In the past, most clinical documentation and data collation in New Zealand hospitals—including anaesthesia services—was paper-based. This outdated approach adds an administrative burden to daily operations, negatively affecting safety, efficiency and staff satisfaction. Paper-based systems can lead to misinterpreted or incomplete records, causing potential delays in communication with departments like pharmacy and billing. In addition, clinicians spend unnecessary time tethered to workstations, limiting their ability to attend to other patients efficiently.

In September 2021, Health New Zealand selected Altera Digital Health to lead the PCIMS (Perioperative Clinical Information Management System) project. The goal was to implement an electronic AIMS at Waikato and Thames hospitals, with Provation iPro being the chosen software. By mid-2022, implementation began, and in May 2023, Provation iPro went live, supporting the Pre-Admission Testing (PAT), Acute Pain Management (APM), Post Anaesthesia Care Unit (PACU) and Data & Analytics modules across 25 operating theatres, 37 PACU beds, a delivery suite and a catheterisation lab. This cloud-based PCIMS is now in use by more than 950 users.

In 2023, significant progress has been made with the rollout of the system in both elective and acute pathways. The acute surgery system went live in October 2023, while the elective system began earlier in the year, and its implementation is continuing specialty by specialty. ENT and Paediatric Surgery are already using the new elective system, with 2–3 more specialties scheduled to come on board in the months to come.

The feedback from users has been overwhelmingly positive. Patients are moving through the stages of their care much faster than they did under the previous paper-based system. Information is shared instantly between departments, improving coordination, particularly for patients with appointments at Thames Hospital. Before the digital transformation, paper forms had to be physically driven from Thames to Hamilton, but now all necessary information is available online, accessible to all providers in real time.

Another significant advancement has been the digital patient health questionnaire. Previously, consultants conducting remote First Surgical Appointments (FSA) had to either mail a paper questionnaire to the patient or complete it over the phone. Now, the questionnaire can be sent electronically via text or email, streamlining the process for both patients and clinicians. The feedback has been very positive, with patients appreciating the convenience and clinicians noting the efficiency.

Additionally, the Acute (WASP) dashboard allows for all acute theatre bookings to be managed via a digital platform. Previously, bookings were printed and displayed in a central location. Now, a large screen displays the dashboard in the same location, but it can also be accessed from any device with PCIMS access, enabling better coordination across locations.

The introduction of Provation iPro at Health New Zealand has led to five key benefits for anaesthetists and the wider clinical team:

1. Mobility – The world’s first mobile AIMS allows anaesthetists to move freely between facilities and theatres.
2. User-Friendliness – Designed by practicing anaesthetists, Provation iPro is intuitive and ensures records are complete, compliant, and legible.
3. Interoperability – Provation iPro is device- and vendor-agnostic, interfacing seamlessly with both administrative and clinical systems.
4. Compliance – Built-in features help anaesthesia teams comply with regulatory requirements.
5. Actionability – Leaders are empowered with real-time access to robust dashboards and reporting, delivering deep clinical insights and business intelligence.

By replacing manual processes with Provation iPro, clinical staff are improving the quality and safety of care in tangible ways. Anaesthetists now have a better understanding of critical events in theatre, and the risk of information being lost or misrecorded is greatly reduced. Acute pain management can be requested electronically, and PACU nurses have access to real-time, legible data to ensure optimal patient recovery and reduce the risk of medication errors.

Provation iPro is setting a new standard for digital health projects across Waikato. Clinicians have taken leadership roles in developing the system, identifying suitable products, and ensuring the technology meets the needs of the healthcare staff who use it. The cloud-based solution was refined by Waikato clinicians specifically for their unique needs, ensuring a smooth and effective transition to digital anaesthesia management.