The Acacium Group

For over two decades, Acacium relied on Datix, but the system began falling short of their needs. Karen Matthews-Shard, Global Clinical Director for Acacium Group, reflected:

“About six years ago, things changed. And I think in 2021, when they moved to Datix IQ, it became more clunky, more difficult, and a headache.” – Karen Matthews-Shard, Global Clinical Director.

The system was rigid and heavily NHS-focused, which caused issues in adapting to the private sector and international healthcare systems. Reporting mechanisms were not flexible enough to account for regional differences, such as requirements in the USA or Australia. Requests for changes required approval from the wider Datix community, delaying or even denying critical updates.

Expansion into new regions highlighted the inability to tailor the system’s language, currencies, and reporting fields to meet the unique needs of each country. “We had to shoehorn Australia and the US into a platform that wasn’t built for them,” Karen noted, further emphasizing the system’s inadequacy for global operations.

Teams relied on spreadsheets to manage legal claims and incident data, resulting in cumbersome updates and limited insights. Reporting and dashboards often failed or lacked functionality, and configuration had to be outsourced, creating delays and inefficiencies. “Reports were difficult to set up, didn’t always work properly, and our dashboards never really got off the ground,” Karen explained.

Staff expressed dissatisfaction with the system’s usability and lack of configurability. Notifications contained minimal detail, forcing users to log into the system to retrieve basic information.

Recognizing these challenges, Acacium launched a rigorous search for a modern governance platform. After reviewing multiple solutions, Ideagen InPhase emerged as the clear choice, meeting key requirements for configurability, global adaptability, and scalability.

Karen recounted the decision-making process with enthusiasm, sharing, “The excitement of everybody once they had a demonstration, when they left the room, was palpable!” Reference visits to trusts and private organizations already using Ideagen InPhase reinforced confidence in its reliability and versatility.

Core Features of Ideagen InPhase

• Configurability: Dynamic forms that adapt based on user input, tailoring incident reporting to the unique needs of each region and reducing unnecessary fields.
• Global Functionality: Support for multiple currencies, languages, and country-specific incident logging requirements.
• Integration Capabilities: Seamless integration with HR and finance systems enables real-time updates.
• Improved Usability: Intuitive interfaces, mobile accessibility, and real-time notifications with detailed information empower users to act quickly.

Beyond these features, Acacium’s teams were impressed by the system’s ability to simplify complex processes. Gearing for rapid deployment, Acacium conducted a structured and agile implementation.

“It’s intuitive, easy to configure, and inspires confidence in our people,” Karen said.

Acacium went live on 2nd June 2025, beginning with patient safety and experience modules. Forms were tailored to country-specific needs, such as different taxonomies, currencies, and compliance requirements. The USA went live two days later, with Australia following by the end of June. Key business units such as IT security, finance, and legal also transitioned smoothly.

Super users were trained using Ideagen InPhase’s resources, complemented by custom training guides developed with the Scribe tool. Weekly training sessions were launched to onboard additional users and ensure system adoption.

The migration of historical data from Datix presented some hurdles, including delays from Datix providing data in incompatible formats. However, Karen praised Ideagen InPhase’s responsiveness, noting that team members worked over weekends to resolve issues and meet deadlines. “It’s so important to give yourself enough time for migration,” Karen advised.

Acacium expects Ideagen InPhase to revolutionize their governance processes, delivering improvements across patient safety, efficiency, and global alignment.

• Streamlined Workflows: Configurable forms and portals reduce redundancy and manual effort while ensuring relevance for different regions and incident types.
• Enhanced Reporting and Insights: Real-time dashboards and triangulated data will empower divisions to benchmark performance and identify trends.
• Efficiency Gains: Integration with HR and finance systems automates data entry and claim tracking, enabling teams to focus on strategic priorities.
• User-Centric Experience: Simplified notifications, mobile accessibility, and intuitive interfaces make the system easier for all staff to use.
• Scalability for Global Operations: Support for multilingual and multicurrency functionality ensures the system aligns with international needs.

Early feedback has been overwhelmingly positive. Teams have praised the system’s ease of use, configurability, and mobile accessibility. Finance and legal teams, in particular, have seen tangible improvements with automated tracking replacing cumbersome manual processes.

Karen summarized, “The feedback from the team so far is they love it. It’s really good. It’s easy to use. It looks and feels nicer.”

Looking ahead, Acacium has ambitious plans to expand the functionality of Ideagen InPhase. Key priorities include the rollout of additional modules for safeguarding, audit, and policy management, as well as enhanced dashboards and triangulated reporting.

Exploration into AI capabilities, such as providing incident summaries for busy clinicians, is also on the horizon. Acacium will continue to advocate for further investments and explore partnerships with their insurers to fund new modules.

The transition to Ideagen InPhase marks a pivotal moment for Acacium Group. By addressing long-standing inefficiencies and introducing a highly configurable, scalable platform, they are poised for a future of innovation, efficiency, and global alignment. With widespread enthusiasm and a clear vision, Acacium is set to redefine governance excellence across its international operations.

If your organization is seeking a governance solution that combines configurability, innovation, and scalability, turn to Ideagen InPhase. Contact us today to learn how we can help you make the leap toward operational excellence and lasting success.