Healthtech insights:
Unlock the potential of your hospital with these essential steps
By, Matt Shields founder and CEO at Pentalym
A simple yet powerful way to optimize your workforce and provide overall business gains can be done without a huge amount of effort. Taking part in A/B testing consists of testing two variations (A and B) of an existing process or workflow with the purpose of discovering which variation, if any, resonates better with your audience.
Operating theatre insights
The Life of a Hospital Setup Aid
Imagine navigating through a maze of storage rooms, scanning pick sheets, and sorting surgical equipment—all while racing against the clock. That’s the daily life of an Item Picker. Their mission? To ensure surgeons have everything they need for a successful operation.
But it’s not all smooth sailing. Many setup aids face recurring pain points that make this job even more challenging. Let’s break these down and discover how smart solutions, like Pentalym, are revolutionizing the field.
Pain Point 1 – Navigating Share Drive Folders
One of the most frustrating tasks for setup aids is finding the correct Setup Card. Many hospitals rely on complex share drive folder structures that are often hard to navigate. When you’re under pressure, hunting for a single Setup Card among hundreds can feel like finding a needle in a haystack.
Pentalym changes the game by offering an easy-to-search platform. With advanced filters, you can locate Setup Cards based on Surgeon, Hospital, Case Type, or Approval Status in seconds. No more endless clicking through disorganized folders—just instant access to what you need.
Pain Point 2 – Inconsistent Formatting in Setup Cards
Another common issue is the lack of standardization across Setup Cards. Some may have incomplete details, others use different formats, making it harder to follow instructions during the item-picking process.
Every Setup Card generated by Pentalym follows a consistent format. It includes key details like the Surgeon’s name, the Case Type, logically grouped items, and easy-to-check boxes for each item. This uniformity ensures clarity, reduces errors, and speeds up preparation time.
Pain Point 3 – Locating Items in the Storeroom
Even with the right Setup Card, locating items in a cluttered storeroom can be like navigating a labyrinth. Different naming conventions, manufacturer part numbers, and obscure storage locations add to the chaos.
Here’s where Pentalym’s brilliance truly shines. Each item on the Setup Card includes both a general-purpose name and essential inventory details, such as the Manufacturer Part Number, Material Number, and exact Storage Location. This integration ensures that setup aids can find the right items faster, minimizing downtime and stress.
Why This Matters
You might wonder: Why is streamlining these processes so critical? The answer lies in the ripple effect. When setup aids can work efficiently, surgeries start on time. This reduces patient wait times, improves surgical outcomes, and saves hospitals money.
For the Item Pickers themselves, solutions like Pentalym mean less frustration and more focus on what truly matters—getting the job done right.
Practical Tips for Item Pickers
Here are some quick tips to enhance your efficiency as a Hospital Setup Aid:
  1. Leverage Technology: Tools like Pentalym can save you hours of searching and organizing.
  1. Stay Organized: Regularly check storerooms to familiarize yourself with layouts and item placements.
  1. Communicate with the Team: Ensure open communication with surgeons and staff to address special requests or last-minute changes.
  1. Keep Learning: Stay updated on new tools and best practices in inventory management.
FAQ
Before we wrap up, let’s address some common questions:
Q: How does Pentalym integrate with existing hospital systems?
A: Pentalym is designed for seamless integration. It works alongside your current inventory and scheduling software, ensuring a smooth transition.
Q: Can Pentalym accommodate custom requests or surgeon preferences?
A: Absolutely! The platform allows for easy updates and customization, ensuring that every Setup Card reflects unique requirements.
Q: Is training required to use Pentalym?
A: Training is minimal. The intuitive interface ensures that even first-time users can navigate the platform with ease.
So, how will your experiment be evaluated?
Start Small, Think Big
Begin your A/B testing journey in controlled, low-risk areas. As your hypotheses yield positive results, you can confidently expand into more critical domains.
For complex portals requiring secure authentication, we recommend a measured approach. However, remember that flexibility is key—there's no universal solution. Below, we explore the role of a setup aid or item picker as an ideal starting point for your experiment.
Ultimately, your organization's technical infrastructure and capabilities will be the decisive factor in shaping your optimal A/B testing strategy.
Time to Optimise
A/B testing unlocks the key to iterative growth. Imagine you could know the total cost of every surgery exactly! Well you can now and the key to unlocking this through a series of key activities.
"The beautiful thing about A/B testing is that the focus is on progress."
Knowing where start?
A/B Testing Essentials
Start simple. Focus on the basics to conduct your first A/B test effectively.

