Building owners across the UK face stringent compliance requirements to manage Legionella risks in water systems, just like John O'Riordan from the Royal College of Surgeons. Ensuring safety while minimising operational disruptions is a challenge that demands both precision and scalability.

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The Royal College of Surgeons, a historic institution located in the United Kingdom, operates a complex estate with stringent requirements for water safety compliance. With a mix of heritage and modern buildings, the organisation faces unique challenges in maintaining Legionella control.

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"Manual tracking of Legionella compliance, such as water temperature monitoring, flushing schedules, and non-compliance follow-ups, lead to inefficiencies, missed tasks, and audit stress." - John O'Riordan

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The Challenge

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The Royal College of Surgeons needed a solution to manage the vast array of compliance tasks tied to Legionella risk, such as monitoring water temperatures, scheduling flushing regimes, and ensuring timely follow-ups for non-compliance.

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The existing approach involved fragmented manual processes and extensive paperwork, creating inefficiencies and increasing the risk of non-compliance. With audits looming, the need for a centralised, reliable system became urgent.

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The Solution

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LegionellaDossier provided the Royal College of Surgeons with a robust, cloud-based platform designed to streamline all aspects of Legionella risk management.

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Key Features Implemented:

• Automated Task Management: Ensures timely scheduling, tracking, and completion of water safety tasks.

• Compliance Tracking: Centralised records make it easy to monitor compliance status in real-time.

• Audit Support: Organised, easily accessible digital records simplify audit preparation.

• Collaboration Tools: Facilitates seamless communication between internal teams and external service providers.

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Implementation

• Centralised Compliance Records: The Royal College of Surgeons digitised all water safety documentation and consolidated it into LegionellaDossier.

• ‍Automated Scheduling: Task automation replaced the manual, paper-based system for tracking flushing and other compliance measures.

• ‍Stakeholder Collaboration: The platform enhanced transparency, allowing service providers and internal teams to align on priorities.

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Results

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LegionellaDossier delivered remarkable results for the Royal College of Surgeons, transforming their approach to water safety management. By automating workflows, the platform significantly reduced administrative burdens, streamlining processes and allowing the facilities team to focus on higher-priority tasks.

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Clear task assignments and real-time tracking ensured that all water safety measures were completed promptly, minimising delays and reducing the risk of non-compliance. When it came to audits, LegionellaDossier proved invaluable. Digital records were readily accessible, eliminating the stress often associated with preparing for regulatory reviews.

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This improvement not only made the process smoother but also enhanced compliance rates, as the College reported zero instances of non-compliance during their last audit period. Additionally, the platform fostered better collaboration between the Royal College of Surgeons' internal teams and their external service providers.

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By providing a centralised system for communication and task management, LegionellaDossier strengthened relationships, improved efficiency, and ensured everyone involved was aligned in their efforts to maintain water safety.

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