Digital transformation in the healthcare sector is no longer just about digitising clinical services. Today, the real challenge lies in the ability to optimise internal operations, reduce bureaucratic processes and increase efficiency without compromising data security and reliability.

In a sector where time is of the essence and operational precision has a direct impact on patient experience and team performance, organisations are increasingly seeking intelligent solutions that enable the automation of repetitive tasks and free up resources for higher-value activities.

It was against this backdrop that one of Portugal’s largest healthcare service networks strengthened its commitment to automation and Artificial Intelligence, partnering with PrimeIT as its technology partner through a Team Extension model.

Our Client

Our client is one of the leading private healthcare organisations in Portugal, with operations spread across multiple sites and a high volume of administrative and operational processes.

The scale of the operation requires continuous management of critical tasks related to billing, document validation, materials management, systems integration and communication with users.

Against a backdrop of growth and constant operational demands, the need was clear:

– Reduce manual tasks

– Increase efficiency

– Ensure greater consistency in internal processes, without compromising information security or the reliability of the data processed

The Challenge: Automating Critical Processes and Reducing Operational Complexity

The project began in October 2023 and started with a phase of analysis, maintenance and enhancement of existing automations.

In the initial stage, the focus was on understanding operational processes and stabilising the implemented automations. The first process taken on by the team was the picking of surgical materials, enabling the consolidation of knowledge regarding operational workflows and technical architecture.

Rather than simply developing new automation systems, the challenge lay in ensuring operational continuity, stability and the capacity for evolution within a highly demanding environment.

As the project progressed, new processes critical to operations were implemented and optimised, including:

– EAN registration of materials in the warehouse

– Payment and posting of invoices in Glintt and SAP systems

– Validation of pre-authorisations from insurance companies

– Automatic sending of text messages to users

Currently, the project has entered a new phase focused on Artificial Intelligence and document recognition, using the Gemini API to automate absence validations and speed up administrative processes.

The objective remains consistent throughout all phases of the project: to reduce bureaucracy, increase efficiency and optimise internal processes, making them smarter, faster and more robust.

Partnership Model: Team Extension specialising in RPA

PrimeIT is involved in the project through a Team Extension model, directly strengthening the client’s technological infrastructure with two specialist RPA developers.

This model enables close integration with internal teams, ensuring continuous alignment with operational objectives and the ability to adapt quickly to our client’s needs.

By acting as a direct extension of the client’s team, PrimeIT consultants monitor the evolution of processes, actively participate in the continuous improvement of automations, and ensure a rapid response to new operational challenges.

Close collaboration has been essential to ensure the stability, scalability and continuous evolution of the implemented solutions.

Project Technologies

The project is based on a technological ecosystem focused on intelligent automation and systems integration:

– UiPath

– MySQL

– Google Drive

– Gemini API

– Glintt

– SAP

The methodology adopted is Scrum, enabling iterative development, continuous adaptation and progressive delivery of value.

Key Challenges: Accuracy, Integration and Reliability

In a healthcare environment, the margin for error is minimal. One of the project’s main challenges has been ensuring high accuracy in critical processes related to invoicing, administrative validations and document processing.

At the same time, it was necessary to ensure:

– Robustness of automation within demanding timelines

– Stability and operational continuity

– Integration between different systems and platforms

– Security and integrity of processed data

– Ability to adapt to operational and business changes

The constant evolution of internal processes requires automation that is flexible enough to keep pace with new requirements without compromising performance or reliability.

Impact of the Partnership: Fewer Manual Processes, Greater Efficiency

Although the project is still evolving, the operational impacts are already quite significant.

Operational benefits

– Significant reduction in manual workload

– Faster execution of administrative processes

– Reduction in human error

– Greater operational efficiency

– Optimisation of internal resources

Financial benefits

– Reduction in overtime

– Increased team productivity

– Greater operational profitability

Benefits for teams

– Reduction in repetitive and bureaucratic tasks

– Improved work experience

– Positive impact on teams’ wellbeing and mental health

More than just automating tasks, the project is helping to create operations that are more agile, sustainable and ready for growth.

The Future: Artificial Intelligence Applied to Operations

The project continues to expand, focusing on developing new automations and strengthening Artificial Intelligence capabilities within the organisation.

The next steps include:

– Continuous evolution of existing processes

– Expansion of automation to new business areas

– Greater integration with Artificial Intelligence APIs

– Evolution of document recognition processes

– Enhancement of the security, performance and scalability of solutions

As the operation evolves, so does the need for increasingly intelligent solutions capable of reducing complexity without increasing the operational burden.

Optimise your internal processes with PrimeIT

PrimeIT supports organisations through intelligent automation, the provision of specialist teams and the development of technological solutions aligned with business objectives.

Get in touch with us and find out how we can help transform your operation.