ERP for and by Hospitals. RealDolmen Hospital/AX

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1 ERP for and by Hospitals RealDolmen Hospital/AX

2 Hospital/AX CHALLENGES FOR HOSPITALS Hospitals aim at providing the best possible healthcare and services. They can achieve this goal by using a number of important business support processes that not only have an influence on patient and care provider satisfaction, but also on efficiency and therefore the financial situation of the organization. These supportive processes are incorporated in departments such as Financial Management, Facility Management, Procurement and Logistics; departments that are often faced with the shortcomings of existing systems. They have, for instance, a specific need for: a good integration between own business processes and those of other departments, with a smooth flow of up-to-date information an efficient and transparent purchasing policy, where centralization, standardization, digitalization and monitoring are essential efficient management of logistic processes, stock and consignment stock detailed and instant follow-up of investment projects and their financing sources (such as loans and subsidies) management and follow-up of debtors and creditors streamlined management and maintenance of equipment, spaces and materials insight into operational processes and KPI s with regard to optimization of own operations follow-up of statutory and sectorspecific reporting ERP FOR AND BY HOSPITALS Together with hospitals and external experts, RealDolmen established the Healthcare Consortium in order to develop solutions that support future developments in the health care sector. Thanks to this close cooperation, the RealDolmen Healthcare Solution Suite is gradually taking shape. Hospital/AX is the ERP component of this suite. It is a software solution that is based on Microsoft Dynamics AX. RealDolmen further expanded the Microsoft solution with modules that are tailored to meet the specific needs of hospitals. Hospital/AX can easily be extended with other components of the Healthcare Solution Suite such as the latest communication and collaboration tools (SharePoint and Lync), Intranet, service-specific and project sites. This way, maximum user-friendliness and recognizability are guaranteed.

3 What s in a name? Hospital/AX is based on Dynamics AX, the ERP flagship of Microsoft. It was fully tailored to the sector s needs and extended with typical hospital functions for finance, procurement, logistics and facility management. It is also possible to add proprietary modules as well as integrate third-party packages. Each main module of Hospital/AX includes functions that are fully aimed at supporting specific employees and providing them with added value in executing their everyday tasks. Even though a division is being made per Hospital/AX module; they are nevertheless strongly integrated with each other. It is, however, possible to initially not implement all modules, but add extra modules later on, if necessary. FINANCIAL MANAGEMENT This module offers the necessary functionalities that enable a transparent and hospital-wide financial management. User-friendliness is emphasized because the customer follow-up can be easily initiated from one program window only. Some examples: General accounting Analytical accounting Creditor management Budgets Subsidy management Investments and fixed assets Loan management Debtor management Bank and cash management Statutory and sector-specific reporting PROCUREMENT MANAGEMENT With Hospital/AX, the procurement department can take on the role of central supplier of goods and services in the care organization. The entire procurement process is supported and monitored, from request to invoicing. Goods and services, contracts, price agreements and suppliers are managed strategically and operationally in order to provide successful services.

4 Some examples: Internal and external purchasing catalogs Requests for quotations and purchase orders Supplier web portal Electronic data exchange Purchasing contracts and subscriptions with fixed delivery schedule Reporting related to the procurement process FACILITY MANAGEMENT This module exists of several logistic entities such as the technical department, the project development department and purely facilities services such as catering, reservation, space and key management. Considering the impact of these activities throughout the entire hospital, it is clear that there is an intensive and thorough integration not only with procurement management and stock management, but also with financial management. This module can be accessed on a workstation application, a web application and a mobile application with adapted program windows. Some examples: Management of fixed and loose equipment Internal preventive and corrective maintenance Space and location management Key management Incident management Reservation and loan management Project management Contract management and supplier maintenance contracts Catering services USER PORTAL Due to their specific role within the hospital, care staff is usually not logged into Hospital/ AX. However, these people sometimes require access to supporting processes such as those for entering expenses, placing orders, reserving material or rooms, recording receipt confirmations or reporting incidents. For this purpose, Hospital/AX has been equipped with a user portal that gives access to the information and functions that are relevant to a specific user, taking into account his or her specific rights and obligations. Some examples: Submit expense accounts and applications for leave Notification of invoices to be approved Consultation of personal or service-related data LOGISTICS MANAGEMENT The logistics management module contains a fully integrated warehouse management system (WMS), customized to a hospital s requirements, as well as possibilities for integration with specific pharmacy and lab solutions. Some examples: Central and de-central stock Internal order forms between warehouses and services Stock counting and inventory Mobile bar code application Consignment management Serial and lot management Management of return shipments Quality management Consumption registration

5 Why Hospital/AX? VOORDELEN HOSPITAL/AX IMPLEMENTATION APPROACH All advantages of a fully integrated solution Support of specific financial, purchase-related, logistic, general and technical business processes of hospitals Guarantee of permanent sector conformity System tailor-made for hospital staff Faster user adoption through recognizability of the application Can be fully integrated with other building blocks of the RealDolmen Healthcare Solution Suite For its projects, RealDolmen always starts from a standardized hospital blueprint in which all modules and best practice processes have been defined per activity. The aim is to determine the scope of the project as well as to identify the areas that need to be handled differently for your specific situation ( Gaps ). The Fit/Gap percentage clearly indicates to what extent your organization deviates from the standard. Obviously, integration and interfacing with other hospital applications has been provided. Finally, we draw up a clear project plan where you find the price of your project as well as information regarding the lead time and workload for your own organization. PROFESSIONAL SUPPORT AFTER THE PROJECT WHY REALDOLMEN Unique combination of technological and Healthcare expertise Solution developed in close cooperation with hospitals Based on best practices in the sector Focus on maximum flexibility and minimum customization Clear visualization of scope and customization Reliable implementer As single-source supplier, RealDolmen guarantees the long-term partnership by means of a professional support organization that supports the continuity of the service after the project is operational. All implemented processes and user windows are being documented, maintained and used to support your end users via automatic links to the Microsoft Dynamics AX Help function. FOCUS ON THE USER The user is at the center of the implementation process as well as of the solution. The solution has the same look & feel as the familiar Microsoft applications. User windows are being presented to the user based on the user s role: accountant, buyer, care provider, etc. The Microsoft Office applications are also seamlessly integrated so that, for instance, information from the ERP system can be opened and processed in a known Excel worksheet. All this results in a faster level of adoption among users so they can continue to focus on their main activities.

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