before shifts
- • Night shift and on-call coverage planning
- • Clinical skills mix optimization for patient acuity
- • Mandatory training compliance checking during roster creation
Feature Screenshot
Employee Scheduling
Real-World Examples
Example 1: Ward rotas are created without checking which staff have current competencies and mandatory training, leading to shifts covered by staff who lack required certifications like ALERT or immediate life support
Real Scenario
"During a deteriorating patient emergency, the only qualified nurse on the ward hasn't completed ALERT training. CQC investigation finds you scheduled her for solo responsibility without checking her competencies."
Example 2: Junior doctors and nursing staff are scheduled beyond safe working hours because roster coordinators have no real-time visibility of actual hours worked across rotations
Real Scenario
"A junior doctor works 72 hours in one week across multiple departments. When they make a prescribing error while fatigued, investigation reveals nobody was monitoring their cumulative hours across rotations."
Time Clock & Attendance
Hospitals need attendance tracking that provides ward-level visibility for clinical governance, supports incident investigation with precise presence records, and manages complex shift patterns with breaks and meal times
The Problems
Why This Matters for Hospitals
- Handover between shifts relies on staff being present, but paper signing-in sheets don't capture when staff actually arrive, leading to gaps in patient supervision during late arrivals
Clinical handover is compromised when incoming staff arrive late but paper records suggest they were on time, and you have no evidence of actual ward presence during incidents
- Bank and agency staff attendance is difficult to verify, with timesheet disputes over hours worked and no reliable record of who was actually present on which wards
The trust pays for hours not worked, cannot verify temporary staff were present during incidents, and faces timesheet disputes that damage relationships with staff banks
The Solution
How Time Clock & Attendance Helps
Digital clock in/out with ward-specific location verification, real-time visibility of on-duty staff, automatic break monitoring for compliance, and accurate timesheet generation for payroll
You know exactly which staff are present on each ward at any moment, clinical handovers happen with verified attendance, and bank staff hours are accurately recorded preventing timesheet disputes
Use Cases:
- • Ward-specific clock in/out for shift attendance
- • Real-time visibility of present staff during clinical emergencies
- • Bank and agency staff hours verification for payroll
- • Break compliance monitoring for junior staff and long shifts
- • Attendance records for incident investigation support
- • Clinical handover presence verification
- • Working Time Regulations compliance tracking
Feature Screenshot
Time Clock & Attendance
Real-World Examples
Example 1: Handover between shifts relies on staff being present, but paper signing-in sheets don't capture when staff actually arrive, leading to gaps in patient supervision during late arrivals
Real Scenario
"A patient falls at 07:15 during shift handover. Investigation shows the incoming shift nurse actually arrived at 07:20 but signed the paper sheet as 07:00, meaning the ward was understaffed at the time of the fall."
Example 2: Bank and agency staff attendance is difficult to verify, with timesheet disputes over hours worked and no reliable record of who was actually present on which wards
Real Scenario
"An agency nurse submits a timesheet claiming 12 hours but ward staff recall she left early. With no digital attendance record, you pay the full claim to avoid agency relationship damage despite strong suspicions."
