Project Overview

Project Overview
The goal of this project was to develop a custom web application to automate critical business workflows for a phytotherapeutic company that manufactures herbal-based pharmaceuticals. The client faced several challenges, including outdated manual processes that resulted in high operational costs, errors, and poor customer experience. The project aimed to address these issues by automating key workflows such as patient registration, document management, order management, and warehouse management, ultimately enhancing the overall business operations and improving efficiency.

Patient Registration and Document Management
The first phase of the project focused on creating a seamless registration platform for patients and caregivers. This platform allowed users to submit necessary documents, including prescriptions and insurance forms, digitally. By leveraging modern technologies like OAuth 2.0 for secure user authentication and M-Files for document storage, the system was designed to improve both user experience and operational efficiency. Additionally, Amazon SQS/SNS was integrated for efficient, asynchronous communication between systems, ensuring smooth document processing and reducing the time required to handle paperwork.

Order Management Automation
The second phase of the project concentrated on automating the order management system. The new system was integrated with the client’s existing e-commerce platform (Shopify) and CRM (Microsoft Dynamics 365 Sales). This integration allowed for centralized visibility of orders and streamlined their processing from sales to fulfillment. With this enhanced system, the client was able to track orders more effectively, reducing errors and delays. The improved tracking and reporting capabilities also provided valuable insights, which helped optimize the order fulfillment process and increase overall efficiency.

Warehouse Management Automation
The third phase involved automating the warehouse management system. This solution enabled the client to efficiently track the inventory of medicinal plants and manage stock levels. The system was designed to be flexible, using abstract APIs that allowed for easy adjustments as the client’s warehouse needs evolved over time. This flexibility ensured that the system could scale and adapt to future changes in inventory management requirements, providing the client with long-term value and operational agility.

Approach and Implementation
Throughout the project, eSparkBiz took a hands-on, proactive approach to ensure the client’s business needs were met with precision and efficiency. The team worked closely with the client to understand their unique challenges and tailored the solution to address those specific pain points. By utilizing a combination of modern technologies and best practices, eSparkBiz was able to deliver a solution that not only met the client’s current needs but also positioned them for future growth and success.

Results and Impact
The successful implementation of the custom web application marked a significant step in the client’s journey toward digital transformation. With the new automated workflows in place, the client experienced measurable improvements in operational efficiency, cost savings, and customer satisfaction. The automation of key processes reduced the reliance on manual work, minimized errors, and streamlined business operations. As a result, the client was able to focus more on strategic growth and customer engagement, while enjoying the benefits of a more efficient and cost-effective business model.

The Problem

The client faced several challenges that impeded their growth and efficiency:

Outdated Workflow

The company’s manual workflows, especially in patient registration and document submission, were outdated and inefficient. Patients and caregivers were required to submit documents via mail, leading to slow processing times and errors.

High Operational Costs

Due to manual document handling, validation, and patient data processing, the client incurred high operational costs. This also led to an increased reliance on additional resources to manage and process paper-based documents.

Poor Patient Experience

The paper-based registration process created significant delays in the onboarding of new patients and caregivers, leading to frustration and dissatisfaction with the service.

Data Loss and Damage

Paper-based document handling posed a risk of loss or damage, with critical patient data at risk of being compromised.

Order Fulfillment Delays

Without an automated order management system, the client struggled with tracking orders efficiently, leading to delays in fulfillment and errors in processing.

The Solution

To address these challenges, eSparkBiz implemented a comprehensive digital transformation solution:

Automated Registration & Document Management

The web application enabled patients and caregivers to register online and submit documents digitally, eliminating the need for mail submissions. This not only improved the speed of registration but also reduced human errors in document processing.

Cost Reduction through Automation

By automating document collection, validation, and patient data processing, the solution significantly reduced operational costs. The integration of M-Files for cloud document storage and Amazon SQS/SNS for system communication streamlined data processing and reduced manual effort.

Improved Patient Experience

Prevention of Data Loss

The use of a cloud-based document management system (M-Files) ensured that all documents were stored securely and could be retrieved quickly, mitigating the risk of data loss or damage.

Automated Order Management

The custom order management system integrated with Shopify and Microsoft Dynamics 365 Sales allowed the client to track and manage orders in real time, reducing fulfillment delays and errors.

The Result

The digital transformation project successfully addressed the client’s operational challenges by automating critical workflows. The patient registration process became faster and more secure, reducing manual effort and errors. The custom order and warehouse management systems streamlined operations and improved data visibility, allowing the client to optimize inventory and order fulfillment.

The project underscored the importance of understanding the client’s specific needs through a detailed requirements gathering phase. Engaging with stakeholders early on allowed for the development of a solution tailored to the unique challenges of the phytotherapeutic industry. Additionally, the use of flexible, scalable APIs ensured that the solution could evolve with the client’s changing business needs.

This digital transformation has not only streamlined the client’s operations but also laid the groundwork for further automation in other business areas. The project’s success has positioned the client for future growth, enabling them to efficiently scale operations and improve customer experience while maintaining compliance with regulatory standards. The integration of modern technologies has future-proofed their systems, making it easier to adapt to changes in the healthcare and phytotherapeutic markets.

Automating Patient Registration, Management of Document , Order, and Warehouse for Enhanced Efficiency

Digital Transformation of Phytotherapeutic Business: Web Application for Streamlined Operations

About The Project