Folktandvården Skåne wanted to improve its management model and simplify administration for its clinics. They wanted daily updated and detailed information. It had to be easily accessible, clear and accurate. How this was to be achieved in an organization with 1,400 employees spread out in nearly 60 locations was not obvious. A substantial investment was required, and existing systems were not sufficient.
Stratiteq was called in as an external specialist. A year later, the solution was in place.
– We signed up with Stratiteq through the county council’s framework agreement. We are very pleased with the collaboration, says Bo Lindholm, CFO at Folktandvården Skåne, part of Region Skåne.
How many patients does a particular clinic care for compared to other clinics? How many of the patients are children? How much of the invoicing is insurance funded? Answers to these types of questions, both at the local and national levels, are key to improving the operations of a dental organisation.
– It helps us to improve efficiency, but also to make targeted efforts where we see that patient needs are greatest, says Bo Lindholm.
Folktandvården in Skåne has 1,400 employees at about 100 clinics and takes care of over 470,000 patients a year. This corresponds to almost half of Skåne’s population and involves large amounts of information that must be handled and made understandable and accessible. The information should be able to form the basis for relevant comparisons, reports and follow-up. It must be detailed and accurate. Dental care has extra stringent reporting requirements since care is partly subsidised. Different reimbursements apply if, for example, the patient is a child, asylum seeker or eligible for high-cost subsidy.
– It is important that we simplify the administration for our employees. The system must be able to provide accurate billing information, says Bo Lindholm.
The old system one gave limited reports, had bottlenecks and sometimes out of date information. Only a smaller group could share the information. They now wanted a solution where crucial business information was open to relevant employees.
The new system is built in QlikView and retrieves and compiles information from five systems: A journal and time booking system (T4); a contract system that manages health care contracts, a tool that classifies patients based on care needs (R2), the business and financial system (Raindance) and a HR-system (Prima).
– Information is collected from different parts and compiled into simple reports that everyone can use. We have also made it possible for everyone to access the system, says Thomas Andersson, consultant at Stratiteq.
You can search at clinic level and see, for example, the number of treatments, the number of visits, how many agreements are about to expire in the admission area, and more. It is possible to follow the information day by day, such as revenue, expenses and it is easy to compare with other clinics. Special authorisation is required for personal information about patients. The system simplifies invoice handling and automatically checks certain facts.
Folktandvården Skåne has been given a tool that simplifies invoicing and lays the foundation for efficiency improvements and targeted efforts. Comparisons, indexes, reports, history – everything can be retrieved from the system by pressing a few buttons.
It was not long after the implementation until half of the 1,400 employees had logged in. Giving everyone access engaged staff and became a way of quality controlling the content.
Bo Lindholm sees great potential with the new system.
– We have had a similar system earlier, but not as well developed. We are now at the forefront with our management information.