Training & Development
Hospitals must maintain detailed records of mandatory training and clinical competencies for thousands of staff, with evidence readily available for CQC inspection and incident investigation
The Problems
Why This Matters for Hospitals
- Mandatory training compliance is tracked on multiple spreadsheets across departments, with no central view of who has expired training and no way to prevent expired staff working clinically
Staff work in clinical areas without current Basic Life Support, manual handling, or infection control training, creating serious patient safety and regulatory risks
- Clinical competency assessments like IV cannulation, catheterization, and medication administration are signed off on paper forms that get filed away, with no visibility of who actually holds current competencies
Nursing staff are assigned clinical tasks they have not been assessed as competent to perform, leading to patient safety incidents and NMC referrals
The Solution
How Training & Development Helps
Learning management system with mandatory training tracking, competency assessment recording, automatic expiry alerts, and training matrix reporting for oversight
Every staff member has current mandatory training before working clinically, competency assessments are digitally recorded with assessor details, and managers receive alerts before training expires
Use Cases:
- • Basic Life Support and Immediate Life Support certification tracking
- • Mandatory training compliance monitoring (fire, infection control, safeguarding)
- • Clinical competency assessment recording and verification
- • ALERT course completion and renewal management
- • Medication administration and IV therapy competency tracking
- • Manual handling and moving patients training
- • Preceptorship program progress tracking for newly qualified staff
- • Medical device training (syringe drivers, infusion pumps, ventilators)
- • Safeguarding Level 3 for clinical staff
Feature Screenshot
Training & Development
Real-World Examples
Example 1: Mandatory training compliance is tracked on multiple spreadsheets across departments, with no central view of who has expired training and no way to prevent expired staff working clinically
Real Scenario
"CQC inspection discovers three nursing staff on acute medical ward have expired BLS certificates. Nobody knew because training records were maintained separately by HR, not checked by ward managers scheduling shifts."
Example 2: Clinical competency assessments like IV cannulation, catheterization, and medication administration are signed off on paper forms that get filed away, with no visibility of who actually holds current competencies
Real Scenario
"A newly qualified nurse performs urinary catheterization unsupervised and causes trauma. Investigation reveals she was never assessed as competent but her preceptorship paperwork suggested competency was "in progress"."
HR Management
Hospitals must verify staff credentials continuously - DBS checks, professional registration, and occupational health clearances - with instant access for clinical managers scheduling staff and during CQC inspection
The Problems
Why This Matters for Hospitals
- DBS checks and professional registration status (NMC, GMC, HCPC) are tracked in separate systems, with no single view of whether staff are cleared to work or have registration issues
Staff with expired DBS checks or lapsed professional registration work clinically, creating serious safeguarding and professional practice risks
- Occupational health clearances and reasonable adjustments are documented on paper, with clinical managers unaware of individual staff health needs or restrictions when assigning duties
Staff are assigned clinical duties they are not medically fit to perform, leading to staff injury, discrimination claims, and failure to implement reasonable adjustments
The Solution
How HR Management Helps
Centralized employee records with DBS tracking, professional registration monitoring, OH clearance documentation, and automatic expiry alerts for credentials
Every staff member's DBS, professional registration, and OH clearance status is visible to managers before shifts are assigned, with automatic 90-day renewal reminders for expiring credentials
Use Cases:
- • DBS check tracking with automatic renewal reminders
- • NMC/GMC/HCPC professional registration monitoring
- • Occupational health clearance and restrictions documentation
- • Right-to-work verification and visa expiry tracking
- • Staff emergency contact access during critical incidents
- • Reasonable adjustments and disability support documentation
- • Professional indemnity insurance verification
- • Honorary contract and research passport management
Feature Screenshot
HR Management
Real-World Examples
Example 1: DBS checks and professional registration status (NMC, GMC, HCPC) are tracked in separate systems, with no single view of whether staff are cleared to work or have registration issues
Real Scenario
"A doctor works for two months after their GMC registration lapses due to unpaid fees. Medical staffing only discovers the issue when the doctor applies for an internal transfer and HR runs a verification check."
Example 2: Occupational health clearances and reasonable adjustments are documented on paper, with clinical managers unaware of individual staff health needs or restrictions when assigning duties
Real Scenario
"A nurse with documented back problems is regularly assigned to the bariatric ward requiring frequent manual handling. She suffers a serious back injury and HR investigation reveals her OH restrictions were never communicated to ward managers."
