Simplifying Supply Management: A Centralized Platform for Healthcare Facilities
A Comprehensive Solution for Real-Time Patient and Supply Tracking
A leading provider of essential medical supplies, supplying critical medical products to nursing homes across the nation, wished to automate and simplify their order management process. Faced with challenges using the complex Brightree platform, they sought a solution to streamline workflows, optimize accuracy, and integrate multiple processes. Mono developed a custom web-based Portal that leverages Brightree’s API, enabling intuitive workflows, automated validations, and simplified order management, resulting in increased efficiency and a more user-friendly ordering process.
Industry
Medical Supply and Healthcare Services
Company overview
A Medicare-approved provider of medical supplies for nursing homes
The Challenge
The client faced significant obstacles in managing orders efficiently. While Brightree served as their main platform for order management, its complexity and rigid structure created several pain points.
Complex workflow
Brightree’s order management required numerous steps, making simple tasks cumbersome.
Limited customization
The platform lacked flexibility to accommodate additional, business-specific processes critical to the client.
Coordination across teams
Multiple teams (intake, insurance, billing) needed to collaborate on each order, requiring a coordinated, step-by-step process.
Data accuracy
Ensuring correct patient information, diagnoses, and insurance details was difficult, leading to frequent errors.
Manual tracking
Without an automated tracking and validation system, tracking supplies and avoiding order inaccuracies was a time-consuming process.
The Solution
We developed a tailored web application, the Portal, designed to simplify the client’s order management processes. Utilizing Brightree's API, the Portal enables complete control over workflows by pulling information on facilities, patients, orders, and products.
The Key Features
Automated workflow
Simplifies the order process by guiding each team member through a structured workflow with only relevant actions visible for their role.
Brightree integration
Pulls essential data on facilities, patients, orders, and products directly from Brightree using its API.
Enhanced data validation
Automatically flags inconsistencies such as incorrect quantities, diagnosis codes, and insurance mismatches, helping to prevent errors.
Scheduling and inventory management
Offers calendars for order scheduling and tracks inventory to ensure timely resupply.
Documentation automation
Generates required documents like progress notes and standard written orders, reducing manual effort.
Easy communication
Allows users to quickly generate and send documentation requests to relevant parties.
Comprehensive order tracking
Monitors special items, like pump and pole equipment, with alerts for maintenance or replacement needs.
Results and Outcomes
The implementation of the Portal led to significant improvements across multiple areas within the client's operations, enhancing efficiency and accuracy in their supply management processes.
The Portal significantly improved the client’s operations by streamlining order processing, reducing delays, and boosting productivity. Automated validations cut down errors in key areas, improving compliance and accuracy. Enhanced inventory and scheduling ensured supplies reached patients promptly, while the centralized platform replaced manual tracking with a more consistent, transparent digital workflow.
Streamlined order processing
Fewer steps and simplified workflows helped staff process orders more quickly, reducing completion times and boosting productivity.
Error reduction
Built-in validations minimized errors in insurance, diagnosis codes, and product quantities, reducing correction time and increasing compliance.
Improved team coordination
Defined workflows tailored to each role enabled seamless collaboration across departments, reducing bottlenecks.
Optimized inventory and scheduling
Enhanced tracking and scheduling helped manage stock and order cycles efficiently, ensuring patients received supplies on time.
Documentation efficiency
Automated document generation and email requests saved administrative time, allowing staff to focus on core tasks.
Digitalization across departments
A centralized platform replaced manual tracking, boosting consistency, transparency, and data accuracy throughout the organization.
Conclusion and Future Plans
The Portal effectively simplified the client’s ordering process, integrating Brightree data and supporting team workflows to ensure accuracy and efficiency. To enhance the Portal and adapt to evolving client needs, we will streamline the order workflow by breaking it into manageable stages, improving visibility, and reducing bottlenecks. We also plan to integrate scheduling functionalities with the order process, creating a more cohesive experience for managing timelines and availability. Improvements to document tracking will ensure easy access to necessary paperwork at each stage, supporting accuracy and compliance. Finally, updates to the inventory management system will facilitate efficient order fulfillment and precise stock tracking.
These enhancements will lead to a more efficient and user-friendly system, better aligning with both team workflows and client requirements.
Interested in learning how Mono can streamline your operations?
Contact our team to explore customized solutions for your business needs.