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Zorgservice XL arranges purchasing processes and logistics for hospitals in the Netherlands. Hospitals can count on the support of Zorgservice XL when it comes to orders, deliveries and settling invoices. As a result, care providers are never short of materials, which can literally and figuratively save lives.
The administrative pressure is high in the healthcare industry, so Zorgservice XL went looking for a partner to assist them with this. This raised the service level of the organization, which in turn is very pleasant for the hospitals. "Do you want to save money and time, and use expensive labor effectively? Then let a robot do your repetitive work!"
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Hands freed up by software robot Yarado
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Increased due to faster processing of return orders
Delayed deliveries checked by day
Zorgservice XL is committed to providing the best possible service to hospitals in the Netherlands. In healthcare, it is very important that the right material is delivered at the right time. Together with Zorgservice XL, Yarado looked at which processes were not running smoothly and fully automated them. Yarado also takes care of the implementation and maintenance. This leaves more time for Zorgservice XL to focus on their customers and keep them satisfied.
Customers noticed that the service level of Zorgservice XL was increased. Before working with a software robot, they were only able to handle return orders once every two weeks. By freeing up manpower, this is now possible more often, which eases cooperation with the hospitals.
"Imagine, as a physician, that you have a surgery scheduled at 8 a.m., but the right supplies have not been delivered. That's not possible. In healthcare, the service must always be perfect." Speaking is Markus Auer, manager of operations at Zorgservice XL, a purchasing organization for five hospitals in South Holland. They make sure that the above situation never occurs. How? Markus: "We purchase everything for hospitals except medications. We arrange the transport of goods and take care of the financial settlement. We are a total solution for hospitals."
Zorgservice XL has an assortment of over 60,000 items from 650 different suppliers. Working efficiently is literally a matter of life and death. That is the idea from which Zorgservice XL was born. Markus: "We arrange everything from a central distribution center and drive to the hospital twice a day with all the goods. We also purchase services such as cleaning and facade maintenance. This allows the hospitals to focus completely on care." For Zorgservice XL, it is important to unburden the hospitals. This way they can focus on the care. Yarado assists Zorgservice XL in optimizing the unburdening of these hospitals.
"80% of the emails from hospitals were about delayed deliveries."
But what exactly does Yarado do for Zorgservice XL? Markus: "We started with a relatively small process, checking delayed deliveries. Eighty percent of the emails from hospitals were about this. There were about 130 per day. We receive an e-mail from the supplier when a delivery arrives later than planned. A person would open this e-mail, check the difference between the original and the new delivery date and enter this into our system. That way the hospitals know where they stand." Now this is done by a Yarado software robot. This is already saving Zorgservice XL 20 to 25 hours a week, more than half an FTE.
But that's not all Yarado does for Zorgservice XL. A total of three processes are now running that are being picked up by a Yarado softwarerobot. The second process focuses on digital packing slips. Markus: "Every box that comes in has a packing slip, but that also comes in digitally. Now that the Yarado software robot checks these packing slips, we no longer need to open the boxes. This saves us a lot of time."
"We like to leave the mindless work to the robot. That way we can use our people effectively."
The third process is invoice processing. Markus: "All invoices arriving at our mailbox first had to be manually dragged to a folder on our central server. That was three hours of opening mails and dragging PDFs every morning." ICT Engineer Remco Welbergen: "We rotated in the department who did it, because of course it's not the most fun work." Markus jokes, "The one who came late had to do it." Fortunately, no one has to do it now, except for the Yarado software robot. In total, these three processes save 2 FTEs.
These two FTEs were anything but redundant, because there was still work to be done. Markus: "We were actually short of people and hands. This meant that we only had time to process return orders once every two weeks. The FTEs saved mean that we can now handle return orders more frequently." The great pressure on Zorgservice XL is partly caused by Brexit (new labels) and the resumption of regular care after two years of corona. But it is also in the core of the work. Markus: "We work in healthcare and here your service must always be perfect."
"Return orders used to linger longer, thanks to the Yarado software robot we now finally have time to do this ourselves."
Was it actually easy to start with Yarado? Markus: "Yarado is very customer oriented, you actively look at the possibilities. Yarado developer Menno had already set up the first process within a week. Markus didn't have to think long about how he would pitch Yarado to others. "Do you want to save money and time, and use expensive labor effectively? Then let a robot do your repetitive work!"
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