Digital Transformation in Healthcare: opta data group's Implementation of DocuWare
Company Size
1,000+
Region
- Europe
Country
- Germany
Product
- DocuWare
Tech Stack
- Document Management System
Implementation Scale
- Enterprise-wide Deployment
Impact Metrics
- Cost Savings
- Productivity Improvements
Technology Category
- Application Infrastructure & Middleware - Data Exchange & Integration
Applicable Industries
- Healthcare & Hospitals
Applicable Functions
- Procurement
Services
- System Integration
About The Customer
The opta data group is a company that supports businesses in the healthcare sector, such as nursing services, rehabilitation facilities/providers, and suppliers of therapeutic products. They assist their customers in quickly and efficiently invoicing their services to insurance companies and self-payers. The company employs more than 1,800 people across 17 organizations. They are constantly in need of innovative solutions for their own administration, and they chose DocuWare for their document management needs.
The Challenge
opta data group, a company that supports healthcare sector companies, was facing challenges with their invoice processing. They received over 3,500 incoming A/P invoices monthly, mostly paper-based. These were recorded in Excel and sent to the responsible departments and locations for approval. Due to a multi-stage approval process and a basic division of invoices into split amounts with allocation of cost centers, the processing times were long. Accounting also lacked any overview or transparency of the processing status during the approval process. Searching for information also took a lot of time and effort.
The Solution
DocuWare was implemented in opta data group's central financial accounting department. The solution was installed without interrupting ongoing operations, and second screens were purchased for certain workstations. All incoming invoices are now scanned and automatically indexed. In the verification/approval process, the Accounting department accesses receipts via task lists and splits the amounts between different cost centers. Other employees from Purchasing and Accounting approve the cost center with a digital stamp according to the four-eyes principle. The system then forwards the documents to the cost centers and notifies those responsible by email. Using the attached split booking dialog, expenses are checked and corresponding partial amounts are released for payment. In addition, outgoing invoices are now also archived completely digitally.
Operational Impact
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