In hospitals, much revolves around progress: new technology, smarter processes, and better care. But sometimes the greatest gains lie in something smaller—an important form that is still filled out and stored on paper, or a checklist that has “simply been done the same way” for years. At the Red Cross Hospital (RKZ), the same was true in the hospital pharmacy. Medicine room checks were still carried out manually.
Until one simple question was asked: Could this be done more efficiently? The answer turned out to be CHECK, Zenya’s questionnaire tool. Havva Şahin, a project pharmacist specializing in quality, explains how this approach has made the process simpler and more efficient. “Since January 2026, we have been completing the medicine room checklist digitally in the pharmacy, accessible directly on the logistics phone.”
The Red Cross Hospital is a unique hospital. This mid-sized hospital has been based in Beverwijk since 1927 and is known for its burn center and expertise in burn care. Personal attention and quality go hand in hand. With a broad range of care and an important regional role, the hospital works every day toward safe, reliable, and future-proof care. Smart support processes are an essential part of that. Because good care doesn’t just begin at the bedside. It also starts behind the scenes: in systems, work methods, and quality controls that support healthcare professionals every single day.
Like all hospitals in the Netherlands and Belgium, RKZ had already been working with Zenya for some time. The hospital was already using several modules for quality management, document management, and incident reporting. “Within the hospital pharmacy, the monthly checks of medication rooms were still being done on paper,” Havva explains. She laughs: “Comfortable and familiar, perhaps, but no longer quite in keeping with the times. We were already largely working digitally with Zenya. It seemed a shame that recurring processes, such as these medicine room checks, were still happening on paper.”
Rather than looking for yet another standalone tool, Havva first assessed what was already in place and found a solution that was more sophisticated than expected. Together with the internal application administrators who manage Zenya on a daily basis, she explored whether the paper checklist could be converted into a digital questionnaire within the existing Zenya environment. It could, using Zenya CHECK. This is a comprehensive tool that makes it easy to set up a wide variety of questionnaires.
The existing paper checklist was converted to a digital format. A pilot project then followed with a group of enthusiastic pharmacy staff.
Havva: “The test group reported that the questionnaire tool worked very smoothly. After one or two attempts, it was immediately clear. The questionnaire was familiar, easy to use, and directly accessible on the work phones that staff were already carrying during their rounds.”A major advantage: the content didn’t change. Staff still work with exactly the same questions and checks, just no longer on paper. “That’s why the transition went remarkably smoothly. Not much changed, except that we now fill it out digitally.” And that brought a number of benefits.
“Our test group reported that the questionnaire tool worked very smoothly. After one or two attempts, it was immediately clear. The questionnaire was familiar, easy to use, and directly accessible on the work phones that staff were already carrying during their rounds.”
“Paper checklists and printouts are a thing of the past. Especially for processes that occur every month, those savings add up faster than you’d think. Within the hospital, it’s not just about efficiency; we also want to operate sustainably.”
The RKZ story reveals something else: working smarter doesn’t always have to start with a new system. Sometimes the solution lies in the software you’re already using. Havva: “Because Zenya was already widely used within our organization, we were able to move quickly. No additional platform, no complicated implementation, no fragmentation. We simply expanded within a familiar environment. If you already use Zenya, it’s reassuring to know you can continue to digitize processes within the same system.”
Many hospitals still rely on paper-based controls, standalone forms, or fragmented records. For recurring checks in particular, this takes up more time than people realize. Processes like these are ideally suited for digitization using Zenya. Consider:
Havva is also very positive about the collaboration with Zenya. Within the hospital, a number of application administrators work closely with Zenya consultants, who contribute ideas and suggestions for improvements. “It’s great that they can brainstorm together. We explore what’s possible alongside Zenya and come up with smart solutions together,” Havva explains.
That combination of practical knowledge and technical support ensured that the medication room checks were digitized quickly and successfully.
Not every improvement needs to be grand to make an impact. For RKZ, the switch from paper medication room checklists to Zenya was exactly that kind of smart move. The content remained the same, but the process became faster, clearer, and more user-friendly. Or, as Havva put it: why keep doing something on paper when there’s a smarter way?
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Are you already using Zenya but still working with paper checklists or manual checks? Now is the perfect time to further streamline your processes with Zenya CHECK.