Risk Assessment
Hospitals need clinical risk assessments that cover procedures, equipment, medications, and patient-specific hazards, with regular reviews when incidents occur or practice changes
The Problems
Why This Matters for Hospitals
- Clinical risk assessments for new procedures or equipment changes are created once and filed away, never reviewed even when incidents suggest controls are inadequate
Outdated risk assessments fail to reflect current clinical practice, leaving you exposed when serious incidents reveal hazards were not adequately controlled
- Ward environment risk assessments do not account for changing patient acuity and temporary changes like building works, with no systematic review process when circumstances change
Patients are placed in clinical areas where risks have not been properly assessed for their condition or needs, leading to preventable harm
The Solution
How Risk Assessment Helps
Comprehensive risk assessment system with clinical hazard identification, evidence-based control measures, automatic review scheduling, and version history tracking
Every clinical procedure and ward environment has an up-to-date risk assessment, with automatic reminders when reviews are due and complete audit trail showing how risks have been managed
Use Cases:
- • Clinical procedure risk assessments (IV therapy, catheterization, medication administration)
- • Ward environment and patient area safety assessments
- • Medical device and equipment introduction risk reviews
- • Infection outbreak risk assessment and control measures
- • Violence and aggression risk assessment for challenging patients
- • Manual handling risk assessment for bariatric patients
- • Lone working risk assessment for community nurses
- • Building works and environment change risk assessments
Feature Screenshot
Risk Assessment
Real-World Examples
Example 1: Clinical risk assessments for new procedures or equipment changes are created once and filed away, never reviewed even when incidents suggest controls are inadequate
Real Scenario
"A new IV administration protocol leads to medication errors. Your risk assessment is three years old and does not cover the new double-checking procedure that was causing confusion among nursing staff."
Example 2: Ward environment risk assessments do not account for changing patient acuity and temporary changes like building works, with no systematic review process when circumstances change
Real Scenario
"A confused patient falls from bed in a bay where side rails were removed due to ongoing building works. Your risk assessment still shows side rails as a control measure but nobody updated it when circumstances changed."
Accident & Incident Records
Hospitals need incident reporting that captures clinical detail, supports duty of candour requirements, enables root cause analysis, and provides executive oversight of patient safety across the organization
The Problems
Why This Matters for Hospitals
- When a clinical incident occurs, staff complete a paper IR1 form that goes to risk management, but ward managers have no visibility of whether incidents on their ward have been investigated or actions completed
Patterns of harm go unrecognized because incident data sits with risk management, and ward managers cannot demonstrate learning from incidents during CQC inspection
- RIDDOR-reportable incidents are not consistently identified at the time of occurrence, with HSE notifications sent late or not at all because nobody determined reportability criteria
HSE enforcement action for failure to report under RIDDOR, damage to trust reputation, and failure to properly investigate serious incidents in required timeframes
The Solution
How Accident & Incident Records Helps
Digital incident reporting with structured forms, automatic RIDDOR determination, photo evidence, investigation tracking, and pattern analysis by ward and incident type
Every incident is documented immediately with automatic RIDDOR assessment, ward managers see all incidents on their ward in real-time, and pattern analysis identifies systemic issues before serious harm occurs
Use Cases:
- • Patient falls incident reporting with injury assessment
- • Medication errors and near-miss documentation
- • Pressure ulcer and skin damage incident recording
- • RIDDOR determination and HSE notification
- • Healthcare-acquired infection incident reporting
- • Medical device incidents and MHRA reporting
- • Violence and aggression incidents against staff
- • Never events investigation and root cause analysis
- • Duty of candour documentation and communication records
Feature Screenshot
Accident & Incident Records
Real-World Examples
Example 1: When a clinical incident occurs, staff complete a paper IR1 form that goes to risk management, but ward managers have no visibility of whether incidents on their ward have been investigated or actions completed
Real Scenario
"Five medication errors occur on one ward over three months. Risk management has all the reports but the ward manager never sees the pattern. CQC inspection asks what learning occurred from the incidents - the ward sister is unaware."
Example 2: RIDDOR-reportable incidents are not consistently identified at the time of occurrence, with HSE notifications sent late or not at all because nobody determined reportability criteria
Real Scenario
"A patient suffers a fractured hip from a fall. The incident is filed as 'fall - no serious injury'. Three weeks later when the patient dies, investigation reveals it was RIDDOR-reportable from day one but was never reported to HSE."
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