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:
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.
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.
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.
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:
Nominate a Super Approver as last resort:
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.
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.
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.
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.
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.