Case studies
Healthcare Facilities Management Platform for Real-Time Air Quality Compliance
Supporting healthcare organisations with rapid, precise and streamlined digital processes that improve operational efficiency and reinforce safety across vital environments.
About the Client
AirisQ is a specialised engineering firm focused on testing air quality standards within highly sensitive clinical environments across the UK and Northern Ireland. Working extensively with the public sector, the company supports numerous NHS Trusts and wider healthcare organisations that rely on accurate data to ensure the safety and performance of hospital operating theatres, isolation rooms and controlled clean environments.
With a team of around twenty field engineers, AirisQ built its reputation on technical expertise and dependable service delivery. Their work spans the wider healthcare estate, which demands a consistent and efficient operational model. Before the digital transformation, their processes still depended heavily on manual workflows. Engineers recorded data on paper during site visits and office staff then re-entered this information into spreadsheets. This approach added administrative pressure, introduced risk in data collection and recording, and significantly slowed down the reporting cycle. The result was a six week turnaround time for compliance reports, limiting operational efficiency, restricting job capacity and preventing the business from scaling effectively.
Recognising the need for a modern system that could support continuous improvement, AirisQ partnered with Blue Tea to replace outdated tools with digital solutions that would streamline workflows and deliver real-time visibility across their operations. The goal was to create a responsive, fully integrated suite capable of supporting healthcare professionals and improving service quality for teams working in clinical environments.
Requirements
AirisQ initiated the project with a clear objective: to resolve the operational bottleneck caused by manual processes and long reporting cycles. The six-week delay affected staff workload, resource utilisation and the ability to meet growing demand. A digital transformation was required to reduce costs, save time and increase overall efficiency while ensuring compliance with strict clinical and regulatory expectations.
Operational Efficiency and Real-Time Data Needs
The most significant challenge was the time-intensive transcription process, which required engineers to convert handwritten notes into digital reports. This created a high risk of human error and limited the accuracy and reliability of compliance documentation. AirisQ needed a healthcare facilities management platform that could provide real-time data, streamline workflows and reduce administrative tasks so staff could focus on critical on-site work.
Compliance Standards Across Healthcare Facilities
AirisQ operates in an industry where regulatory compliance is essential. Any digital system had to support secure data handling, maintain full visibility of work in progress and align with demanding healthcare sector standards. The solution also had to ensure that the shift away from paper-based documentation did not disrupt ongoing work within hospitals and other healthcare environments.
Digital Tools for Improved Engineer Efficiency
Engineers required a user-friendly interface that would simplify data capture, support on-site tasks and remove the need for short-form notes that later had to be re-entered in the office. The system needed to support reliable operations even in low connectivity areas and allow teams to manage work, track progress and deliver outcomes with greater efficiency.
Our Solution
Blue Tea delivered a custom, fully integrated digital ecosystem tailored to AirisQ’s operational model. This replaced the paper and spreadsheet based system with management software designed to support real time tracking, workflow automation and secure digital reporting. The solution consists of three connected components: a Web based Job Management System, a dedicated iOS application for field engineers and a secure client portal for healthcare staff and facilities managers.
Management Software Supporting Digital Transformation
The central Job Management System acts as the operational hub, allowing teams to plan work, manage client accounts and monitor job progress. Built with modern technologies, it enables management to allocate tasks instantly, oversee quality assurance processes and deliver validated reports through a streamlined digital workflow.
Digital Tools for Field Engineers
The native iOS application replaces all paper-based processes with structured digital forms and guided workflows. Engineers can capture data accurately at the source, add media evidence, record digital signatures and continue working offline when required. Once connected, data synchronises automatically with the central system, ensuring a consistent and efficient record of on-site work.
Client Portal for Real-Time Visibility
The secure client portal provides healthcare facilities with immediate access to job status, compliance documentation and historical records. Clients can track progress in real-time, download interim reports overnight and access final reports within days rather than weeks. This enhances communication, improves service quality and supports healthcare professionals who depend on fast, accurate information for operational decision making.
Integrated Solutions for Compliance and Data Security
The platform was designed to ensure compliance with clinical and data protection requirements. It offers structured data collection, secure storage and clear audit trails that support regulatory compliance and reduce risks associated with manual processes.
User-Friendly System Built Around Healthcare Workflows
Each component was designed with usability in mind. The user interface supports a logical workflow that reflects industry practices, helping busy teams save time while maintaining accuracy. This results in an efficient system that supports clinical safety, improves daily operations and reduces administrative strain.
Project Benefits
The digital transformation delivered substantial and measurable improvements across AirisQ’s operations. The new system supports continuous improvement, strengthens service outcomes and helps teams produce accurate compliance documentation with significantly reduced turnaround times.
Enhanced Operational Efficiency and Faster Reporting
The reporting cycle improved dramatically, moving from six weeks to one to three days. Interim reports are now delivered overnight and clients receive final validated documents within days. Engineers recovered five to ten hours each week previously spent on paperwork, time that they now use to complete more jobs and support more healthcare facilities.
Improved Service Quality and Stronger Client Engagement
Healthcare professionals benefit from clear visibility of work in progress through the client portal, creating a stronger sense of trust and transparency. The platform supports better communication, more efficient processes and faster decision-making within clinical environments.
Scalable System Supporting Long-Term Growth
With administrative bottlenecks removed, AirisQ can manage a significantly higher workload without increasing office staff. The digital solution creates capacity for growth, supports resource optimisation and equips the organisation with a stable foundation for future expansion and continuous improvement.
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