The problem

Waivers are needed urgently to avoid delays in patient care, but the manual system of approving waivers via email and physical signatures is slow. The finance department requires a transparent process to track waiver requests, support budget holders, and avoid healthcare delivery delays.

The challenge 

How might we deliver a more efficient and tracked process so that waivers are dealt with in a timely manner and any obstacles unblocked?

The outputs

• Notifications to key stakeholders that a waiver had been submitted
• Automated flow of approvals
• One-page summary of the waiver form
• Users being able to track the progress of their request so they can chase up relevant staff
• A single database holding tender information is accessible by key stakeholders
• Automated receipt of waiver completed
• Automated excel document report of the reports
• Auditable process using tracked changes
• A quarterly extract of the waivers approved and their reasoning in audit committee papers

The outcomes

• Faster process from submission to final sign off
• Ease and clarity of submission status and waiver information
• Improved working relationships with the market
• Fewer ad hoc request to the finance team to investigate where waivers are in the process of being approved
• More capacity for individuals who are involved in the process
• Procurement can work faster to get the waiver completed and out to the supplier