How to enhance IVF centre efficiency with our daily operations dashboard?

Problem Statement

Managing an IVF centre involves juggling multiple aspects—patient care, increasing conversions, enhancing patient experience, supporting clinical staff, ensuring compliance, optimising inventory, and more. Any slippage or non-compliance can lead to significant financial losses, damage to credibility, and harm to the centre’s brand image.

While many IVF centres rely on Management Information System (MIS) reports to monitor these factors, daily tracking is often inconsistent. Even those that do engage in daily monitoring spend considerable time generating meaningful reports, which often depend on the expertise of a specific individual. This person-dependent approach is not only time-consuming but also inefficient.

What IVF centres need is a systemic, person-independent solution that delivers actionable insights at the click of a button. But how many IVF centres have access to such a solution? That’s the big question.

ARTis Solution: Daily Operations Dashboard

After thoroughly analysing the operational needs of IVF centres, ARTis has developed a smart dashboard that highlights the most critical aspects of your operations. This dashboard doesn’t just present data—it offers quantitative and qualitative insights that guide department heads in making informed decisions.

The dashboard is designed to be intuitive, offering both a summary view and drill-down reports that allow teams to take targeted actions where needed. Every component is carefully crafted to provide actionable inferences, helping your team stay ahead of the curve.

Users can select a specific date to refresh the dashboard. In case of multi-branch scenario, the user can select the branch of their choice.

Features of the Daily Operations Dashboard

Here are the key operational elements of the daily operations dashboard, organised by actionable categories:

1. Center Timings
   • Track patient trends by monitoring start and end times. If any anomalies are detected, centre managers can make necessary adjustments.
2. Financials
   • A critical health check for the centre. The dashboard tracks daily revenues, collections, discounts, and dues, with drill-down capabilities to review detailed reports. These can be exported for further analysis.
3. Focus on Services
   • Get a snapshot of the volume of various services offered each day. This reflects how busy the centre is, allowing managers to intervene if trends are below expectations.
4. Nurture Cycles
   • IVF cycle treatments are long-term and require continuous nurturing. The dashboard displays the number of ongoing cycles, their stage-wise status, and the conversion percentage of cycle advisories—an essential metric to track.
5. Prioritise Case Files
   • Monitoring new registrations and case files is critical. Prioritising new cases and ensuring patients receive excellent care during initial visits is key to building lasting relationships.
6. Engage with Referrals
   • Referral doctors are a vital source of patient inflow. The dashboard highlights newly added referral doctors, enabling consultants or center managers to follow up and strengthen these relationships.
7. Maximise Appointments
   • Track the status of appointments, including total, canceled, and no-show counts. The dashboard provides detailed views for follow-up, ensuring no opportunity is missed.
8. Optimise Pharmacy
   • Pharmacy inventory is the single largest cost component in an IVF centre. The dashboard shows total inventory against planned levels, drugs nearing expiry, and unused drugs over the last 60 days. These insights help consultants make informed decisions on whether to use or return these drugs, optimising inventory costs.
9. Renew Cryopreservations
   • Cryopreservation services are time-sensitive and must be renewed upon expiry. The dashboard highlights potential revenue losses due to overdue renewals. Detailed views allow teams to follow up and convert these expired packages into renewed services, boosting revenue.

Conclusion

A well-defined operational dashboard that delivers actionable insights is invaluable for a professional IVF centre. It empowers centre managers to conduct daily huddles with their teams, take corrective actions, and initiate improvements to enhance operational performance. Clearly defined action items enable centres to operate more effectively and efficiently, allowing them to realign priorities as circumstances evolve. We propose a daily huddle for the team around the operations dashboard for optimal results.