From guesswork to instant retrieval: how Vision RT modernized doc control with Greenlight Guru

Who is Vision RT?

Vision RT is a fast-growing MedTech company transforming radiation therapy for cancer patients by helping make it more accurate, effective, and comfortable. The company is the inventor of, and a market leader in, Surface Guided Radiation Therapy (SGRT). This technology uses advanced 3D cameras to track surface data, providing enhanced guidance across every step of the radiotherapy workflow.

Vision RT’s SGRT solutions are in 24 out of the 25 “Best Hospitals for Cancer,” as tracked by US News & World Report. The company is recognized as one of Britain’s fastest-growing private tech companies, as featured in the 2025 Sunday Times 100 Tech list. Vision RT is also a recipient of the 2026 King’s Award for Enterprise, our fifth in 10 years. It is the UK’s most prestigious accolade for business excellence.

Because Vision RT's devices are regulated and software-intensive, the company carries the full weight of medical device design control and quality system obligations. It holds Medical Device Single Audit Program (MDSAP) certification, and its products are cleared for market through processes such as the U.S. Food and Drug Administration (FDA) 510(k) pathway. The quality team supports document control, training, design history files, and the development records behind new products.

The challenge: a legacy eQMS

Before Greenlight Guru, Vision RT's quality system was split across tools that did not talk to each other. Procedures lived in a legacy eQMS the company had outgrown. The vendor had promised to migrate Vision RT to a newer product, and year after year that migration never came. Records and the design history file sat in SharePoint, which only worked if you already knew exactly where something was.

Approvals were their own project. The team uploaded documents to a separate signing tool, routed them for signature, and then relied on someone to remember to save the signed file and its original in the right place. That last step did not always happen, and for an MDSAP-certified company, that’s the type of missing quality record an auditor can write up.

The cost showed up most clearly during audits. Finding a single record could take five to 10 minutes when the team needed an expert to track it down. Vision RT holds MDSAP and has never failed an audit, but under a stricter inspection regime, taking that long to produce a document is exactly the kind of delay that draws a finding.

The solution: Greenlight Guru’s eQMS

After switching to Greenlight Guru, Vision RT’s procedures, records, training, and design history files now sit in one medtech-specific system. Visibility and document navigation were the changes that mattered most. Using attributes, categories, filters, and a document or record ID, the team can pull up the latest approved version of almost anything in seconds and follow related items to whatever connects to it.

Approvals moved into the same place as the documents. Rather than uploading to an external signing tool and saving the result by hand, the team routes a document for signature inside Greenlight Guru, sees who has signed, and gets told when someone rejects it and why. The change order workspace handles bulk work in a single signature. For a company loading a new product whose bills of materials run to hundreds of line items, that’s one approval instead of a hundred separate chances to miss one.

Training adoption was smoother than the team expected. A Greenlight Guru trainer ran a single group session that drew more than 250 attendees, and the company uses Greenlight Guru Academy for induction, having every new starter earn a light-user or full-user certificate. Permissions keep the right people in the right parts of the system.

The results: faster retrieval, automated training reporting, and time back

The clearest payoff shows up in audits. A record that once took up to five to 10 minutes to find is now ready in seconds, whether the team uses filters or a known ID, so the moment an auditor asks for something, it’s there. That holds across the nearly 11,000 documents the company now keeps in the system, which turns audit day from a scramble into a routine.

Training management used to be largely manual. With this year's reporting updates, the team has automated how it reports on training, tracking on-time completion as a KPI by exporting the data into a prepared pivot table. Anyone who misses a deadline gets automated reminders, which reduces the chasing that used to fall entirely on the quality team.

The third shift is in how work moves. Routine documents no longer funnel through one person who has to remember to file everything in the right place. Subject matter experts now handle their own documents directly in the system, and document control steps in only when something needs correcting. Less manual hand-off and less chasing means the quality team spends more of its time on work that actually needs its judgment.

Why Greenlight Guru: easy to adopt and built for medtech

Vision RT has stayed with Greenlight Guru for the same reasons they adopted it. The system is modern and intuitive, and where the previous system sat unchanged and a promised upgrade never arrived year after year, Greenlight Guru keeps shipping new features with support to match. That is the difference between a platform a team outgrows and one that grows with it. For a regulated, software-intensive device maker, having document control, training, and design records in one system built for medical device work removed the friction the team used to absorb across separate tools.

The migration itself reinforced the choice. Vision RT moved in phases, starting with its procedures, which went over quickly, then bringing across training and finally the several thousand design history file documents from SharePoint. A Greenlight Guru Medical Device Consultant handled the bulk upload once the team specified what it needed and where, and the whole effort ran on a deliberate timeline rather than a rushed one.

What's next for Vision RT

Vision RT is loading a new product into Greenlight Guru, with the development documentation and large bills of materials that come with it, and the team is leaning on the change order workspace to keep that manageable. As the team's use of the system has grown, so has the document control function's visibility inside the company, with colleagues now better understanding the work that keeps Vision RT audit-ready.