Keiwa Society Achieves 8,800 Hours Reduction in Operations with BizRobo! Implementation

Reducing Operational Burdens in Healthcare

In a remarkable achievement, the Keiwa Society, a social medical entity based in Oita City, Japan, has successfully reduced operational hours by 8,800 within just two years. This was made possible through the introduction of the RPA tool, BizRobo!, in alignment with their ongoing mission to push for digital transformation (DX) in healthcare.

The implementation of BizRobo! is led by Open Corp, a subsidiary of Open Group based in Minato-ku, Tokyo. The primary goal of integrating this AI technology was to address the increasing demands of healthcare operations, which had become increasingly burdensome due to rising patient numbers and clinical complexities.

The Initial Drive for Digital Transformation

Even before 2020, the Keiwa Society recognized the importance of leveraging digital technology to improve healthcare services. Realizing that a solid understanding of digital tools among staff was crucial, they initiated a project focused on internal development and training. This involved exploring RPA as a means to automate tedious tasks, such as medical record management, which were increasingly drawing on personnel resources.

To determine the best fit for their needs, the digital promotion team of Keiwa Society conducted trials of various RPA products throughout 2022, ultimately concluding that BizRobo! Lite+ was the most suitable choice. The collaborative approach of having the digital promotion team lead the process while closely coordinating with partner vendors from Kyushu played a pivotal role in this decision.

Achievements Through Collaboration

The digital promotion team comprises volunteers from various departments, including physiotherapists and care managers, who also carry responsibilities for overseeing DX operations. To ensure that these team members possessed the necessary skills, Keiwa Society has developed an internal training infrastructure focused on AI, Excel, and data science.

Operating seven facilities, Keiwa Society is able to standardize solutions and apply successful strategies across different centers, maximizing operational efficiency. With the introduction of bots to automate processes, Keiwa Society has reached a milestone where 36 operational tasks are managed by robots, resulting in the substantial annual time saving equivalent to approximately 24 million yen in labor costs.

Case Study: Infection Signal Confirmation

One noteworthy example of automation is the confirmation of patients for infection signs. Nurses previously dedicated over 500 minutes daily to review each patient’s records following surgeries, catheter usage, or any device attachment. With nearly 200 inpatients daily and around 46,000 device usages each year, the workload was overwhelming.

By utilizing RPA, robots are now capable of reading electronic medical records to identify patients with a temperature above 37.5℃ who also present at least one of ten infection indicators. Consequently, nurses receive automatic notifications every morning about relevant patients, alleviating their workload and allowing for quicker response to potential infections.

Preparing for the Future of Healthcare

The swift implementation and success of RPA in Keiwa Society's daily operations underscore the effectiveness of involving well-informed staff in identifying unnecessary tasks and potential automation opportunities. As they look to the future, Keiwa Society aims to share their experiences in creating supportive environments for DX with other healthcare institutions, which is essential for the sustainability of Japan's healthcare system.

Open Corp, the company behind RPA implementation, is committed to addressing the workforce challenges faced by healthcare and nursing facilities across Japan. Their strategic initiatives involve providing tailored support depending on individual institutional needs along with enhancing e-learning resources, hosting seminars, and offering development assistance in collaboration with partners.

Presentation on DX Strategies at the 75th Japanese Hospital Society

On July 25, 2025, representatives from the Keiwa Society will present their DX initiatives at the 75th Japanese Hospital Society held at Dejima Messe Nagasaki. This seminar will encompass the discussed case studies, the society's overall DX strategy, and showcase practical examples of RPA and AI utilization in healthcare.

Event Details:

- Date: July 24-25, 2025
- Location: Dejima Messe Nagasaki, Nagasaki Prefecture
- Registration: Event Link

With the continuous focus on technological advancements, Keiwa Society and Open Corp are primed to play a critical role in transforming the quality of healthcare in Japan as they engage more practitioners in adopting efficiency-driven technologies.