Docplanner Group is widely recognized as a leading booking platform and management software provider that seamlessly connects patients with healthcare professionals, clinics, and hospitals, fostering collaboration within the healthcare ecosystem. Operating in 13 countries, including Poland, Brazil, Mexico, Spain, Italy, Germany, Turkey, Colombia, Czech Republic, Portugal, Argentina, Peru, and Chile, Docplanner's platform serves 210,000 active doctors who rely on our solutions to efficiently organize and manage over 13,000,000 monthly appointments for 90,000,000 patients.
While our platform has achieved international success, expanding our business presented several challenges:
- Managing company resources and finances across multiple countries and currencies.
- Maintaining professionalism and transparency to secure investments for growth.
- Structuring and organizing business functions with the highest level of automation.
Choosing the right ERP solution was crucial, and NetSuite SaaS stood out for its exceptional customer references, cloud-based design, and extensive functional capabilities, making it the preferred choice for investors and private equity firms.
In implementing NetSuite as our ERP platform, we partnered with Atstratus to ensure a smooth transition to the cloud and robust business continuity. Our selection criteria included the ability to deliver, team expertise, and a structured methodology.
Tax Management and Compliance Worldwide
- Established a OneWorld NetSuite instance across 13 subsidiaries, ensuring compliance with both local and global tax requirements.
- Implemented Multi-book Accounting and Secondary Accounting Book to seamlessly translate the GL Impact.
- Developed a specialized module for Brazil to handle tax scenarios on vendor bills.
Atstratus successfully set up a OneWorld NetSuite instance with 13 subsidiaries across Poland, Netherlands, Italy, Turkey, Brazil, Spain, Mexico, and Germany. This meticulous setup took into account the specific tax requirements of each location, ensuring compliance and enabling efficient and timely data management and reporting.
Atstratus also implemented Multi-book Accounting and created a Secondary Accounting Book, which allows for the automatic translation of the GL Impact from the Primary (US GAAP) to the Secondary Book (Local GAAP) through Global Account and Item Mapping. To address the limitations of the native Global Account Mapping in supporting A/R and A/P mapping, Atstratus developed a plug-in that reverses the A/R account used in the Primary Accounting Book and debits an A/R account in the Secondary Accounting Book based on the established Global Account Mapping for the respective subsidiary.
Moreover, Atstratus developed a special module specifically for Brazil. This module creates a journal entry that is applied to vendor bills, dynamically adding lines based on the Brazil Tax Scenarios indicated on the bill and the saved search "Brazil Vendor Bills with Tax Scenario".
The importance of tax reporting and compliance cannot be understated, especially for our CFO and accounting teams. The collaboration between Docplanner and the Atstratus team exceeded our expectations, as they worked together in a structured and efficient manner to ensure seamless operations.
HAYS Procurement Integration
- Established real-time integration of customer, invoice, payment, and credit memo flows between HAYS and NetSuite.
- Enabled efficient management of customer and sales transactions with automatic reminders and customized reports.
With HAYS integration built by our trusted Technical and Functional professionals, Atstratus built a real-time seamless flow of Customers, Invoices, Payments, and Credit Memo from HAYS to NetSuite, saving time and effort on handling transactions from these platforms.
With this integration, Docplanner smoothly manages customer and sales transactions and quickly tend to items that requires immediate attention with the help of automatic reminders and reports customized for them.
For Credit Memos, Map Reduce Script identifies whether it is Correction or Cancellation and creates it in NetSuite accordingly.
Customer Refunds and Customer Payments created in NetSuite is picked up by Map Reduce Script and sends it to HAYS as a Payload where it is applied in the Open Invoice.
Contract and Procurement Management**
- Created extensions and workflows for managing vendors, purchase contracts, and transactions across different countries.
- Established transaction approval workflows and automated backup transaction approver nominations for efficient processing.
With varying requirements across different countries for managing Vendors, Purchase Contracts and Transactions, Atstratus created extentions and workflows that allow each country to set up their own Approvers and Amount Thresholds for records such as Vendors, Purchase Orders, and Vendor Bills.
