Healthcare RM, a leading integrated healthcare company that provides a framework for managing employee health, knew that robust quality management, information security and cybersecurity were paramount to establishing the company as a trusted healthcare solution. The team was managing compliance with a time-consuming combination of spreadsheets, document management and manual reminders. It implemented the ISMS.online platform to enable simplified compliance.
Healthcare RM is a leading integrated healthcare provider dedicated to helping organisations by providing a framework for managing employee health, assessing specific occupational risks, as well as the workforce’s underlying personal risk factors. With multiple departments, including occupational health, mental health care, functional health and more, the business tailors its offering to individual clients to provide a fully integrated service and proactively support employee wellbeing.
As with any healthcare organisation, the company is highly regulated and compliance is critical to its operations, ensuring patient data remains protected, business continuity is upheld and service quality is consistently maintained.
With new and mounting regulations such as the NIS2 directive taking effect and increased cybersecurity threats, Healthcare RM was facing mounting pressure to remain compliant. The team knew that robust quality management, information security and cybersecurity were paramount to establishing the company as a trusted healthcare solution. As such, the business successfully achieved UKAS certification to ISO 27001, ISO 9001 and ISO 22301, but was seeking a simpler way to manage its compliance.
However, the company’s reliance on manual compliance processes was becoming increasingly inefficient, making it difficult to maintain real-time oversight and prepare for audits efficiently.
With compliance requirements becoming more complex, Healthcare RM recognised the need for a streamlined, automated approach that would allow it to maintain high compliance standards and reduce workloads, without increasing operational costs.
The challenge
Healthcare RM managed compliance using spreadsheets, document storage systems and manual email reminders. While these methods had been sufficient in the past, they were no longer sustainable as the company expanded. It needed a solution that would allow it to easily manage multiple ISO standards, allowing it oversight of overall progress, task assignments and completion status. Preparing for audits required significant administrative effort, with compliance managers spending excessive time collecting documentation, verifying policies and ensuring security measures were properly implemented across multiple departments.
The time-consuming nature of this approach diverted resources away from more strategic security initiatives and increased the risk of human error. Compliance tasks relied on individuals remembering to update records and maintain audit trails, making it challenging to ensure consistent adherence to regulatory requirements and ease of use for external auditors was also vital. The lack of real-time visibility over compliance status meant potential gaps in security could go unnoticed, posing both financial and reputational risks.
Beyond inefficiencies, the growing cost of compliance was another pressing concern. As regulatory requirements increased, so did the workload, leading Healthcare RM to consider hiring additional staff to manage compliance. However, this would have added significant expenses, making it crucial to find a smarter, more efficient solution that could automate compliance processes while maintaining high standards of governance.
The solution
Seeking to modernise its approach, Healthcare RM implemented ISMS.online, a cloud-based compliance management platform designed to simplify and centralise the governance of security and quality standards. The platform provided a structured and intuitive system that enabled Healthcare RM to manage its ISO certifications with far greater efficiency, transferring the management of all three of its existing UKAS-accredited certifications: ISO 27001, ISO 9001 and ISO 22301.
The platform allowed the team to easily view and manage its certifications under one roof, centralising compliance efforts with a live dashboard that provides an overview of progress and outstanding tasks.
By eliminating the reliance on spreadsheets and fragmented systems, ISMS.online created a single, secure location for all compliance-related activities. Automated workflows ensured that tasks and deadlines were met without constant manual oversight. The platform’s document management features provided version control, making it easy to access the latest policies and procedures while maintaining a clear audit trail. Real-time monitoring and reporting capabilities allowed compliance managers to quickly identify potential risks and address them proactively.
“When you log into the platform you can see everything: whether we’re up-to-date on everything and what’s up and coming. That, to me, was the biggest difference, saving me so much time,” said Adam Hamilton, Director of Operations at Healthcare RM.
A major advantage was the platform’s ability to streamline audit preparation. Instead of spending weeks gathering evidence and verifying compliance, Healthcare RM could now produce reports and documentation at the click of a button. This simplified interactions with auditors but also reduced the stress and disruption typically associated with compliance assessments.
Hamilton added: “Without the ISMS.online platform, you have organised chaos for the auditors. With the platform, you have a structure that they can understand. There’s a set structure and a way of doing things that makes it quick and easy for you as the user, but also for the person who’s doing the auditing.”
The results
Implementing the ISMS.online platform had an immediate and measurable impact. One of the most significant benefits was the cost saving of £34,963 per year, the equivalent of a full time compliance officer’s salary, because: “If we didn’t have the platform, we’d probably have to employ another person to support and help,” said Hamilton.
Through automating the compliance processes and reducing the need for additional staffing, Healthcare RM was able to allocate resources more effectively, focusing on core business priorities rather than taxing administrative tasks.
Audit preparation, which previously took weeks of manual effort, became a smooth and structured process, with compliance data readily available within the platform. Time savings were considerable as compliance managers no longer had to chase down documentation or manually update records, freeing time for more strategic initiatives.
Beyond operational efficiencies, the transition to the ISMS.online platform enhanced Healthcare RM’s overall security posture. The ability to proactively manage compliance, rather than reactively addressing issues, strengthened the organisation’s resilience against cyberthreats. The improved transparency and collaboration enabled by the platform ensured that compliance became an integrated part of daily operations rather than a burdensome, siloed task.
Security culture also improved as Healthcare RM was able to embed security into everyday operations without requiring additional staff or excessive manual effort. The ability to maintain a high level of governance without increasing overheads allowed it to demonstrate its commitment to quality, security and customer trust.
A future-proof approach to compliance
Healthcare RM is now in a strong position to navigate future compliance challenges with confidence. The company’s partnership with ISMS.online has enabled it to reduce operational strain while maintaining a proactive, rather than reactive, approach to compliance management.
ISMS.online has allowed the company to demonstrate its commitment to quality and security without the need for excessive manual processes. By integrating compliance management into daily operations, Healthcare RM has shifted from a reactive, labour-intensive approach to a future-proofed, automated system that supports both security and business resilience.
Sam Peters, Chief Product Officer at ISMS.online, reinforced the importance of adopting modern compliance solutions, highlighting that: “Automation and real-time monitoring are essential, especially when regulatory requirements are only expected to increase. Businesses that embrace integrated compliance platforms will be better positioned to manage risk, maintain trust and remain resilient.
“Healthcare RM has not only streamlined its compliance processes but has also set a benchmark for how businesses can successfully manage regulatory demands while maintaining operational excellence.”
