An integral part of BASMU’s role is onboarding and performing medical screening of the personnel being deployed to BAS (British Antarctic Survey) each year. The team typically manage an intake of around 700 people annually, around 50% of which are usually returning personnel. 

The annual intake includes a huge range of people with various skills and abilities, with no upper age limit, which is why it is essential that each individual undergoes an extensive medical screening process to ensure that they are fit for deployment and that there is appropriate medical provision to support them on-site during their time with BAS, which can be anywhere from weeks up to 18 months continuous deployment.

Prior to PPS, the team were using paper forms to collect the data needed to perform their medical screening. As part of the onboarding process, BASMU uses several different screening forms, including a medical self-assessment, a full medical examination to be completed by a registered doctor and seasonal dental assessments, which should also be completed by a registered dental practitioner.

With an average of 700 staff members to screen annually, the paperwork started to pile up. The team were keen to streamline the data collection process, reduce the amount of paper records stored and make it easier to collect data from applicants around the globe.

Using PPS’ custom forms builder, BASMU were able to translate their paper screening forms to digital copies which enabled them to upload the forms online to be filled out. Each form sent online via PPS is sent directly to the recipient via a unique and secure link and a one-time passcode is sent via SMS allowing the recipient to access the form. BASMU are able to upload all of the relevant forms for each personnel who can then access them on their personal device to share the data needed for the screening process. Once a form has been completed, the data is automatically received by PPS where the team can review the information and react accordingly.

Using PPS’ custom form reports, the team can easily select and output specific data from all of the medical screening forms to provide a report to BAS on the status of all of the personnel, including the details of who is registered, which forms they have completed and when and their status, e.g ‘fit to work’/passed medical screening.

This process has completely transformed how the team manage their client data, vastly improving the team’s efficiency when it comes to data collection, recall and data sharing. The introduction of PPS has facilitated easy access to medical records and specific information at the click of a button, avoiding the time-intensive task of flicking through one of several filing cabinets that are only accessible from one location. Not forgetting the infinite security benefits that come from secure, online data storage including regular data back-ups and robust firewall measures, that simply cannot be applied to a physical storage system.

Prior to using PPS the team were restricted to sharing summary data or just essential information with the remote teams as and when required, usually via email, which often led to lengthy email chains that were increasingly difficult to keep track of and review. Transitioning to digital records has enabled BASMU to share all of the data collected for each individual with the team in Antarctica and on the ship, something which was previously only available on request, enabling them to improve the overall quality of care provided.