Visual Systems Healthcare

Despite their long-standing success, the business recognised several operational challenges that were beginning to limit growth and efficiency. 

The company’s reliance on manual, paper-based systems was a significant obstacle. Each customer order generated large amounts of paperwork, manually passed between departments, resulting in duplicated administrative tasks and a high risk of errors. Information was entered separately into multiple systems including Sage accounting software, Salesforce CRM, and Excel-based stock management — none of which were integrated. Production planning was also handled manually, hindering optimisation and responsiveness. 

It became clear that to continue their growth trajectory and stay competitive, VSH needed a digital transformation strategy to streamline operations, improve data visibility, and reduce manual workload across the business. 

VSH engaged with Made Smarter Yorkshire & Humber, delivered by Oxford Innovation Advice, to support their digital transformation journey. 

The partnership began with support from Jeremy Boye, Digital Manufacturing Adviser, and the development of a Digital Roadmap, which identified critical areas for improvement and mapped out a clear path for change. This led to the commissioning of a full IT strategy and process redesign project, facilitated by Enterprise Growth Partnership. 

Key aspects of the support included conducting a comprehensive analysis of departmental requirements to ensure that any future systems would meet operational needs. Future processes were carefully designed to eliminate duplication of effort and enable a smooth, integrated flow of information across the business. Technology solutions were identified to connect stock control, production planning, CRM, and accounting, creating a single, unified system. 

Alongside technological improvements, the strategy recognised the importance of cultural change management. Plans were developed to ensure staff were engaged and supported throughout the transformation, helping to drive adoption and maximise the benefits of the investment. 

To further strengthen their transformation journey, VSH accessed additional support from the Good Growth programme, which provided specialist expertise in change management and operational strategy. 

Throughout the project, VSH benefited from close guidance from experienced associates, ensuring a structured and balanced implementation that minimised disruption of day-to-day operations. 

Jeremy Boye (DMA, Made Smarter) said: “Visual Systems Healthcare delivers vital healthcare support solutions to the public and private healthcare sector. From the operational management of hospitals to the optimisation of patient flow and experience, their services are in use with most of the NHS Trusts in the UK.”  

“I have had the pleasure of working with Chris Hunter since 2021, helping to support the business through various continuous improvement and capital expenditure projects. This has included the development of a digital transformation strategy, with the aim of streamlining operations, improve data visibility, and reduce manual workload practices across the business.” 

The digital transformation has delivered impressive results for Visual Systems Healthcare across multiple areas of the business. 

Workflow automation has reduced manual data entry by 75% across sales, production, and dispatch processes. This has improved data accuracy, significantly reduced administrative workload, and enabled faster order processing. By integrating their Salesforce CRM, Sage ERP, and stock management systems, VSH now benefits from real-time visibility across all departments, leading to more informed decision-making and greater operational control. 

Production planning has been digitised, increasing the company’s capacity utilisation and helping to optimise resource allocation. The introduction of connected inventory management has improved material forecasting and reduced the occurrence of stock-outs. As a result of these combined improvements, production lead times for bespoke orders have been reduced by 20%, enabling faster turnaround times and enhancing customer satisfaction. 

Beyond the tangible operational benefits, the project also drove a cultural shift within the company. Inter-departmental communication has improved, operational transparency has increased, and staff engagement in continuous improvement initiatives has been strengthened. 

The impact of these changes is already evident in the company’s financial performance. Over the past twelve months, VSH has achieved a 5% year-on-year increase in turnover, winning significant new contracts with NHS Trusts and a major private healthcare provider. 

Building on the success of the initial phase of their digital transformation, VSH has set out ambitious plans for the future. 

The next phase will see the full deployment of an integrated ERP-MRP system, designed to automate production tracking, materials planning, and quality control. Investment in smart factory technologies, including IoT-enabled devices for real-time production monitoring, is also planned. 

In addition, VSH intends to develop a new range of digitally enhanced healthcare products, featuring interactive patient engagement tools incorporating touchscreen and mixed reality technologies. A new eCommerce platform will be launched to enable direct online sales of standardised products, making it easier for customers to access their solutions. 

To further optimise their operations, VSH will explore the use of AI-driven demand forecasting for materials procurement and production planning. They also intend to maintain a strong R&D focus, particularly on developing innovative healthcare solutions tailored to mental health environments and cancer care pathways. 

To support these exciting growth plans, VSH is expanding its team, with new roles in digital systems coordination, eCommerce development, and product innovation. Recruitment in technical sales is also planned to ensure the business is well-positioned to capitalise on new market opportunities. 

Jeremy Boye,  further commented “VSH accessed additional business support resources, including the West Yorkshire Good Growth programme, which provided further expertise in change management and operational planning. 

The overall change programme was led by Neil Kendall of Enterprise Growth Partnership, supported by a team of specialist associates, ensuring that VSH had access to expert guidance at every stage of their digital transformation journey.” 

VSH is increasingly positioning itself not just as a manufacturer of healthcare visual management products, but as a true healthcare solutions partner, helping healthcare providers redesign patient journeys, improve operational efficiency, and meet ever-evolving regulatory and safety standards.