Case Study: RDaSH NHS Foundation Trust
Empowering IT Delivery and Clinical Time Savings with LapSafe® Smart Lockers
Rotherham Doncaster and South Humber NHS Foundation Trust (RDaSH) transformed their IT equipment distribution with the implementation of LapSafe® Diplomat Pro Smart Lockers across multiple sites. The result:
- Over 2,000 clinical hours saved during the proof of concept (POC)
- 1,000+ laptops securely and efficiently distributed.
- Complete elimination of IT clinics at Doncaster, Rotherham, and North Lincolnshire.
- Supports the ‘shift left’ strategy articulated in the Trust’s Digital Enabling Plan
"The smart lockers gave us back 2,000 clinical hours in the POC alone — that’s the equivalent of a full-time nurse. They’ve helped us eliminate inefficient processes and support our strategic promises to deliver care more effectively." — Martin Wilson, IT Programme Manager, RDaSH NHS Foundation Trust
About RDaSH NHS Foundation Trust
RDaSH delivers care to more than 155,000 patients annually across 128 sites, supported by 3,400 staff. The Trust covers 650 square miles across Doncaster, Rotherham, and North Lincolnshire.
"We're a geographically dispersed organisation with a large mobile workforce. Efficient IT service delivery is critical, and we knew we needed a smarter way to support our users." — Martin Wilson, RDaSH
The Challenge
RDaSH identified significant inefficiencies in how devices were distributed and maintained. Technicians and clinical staff were losing valuable time travelling for collections, repairs, or replacements.
"It could take up to half a day of clinical time just to collect or swap a device. Our old system wasn’t scalable." — Martin Wilson, RDaSH
Despite trialling smart lockers from an alternative supplier, reliability and user experience issues created hesitation. The Trust remained confident in the concept but needed a more robust solution.
The Solution: Services Delivered by LapSafe®
LapSafe® provided a fully functional demonstration, bringing lockers on-site for firsthand testing by IT staff and stakeholders. This direct engagement-built trust and secured buy-in.
The following services were delivered through Diplomat Pro smart lockers:
- IT Service Desk Lockers for 24/7 device pickup and return
- Loaning Services for break/fix, starters, and hardware refresh
- Drop Off & Collect to reduce face-to-face dependencies.
- Asset Management & Audit Trails powered by ONARKEN®
- Bulk Build Support enabling the Trust to prep over 100 devices at a time.
"It was such a refreshing change. Rob turned up with actual lockers in a van, not just a brochure. It made a huge difference." — Martin Wilson, RDaSH
"The ONARKEN® software was so intuitive that our technician started using it before the demo was even finished." — Martin Wilson, RDaSH
Implementation Process
The POC was installed at Doncaster, running in parallel with another supplier’s lockers in Rotherham. The difference was immediately clear.
"We had two POCs running side by side, and user demand outstripped supply on both. But the feedback on the LapSafe® lockers was overwhelmingly positive." — Martin Wilson, RDaSH
Key milestones included:
- On-site demo and stakeholder engagement
- POC installation and training delivered by LapSafe®
- Soft launch rollout and user feedback collection
- Cross-functional collaboration between RDaSH, LapSafe® and CDW
"We operated as one team. There was no ‘us and them.’ That kind of collaboration was key to success." — Martin Wilson, RDaSH
Results & Benefits
Efficiency and Clinical Time Savings
- Over 2,000 clinical hours saved in the POC.
- 1,000+ laptops distributed through lockers.
- IT clinics were fully eliminated at three major sites.
"We stopped running monthly IT clinics — and no one missed them. Everything is handled faster and more efficiently now." — Martin Wilson, RDaSH
User-Driven Adoption
- Users actively pulled the project forward through word of mouth.
- Clinicians saw direct benefit in their day-to-day roles.
"We didn’t have to push the lockers on anyone - the staff were asking for them. One doctor had a broken laptop and replaced it from a locker within the hour before a major meeting." — Martin Wilson, RDaSH
Strategic Alignment with RDaSH Business Plan of Promises
- Promise 14: “Maximise the use of digital technology and innovation to support transformation”.
- Promise 22: “Support consistent seven-day service delivery”.
"Linking smart lockers to Promises 14 and 22 in our strategic plan made the business case undeniable." — Martin Wilson, RDaSH
Sustainability and Future Readiness
- Reduction in CO₂ from travel
- Enabled bulk device build and prep to “keep the lockers fed.”
- Exploring use for uniform distribution, smart charging, and smart vending
"We’re now looking at using lockers for uniforms and even ward equipment. It’s all about saving time and improving access to the things people need to do their job." — Martin Wilson, RDaSH
Why LapSafe® Was the Right Partner
- Firsthand engagement and demos
- Quick response to custom feature requests
- Flexible software (ONARKEN®) that is easy to use.
- Collaborative team approach
"Rob and the LapSafe® team were responsive, helpful and genuinely felt like an extension of our own department." — Martin Wilson, RDaSH
Future Plans
- Full integration with its service management tool
- Dual-portal locker access for uniforms and IT
- Expansion into smart vending for PPE, peripherals, and medical consumables
"We’ve got a clear five-year roadmap for digital transformation. LapSafe® lockers are a cornerstone of that strategy." — Martin Wilson, RDaSH
Conclusion
This project has proven that smart, automated IT delivery can save time, reduce costs, and directly support frontline care. RDaSH now has a reliable, scalable solution that aligns with its strategic vision and continues to evolve with its needs.
"The biggest part of digital transformation is changing the way we think — and this is a perfect example of that in action." — Martin Wilson, RDaSH
Invest Today!
Learn how LapSafe® can tailor smart lockers to suit your business needs. Contact our sales team to start your journey towards a more efficient, automated environment.