A Transaction Approval Amount Threshold is established for Purchase Order and Vendor Bill:
An approver (Level 1 and 2) is established for each Subsidiary, Department, Business Segment, and Market.
Upon creation of the Purchase Order and Vendor Bill, the system identifies the appropriate Approver based on the combinations of Subsidiary, Department, Business Segment, Market, Team, and Amount. In the event that an Approver has not been set up, a notification is generated.
The Backup Transaction Approver - Nominate Backup Transaction Approver feature automates the population and clearing of the Backup Transaction Approver in the Employee record. This functionality allows approvers to designate their own backup transaction approver before they take leave. The system will update the Backup Transaction Approver field with the nominated employee at the start of the Effective Start Date and will remove it once the Effective End Date+1 is reached. This feature offers the following benefits:
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- Employees have the ability to independently nominate a backup transaction approver when they will be on leave, streamlining the process for administrators or roles with employee edit permission.
- They can conveniently set this up in advance of their leave, as the nomination for a backup transaction approver schedules the population of the backup approver on the effective start date of their leave.
- This feature also maintains a clear audit trail of the employee's leave and optimizes the assignment of backup transaction approvers, resulting in a more efficient approval process.
Nominate a Super Approver as last resort:
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- DocPlanner can decide which ones to designate as Super Approvers by marking the box in Employee record.
- Super Approvers have the ability to approve or reject all Vendors, Purchase Orders, and Vendor Bills.
- This shall be used in case the Original Approvers (L1/L2); Backup Transaction Approvers are not available and the surrounding circumstances call for an immediate approval or such delay could put DocPlanner at a disadvantageous situation.
To maintain control over expenses and prevent overspending, a contract is established in the vendor record. This contract accounts for all purchase orders that are linked to it.
Whenever a purchase order is created, a validation is conducted to compare the total spend to date with the total contract amount.
If the total spend to date exceeds the total contract amount, a notification is generated. This ensures that any potential overspending is promptly identified and addressed.
Revenue Management**
- Implemented an advanced revenue management setup to ensure a seamless and uninterrupted flow from deferral to revenue recognition.
Atstratus played a crucial role in enabling an advanced revenue management setup, ensuring a seamless and uninterrupted flow from deferral to revenue recognition and reclassification. They have implemented automatic reminders that effectively identify any potential issues and provide detailed guidance on the necessary actions to be taken.
Customer Payment Management**
- Implemented automated scripts for parsing bank statement files, generating customized records, and seamlessly applying unapplied payments.
Atstratus has developed a Map/Reduce Script that efficiently parses a Bank Statement file from the Bank and transforms it into a Bank Statement Custom Record. This custom record enables users to effortlessly create customer payments and easily manage the application to open invoices.
Atstratus has also developed a scheduled script to automate the application of unapplied payments to open invoices.
Electronic Bank Payments**
- Implemented Electronic Bank Payments to ensure the prompt settlement of bills and foster strong relationships with vendors.
Atstratus assisted in establishing Electronic Bank Payments, which generates a Payment File sent directly to the Bank for ACH payments. This ensures that bills are settled on time, preventing any potential late fees and promoting a positive relationship between Docplanner and vendors.
Budget Integration**
- Implemented extensions to facilitate the downloading of budgets and seamless transfer of data for comprehensive multi-dimensional analysis and planning.
Atstratus has developed extensions that download budgets and send this data through an integration server for a data warehouse and a multi-dimensional analysis and planning tool, ensuring effective and efficient planning.
Multiple saved searches are created to retrieve details of the account and budget information.
A script combines the results of the saved searches and sends them to an SFTP server on a scheduled basis.
Next Steps
We are currently in the process of developing exciting new features, such as applied AI and generative AI modules, to enhance customer care. We are also working on integrating with healthcare systems, implementing innovative revenue models, and collaborating with various partners for project and program management.
At Docplanner Group, we remain dedicated to driving innovation and excellence in the field of healthcare management.
