Automation Success: How a Mental Health Support Charity Saved Precious Time
In today's digital world, efficiency is key for organisations that rely on referral systems to drive success. Sporting Wellness, a UK-based charity supporting young people with mental health challenges, found itself facing a complex problem: managing an increasing volume of referrals through a manual and time-consuming process.
When Sporting Wellness approached Vantage 365, they were looking for a solution that would simplify their operations, reduce manual workload, and allow them to focus on their core mission—helping young people access critical mental health support. That’s where our expertise in Microsoft Power Platform came into play, automating their referral process from start to finish.
The Challenge: Manual Overload and Operational Strain
Sporting Wellness was receiving an overwhelming number of referrals from schools, medical professionals, and community organisations. Processing these manually not only caused delays but also stretched their internal resources thin. Each referral involved tedious data entry, repeated back-and-forth communication, and tracking, which made it difficult for the charity to efficiently connect young people with the right mental health services.
In an organisation dedicated to improving mental health, such inefficiencies were not just a strain on their operations, they also risked compromising the timely delivery of services. Sporting Wellness needed a robust solution that could manage the referral workflow seamlessly, ensuring that young people in need of help wouldn’t have to wait.
The Vantage 365 Solution: Automation Through Power Platform
At Vantage 365, we specialise in leveraging Microsoft’s Power Platform to create bespoke solutions for organisations looking to optimise their operations. For Sporting Wellness, we developed an automated referral system using Power Automate and Microsoft Power Apps. This transformation streamlined the entire referral process, automating data capture, validation, and follow-up communications.
The result? Sporting Wellness no longer had to rely on manual interventions. The new automated system efficiently handled incoming referrals, instantly validating the information provided and categorising it according to the appropriate services available.
Key Benefits: Time Savings, Accuracy, and Focus on Core Mission
The benefits of this referral automation were immediate and profound. Sporting Wellness reported a significant reduction in the time spent processing each referral, enabling their team to focus on the more important task of delivering mental health services rather than administrative work.
The new system also dramatically improved data accuracy. By eliminating human error in data entry, the charity saw fewer discrepancies and smoother communication between their internal team and external referrers. Most importantly, this digital transformation allowed Sporting Wellness to dedicate more time to their primary mission of improving mental health support for young people, ensuring no one fell through the cracks due to administrative delays.
You can watch the full case study video here.
If your organisation is facing similar operational hurdles, Vantage 365 can help you unlock the potential of automation, just as we did for Sporting Wellness. Contact us today to learn more about our services.