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KUMAVISION's ERP industry software covers all of the company's business processes, from office and field service to manufacturing and logistics, in one application. FAHL focuses in particular on the prescription business. The company has concluded contracts with almost all health insurance companies, which are stored in the ERP software. During care and billing, it is automatically checked under which conditions and to what extent the respective health insurance company covers the costs.
In addition, the industry solution was linked to a mobile app developed by KUMAVISION partner company M Assist. With this, all data can be quickly stored or retrieved — regardless of whether the sales force is working online or offline in a clinic, a care facility or at the patients' home. “Our sales force here always has an up-to-date status of the delivery history and can trigger the ordering process directly via the tablet after the visit,” explains Tobias Hölzemann, assistant to the management. A major advantage: The time-consuming and sometimes error-prone manual entry of orders via email is no longer necessary. In addition, the information is transmitted directly to the office staff, who can always access the latest information if the patient has any questions.
The app is also a major relief when it comes to documentation requirements: The required documents can be entered completely and with signatures directly via the tablet. Through a connector, the app accesses the KUMAVISION industry solution so that all documents are available at any time. As soon as a new order is stored in the system, the back office ensures quick processing. A central warehouse system ensures that orders can be shipped the same day. This ensures that the customer receives the desired product as quickly as possible. The company also offers a repair service. These processes are also fully mapped with ERP software — including the high requirements for regulatory medical devices.
The update also gives logistics a practical feature: With the NiceLabel solution, which is integrated into the software, labels can be created directly from the system and printed in accordance with MDR. FAHL also saves a lot of time when it comes to incoming and outgoing goods. “Now the goods can be labelled directly upon receipt — in the past, they had to go through production first. When goods are delivered, the customer-specific labels are then created directly with the delivery note and the employee can immediately mark the product,” reports Hölzemann. In the future, FAHL would like to record the goods via mobile scanners in order to further optimize logistics processes. Another new feature as part of the update: Orders from foreign branches can now be automatically triggered via an integrated EDI interface — in the past, order processing was still carried out by telephone.
When everything is asleep at night, the software continues to work: All invoices entered during the day are automatically updated in a batch run and only have to be printed, sorted and sent out the next morning. “This saves a lot of time, as the process is processed overnight and the employee no longer has to wait for the process in the morning. In this way, the time gained can be used for individual statements,” adds Hölzemann. Prescription requirements from prescribers are processed automatically, as are delivery orders to patients, who usually receive their products the next day.
The update was implemented in just a few months with a team of KUMAVISION software specialists and M Assist consultants. “In a one-week, agile power week, we clarified the set-up and processes at the start of the project. In doing so, we always implemented the requirements directly in the system, so that around 70 percent of the equipment was ready after just this first week,” reports Hölzemann. As a second step, the training phase focused in particular on contract migration of existing health insurance contracts. After an initial integration test, the data was transferred and reported errors were checked. Another integration text was then implemented, which was followed by the training phase for end users. In the end, nothing stood in the way of a successful go-live.
After the update, Hölzemann draws a positive conclusion: “The timing was very sporty. In return, the changeover went smoothly, and we implemented it well together. The consultants from M Assist have extensive industry know-how and have opened our eyes at one point or another where we may have been a bit operationally blind.” The company therefore feels well prepared for the future challenges of the industry and is already working on new topics, such as e-recipes.
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