Efficiency and reliability are essential in the hospital world, not only in healthcare itself, but also in supporting processes such as purchasing and logistics. We recently took a big step: the first order message was successfully delivered via Peppol.nl and processed in the supplier's system. Hilbert Kok, director and co-owner of Fikss, talks about his experiences with this project and explains why it is an important step forward for the healthcare sector. Fikss is the company behind Xolve, the label with which this innovative solution was introduced.
From loose PDFs to a streamlined process
Until recently, purchase orders in many hospitals were processed manually. Orders were sent by PDF via e-mail to suppliers, who manually entered them into their systems. This took time and also led to errors and misunderstandings about deliveries and invoices.
"Hospitals would like to work more efficiently, but if suppliers cannot process digital orders, it remains difficult to take steps."
With the implementation of Peppol, this is changing.
"No more loose PDF orders, no more misunderstandings about deliveries and invoices that don't match. With this development, hospitals get a real-time grip on their procurement process - from order to payment. Less manual work, fewer errors and more efficient collaboration between procurement, logistics and finance."
The power of cooperation
Delivering the first order message through Peppol required close cooperation between various parties.
"Although everyone saw the benefits of sending orders digitally, someone had to take the first step."
By talking to hospitals, suppliers, the Dutch Peppol authority and experts in software development, we brought all parties together. An important moment was the event that Fikss, organized last June at AFAS Software in Leusden. "There, all stakeholders were brought together, which helped to increase enthusiasm and strengthen the willingness to take steps."
Who takes the first step?
The idea of a digital ordering process sounded appealing, but in practice it turned out to be a chicken-and-egg story.
"Hospitals want to switch, but if suppliers can't process digital messages, why would they get in? And vice versa: if suppliers don't receive digital orders, why would they invest in this change?" explains Hilbert.
It is important to break this vicious circle. Therefore, Fikss managed to convince several hospitals, AFAS and suppliers to participate. These collaborations allowed us to take the first step and prove that it works. In addition to organizational challenges, there were also technical bumps.
"Although Peppol is standardized, in practice there still appeared to be room for individual interpretation. Through intensive cooperation between a hospital that wanted to move forward and a supplier with the same drive, the first order message was successfully sent."
From theory to practice
That it has now succeeded proves that digital ordering through Peppol is not only a theoretical improvement, but actually works.
"It provides tangible proof that we can use to convince other hospitals and organizations that procure through an ERP system to take this step as well," he said. "The process becomes more efficient for both the purchaser and the supplier."
By comparison, ONE of our hospitals used AFAS software for purchasing, where orders were sent by PDF by e-mail and manually retyped by suppliers. Order confirmations and deliveries were also processed manually, leading to phone calls and misunderstandings about delivery times and invoices. "This took up a huge amount of time and caused unnecessary administrative hassle," Hilbert says. Thanks to Peppol, this process is now largely automated, reducing errors and making the procurement process faster and clearer.
Why exactly Xolve Gripp?
The development of Xolve Gripp was necessary to reduce manual errors.
"Re-typing orders, manually capturing order confirmations, or entering item information via scanners - these are all actions that are error-prone and cost time. By digitizing these processes, we save time and increase reliability."
Now that the first order has been successfully delivered via Peppol, it's time for the next step. "We want to convince as many suppliers and hospitals as possible to use Peppol," says Dr. K. K., who is a member of the company's board of directors.
"The ultimate goal is a fully automated procurement process, where from order to payment no more manual actions are required."
With this milestone, we have shown that digital procurement in healthcare is not a pipe dream, but simply reality.
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