Healius

Healius, one of Australia’s largest pathology networks, operates nine major laboratories supported by a nationwide fleet of over 300 courier drivers. Every day, thousands of pathology samples must be collected and transported between clinics, collection centres, and labs within strict timeframes. However, this critical logistics process relied on a heavily manual workflow, with staff uploading more than 600 spreadsheets daily to plan driver shifts, routes, and stops.

Each spreadsheet outlined driver schedules, pickup times, and specific route details, often varying by state or day of the week. Coordinating and updating these files across multiple locations was time-consuming, prone to human error, and lacked real-time visibility once shifts were underway. Managing public holidays, route changes, or last-minute driver substitutions required manual adjustments from several teams, slowing operations and increasing the risk of miscommunication.

As the pathology network continued to grow, Healius recognised that its existing approach was no longer sustainable. It needed a more automated, centralised, and intelligent way to manage nationwide courier scheduling, one that could streamline workflows, reduce administrative overhead, and integrate seamlessly with its courier management platform, NowGo.

To overcome these challenges, we worked closely with Healius to design and implement a custom-built courier scheduling and management platform fully integrated with NowGo, their existing courier tracking system. Built to streamline the entire scheduling process, this platform enables Healius teams to create, manage and assign driver shifts, routes, and stops all within a unified digital platform, removing the need for daily spreadsheet uploads and manual coordination thus saving 100's of hours.

The courier scheduler allows staff to configure detailed shift parameters, including specific pickup and drop-off actions, scheduled breaks, and day-to-day recurrence settings. Public holidays can be added with details on whether they are national or state holidays and automatically override standard schedules to ensure operational accuracy nationwide. This system also includes detailed shift pages where drivers schedules can be managed, including breaks like lunch breaks assigned to stops.

To support this seamless integration, we developed an API that allows external partners and systems to programmatically create courier jobs. These validated and formatted API requests are automatically pushed to NowGo and are intelligently routed based on postcode, ensuring jobs reach the correct channel without manual input.

The system also features a robust role-based access structure, defining clear permissions for Customer-Care, API-Clients, Admin, Super-Admin and Staff. For example, Customer-Care staff can create one-off courier jobs requests that push jobs directly to Now-Go without linking it to predefined shifts, while Admins oversee system wide management and logging. Also this tool tracks shift success and failure logs allowing re-sync attempts for failed shifts or stops.

The new courier scheduling system has completely transformed the way Healius manages its nationwide logistics network. What was once a heavily manual and time-consuming process, requiring the daily upload of over 600 spreadsheets, has been replaced by a centralised, automated platform that provides full visibility and control over every courier shift.

With more than 150 staff now using the system, Healius teams can easily manage daily schedules, monitor performance, and make real-time updates without disrupting operations. Drivers benefit from greater clarity and consistency in their routes, while administrators have the tools to quickly identify and correct failed jobs or sync issues.

The new integration with NowGo ensures jobs are automatically assigned and routed to the correct channels based on postcode, removing the need for manual coordination and reducing the risk of human error. Operational efficiency has improved significantly, with faster scheduling turnaround times and boosts communication across teams.

By digitising and integrating its courier operations, Healius has not only improved accuracy and accountability but also laid the groundwork for future innovation.

 Eliminated manual spreadsheet uploads (600+ daily)
 Centralised nationwide courier operations
 Streamlined driver and route management
 Reduced administrative load and data errors
 Improved visibility and accountability across shifts
 Enabled external API access for programmatic job creation

"The final solution is saving us hundreds of admin hours every month and has eliminated countless manual steps from our process. We had a unique business need, and Kobe Creations really rose to the challenge. What had dragged on for two years with no clear end in sight was delivered by Kobe Creations in just six months, from execution to completion."

Stéphane Recouvreur
HEALIUS PRODUCT MANAGER

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