Heroes with pen and paper

For many years, operation planners have worked under challenging conditions, with complex patient needs and limited resources—often with only a pen and paper as tools. These planners are cornerstones of the clinic's daily operations, and their ability to prioritize correctly and ensure effective resource use is crucial for providing good treatment to patients on fair terms, while also working to reduce waiting times.

– We are incredibly impressed with what the planners have achieved with the tools they have had. They are already our heroes—now we give them extra superpowers that benefit all parties, says Olav Willumsen Haugå, CEO of Deepinsight.

With the introduction of Deepinsight Hero, the planners have taken on the role of pioneers in a technological transformation journey. Their experience, commitment, and willingness to teach, test, and adapt to new solutions have been essential in shaping the tool to become an integral part of the hospital's day-to-day operations.

– The advantage of using the software during the development phase is that we can voice our opinions and influence product development, says Benedikte Kielland, operations planner at Lovisenberg Diaconal Hospital.

– It doesn't feel forced, more like we are allowed to help shape a product that will assist us in the future, adds operation planner Grete Sætre.

Assistant clinic manager, Henrik Hofgaard

From challenge to further development

The implementation of Deepinsight Hero started in the spring of 2024 with the onboarding of the first users. After testing and adjustments, it was the operation planners in the orthopedic section who first began using the tool. Digitalization of room allocation and the implementation of a new, dynamic capacity model quickly gave planners a comprehensive view of the operation program. Furthermore, functionality for an overview and suggestions for available capacity was utilized so that this could be used to assign patients to operations. The summer also became a highlight when the Ear-Nose-Throat section followed suit, so the entire surgical clinic conducted operation planning through Deepinsight Hero.

– I no longer use paper in operation planning, not even when I work from home. Hero is now my preferred tool. Although it has sometimes felt like extra work, I see that the effort pays off, says Benedikte Kielland.

Several milestones were reached in the fall of 2024; a new staffing model was introduced, where the clinic itself generated automatic staffing suggestions via AI technology. Patient administration via the waiting list received a real boost, as the operation planners could create actual waiting lists based on their criteria and associated functionality. Last but not least, Deepinsight Hero was integrated with DIPS as a one-way solution, allowing data to be retrieved directly from the patient record system DIPS to Deepinsight Hero. Work is now ongoing to achieve a complete seamless two-way integration, where planners can also order operations directly from Deepinsight Hero back to DIPS.

Deepinsight Hero connects the clinic

Change processes can be demanding, but Deepinsight has shown that close collaboration and user-adapted solutions can create lasting improvements. At Lovisenberg, Deepinsight Hero has become a catalyst for a data-driven approach to operation planning, placed in a modern and intuitive interface.

– Change is a break with an established culture and working method, explains assistant clinic manager Henrik Hofgaard. – The uniqueness of Deepinsight was that they immersed themselves in the clinicians' needs and developed a tool tailored to the users. Instead of forcing clinicians to adapt to the system, Deepinsight Hero has been built around the actual working situation of healthcare personnel.

The result is less frustration, better logistics, increased patient safety, and higher quality in treatment.

– The amount of work during the insight phase surprised me, but even more surprising was how quickly the system functioned once it was in place, says Hofgaard.

Deepinsight Hero now acts as a common hub that collects large amounts of data and makes it easily accessible. This has strengthened collaboration between different professional groups and laid the foundation for a new way of working.

Customer Success Manager, Mikal Erga, reviews the operation program with the planners at Lovisenberg.

Results that inspire

The collaboration between Deepinsight and Lovisenberg has yielded concrete results:

• The waiting list for orthopedic around-the-clock and ENT day surgery has been reduced by nearly 20%

• The activity level in the departments has increased by over 10%

• Planning time has been significantly reduced, and Hero has freed up time for healthcare personnel for patient-centered work

– Not having time to follow up with patients, and not being able to use my skills as a nurse, that's a bad conscience I have. Deepinsight Hero gives me hope that this is a problem I can do something about, says Benedikte Kielland.

Deepinsight Hero suggests operation plans that the planners can use in their daily work.

An inspiration for other hospitals

The planners at Lovisenberg have experienced a transformation from paper-based routines to using Deepinsight Hero as their preferred tool. Their journey shows how technology, when developed in close collaboration with those who will use it, can bring about positive changes in healthcare.

During the fall of 2024, representatives from other hospitals visited Lovisenberg to learn more about the process and see Deepinsight Hero in action.

– It's incredible how much we have managed to implement in a system that appears simple, yet solves so many challenges, says Hanne Rusten Solås, department head at Lovisenberg.

- Deepinsight and close collaboration create the basis for good change and lasting benefits. Connecting skilled operation planners with dedicated employees from Deepinsight is a key factor for success, and this is just the beginning of a long and fruitful collaboration between Lovisenberg and Deepinsight, says Mikal Erga, Customer Success Manager at Deepinsight.

Read more about Deepinsight Hero