Brighton Therapy Centre (BTC), a not-for-profit organisation providing counselling and talking therapies for individuals, couples, families, young people, and local businesses, collaborated with Pragmatiq to develop a bespoke business solution using Microsoft Dynamics 365 and the Power Platform. This partnership aimed to address operational inefficiencies and enhance their ability to manage various services effectively.
Background & Challenges
Background:
Established in 2012, Brighton Therapy Centre (BTC) offers mental health and well-being support through counselling and talking therapies. The organisation had been managing information manually across multiple spreadsheets, which was becoming increasingly difficult.
Challenges:
- Manual Information Management: Reliance on spreadsheets hindered quick access to key information.
- Lack of Visibility: Employees struggled to access information needed for their tasks, reducing efficiency.
- Complex Access Management: Managing multiple levels of user access was challenging.
- Lack of Automation: Important business processes risked being overlooked due to manual management.
- Inefficient Communication: Manual communication between the core team and practitioners led to inefficiencies and lost time.
- Time-Consuming Referral Process: The manual referral process was slow and cumbersome.
- Inconsistent Communication: Communications with clients, practitioners, and stakeholders were inconsistent.
The Solution & Implementation
Discovery and Planning:
Pragmatiq conducted a detailed analysis of BTC’s requirements and designed a customised solution leveraging Microsoft Dynamics 365 and the Power Platform.
Execution:
- Custom Business Solution: Designed and implemented a solution to manage data from one place.
- Referral Process Management: Implemented functionality to capture all necessary information around referrals.
- Funding Process Support: Built functionality to support the tracking of forecasting and actual funds spent.
- Practitioner Management: Securely managed practitioners’ details, fees, skills, and certifications.
- SharePoint Integration: Enabled BTC to store and access referral documentation directly from the system.
- Outlook Integration: Tracked all communications within the system, enhancing consistency and visibility.
The Transformation
Results:
- Increased Referral Speed: BTC increased the referral turnaround process by 100%, going from 16 days to 8 days, meaning individuals can access crucial support quickly when they need it most.
- Improved Visibility and Access: BTC can now access all information from one place, through a system that accurately reflects that their day-to-day processes. Cloud-based system also supports those working remotely.
- Enhanced Productivity and Efficiency: Centralising information increased productivity, driven by reduced search times, streamlined processes, and automated task notifications.
- Optimised Communications: Standardised email templates improved communication efficiency and consistency.
- Foundation for Future Improvements: The scalable infrastructure supports BTC’s expansion plans and enhances security and usability.
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