Step 1: Define a success metric.

The first step to create an A/B test is to think about a metric that is critical to your business’ success. For example, it's a hospital, then “total surgeries” would be an important metric. You may also want to consider testing secondary metrics. For instance, if you are looking at the different types of procedures, the number of case types might be an important metric, perhaps operations by surgeon. Whatever metric you choose, this will serve as your starting point for figuring out what you will test.

Step 2: Gather data.

Once you’ve chosen an important metric, it’s time to analyzethe funnel where that metric can be measured. Look specifically where customers are dropping off. Gather all of this data, and figure out what area may be good to test. A way to analyze, with out impacting daily business would be via Surgeon Setup Documents or "Preference Cards"as a test on "Costings" will produce results faster. As an example, you can take a commonly used set up card as a template via a word document to start the testing e.g. “BILATERAL ANTERIOR TOTAL HIP REPLACEMENT” if that is the primary way people pick items to be used in the OT and billed against.

Step 3: Formulate a hypothesis.

Based on data you’ve gathered, come up with a hypothesis for what you want to test, what you think will happen when you test it, and why you think this will happen. Some things you can test include commonly used products or items of value you can measure at present. Testing is a chance to challenge assumptions, so be bold with your hypothesis. Here’s a general template: If we change [this], then [this will happen] because [this reason]. Here are some examples of possible hypotheses: If we change the picked items on this pick sheet from “X” to “Y”, then will this result in a change in cost? A simple yet very important type of test you can set up is called an existence test. In essence, you test whether the existence of a particular element. Here is an example of an existence test hypothesis: If we remove the a specific part or change the quantity , then how does this affect what we do?

Step 4: Check your sample size.

Before we can go and test your hypothesis, you need to determine the sample size. It’s important to preface this by saying that A/B testing can be done using analytics. If the tool you are using has these inbuilt it will be easy to run your experiments and gain valuable insights.

Step 5: Setup.

Now that you’ve squared away your minimum sample size and your hypothesis, it’s time to set up your test. Set up depends entirely on the A/B testing solution you are using (see the Setting up for A/B Testing section).

Step 6: QA, QA, QA!

No A/B test is complete without a thorough quality assurance process. Without QA, you run the risk of running a faulty test, coming up with faulty results and ultimately coming up with false conclusions that can end up having negative consequences on your business. Run through your test multiple times. Have others test it. Try it on different browsers, devices, IP addresses, etc. Your A/B test platform should have all of the necessary staging requirements to QA your test.

Step 7: Launch!

Congratulations! You’ve launched – and now it’s time to monitor your test, but don’t try to call the test too early. Even if you reach your minimum sample size, there are a load of factors that may be affecting performance, and the goal is to ride out the seasonality of those effects. In general, 7 days is the minimum amount of days the test should be live, and ideally for two business cycles to capture normal fluctuations.

Step 8: Call the test and analyze

Before you can call a test, it’s important to use an A/B testing statistical significance calculator. As a rule, a test that shows a gain with 95% certainty can be declared a winner, although you can go even lower based on your risk tolerance. As noted above, be sure to run your test long enough before checking the statistical significant of the results. Regardless of your results, you should always take time to analyze the results. Ask yourself: What did we learn about our users? What can we do to improve our processes? How will these insights inform future testing? For example, if this was your hypothesis: If we move our customer validation logos above the fold on our marketing asset, then more people will convert because they will see the logos first and therefore trust us more.

Step 9: Document

Finally, it’s important to thoroughly document your tests, conclusions and analysis, in order to build a testing culture in your company. Testing early and often will help you keep up with changes in the market and your customers’ needs and attitudes, and can help drive your organization’s growth. With this in mind, make it a goal to always be testing some aspect of your business. You may be surprised by the insights you uncover.

Step 10: Rinse & Repeat!

There is always another test to run. As you analyze and log your results, formulate new hypothesis and repeat steps 1-9 again! Iteration is the key to success.

Pentalym's Hospital solution TCSS
Pentalym procedure based costing solution for hospitals.
Pentalym provides a state-of-the-art digital solution for procedure-based costing tailored specifically for hospital operating theatres. This system seamlessly tracks inventory and resource usage during surgical cases, allocating consumables and prosthetics directly to specific patient procedures. The result is unparalleled transparency across multi-site hospital operations and enhanced collaboration between departments, including surgical teams.
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