ELO CUSTOMER REFERENCE Schwarzwald-Augenklinik

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1 ELO CUSTOMER REFERENCE Schwarzwald-Augenklinik Progress steeped in tradition With ELOprofessional, the Schwarzwald-Augenklinik is setting high organizational administrative standards. The location-wide digitalization of the inbox creates transparent processes that can be tracked quickly. The company not only saves time through "on-demand" information, but it also saves archive space by largely eliminating paper. All authorized employees have central access to all of the current document versions. "If we had known about the advantages an ECM offers, we would have chosen ELO a long time ago. Since launching ELO, we no longer have to spend a lot of time searching for information in many different folders and the processes are clear and easy to track." Mandy Langheinrich, Practice Manager and Executive Assistant of the Schwarzwald-Augenklinik (ophthalmic clinic) The renowned Schwarzwald-Augenklinik lies in the central part of the Black Forest in the city of Schramberg. The ophthalmic clinic is renowned for implementing the latest ophthalmologic findings and its unique treatment concepts. This is all made possible by the team's firstclass training, experience and routines as well as state-of-the-art equipment in the surgery and treatment rooms. A pleasant, stylish atmosphere and above all, the very personal commitment of each employee, ensure the patients' all-round comfort. The Schwarzwald-Augenklinik sees maintaining the very high quality standards as its basic duty. Today, around 80 employees at 7 branches work for the Schwarzwald- Augenklinik. Enterprise Content Management I Document Management I Archiving I Workflow I

2 The SOLUTION practical added value Overview Country: Sector: Company Germany Health care The renowned Schwarzwald-Augenklinik lies in the central Black Forest region in the city of Schramberg. The ophthalmic clinic is renowned for implementing the latest ophthalmologic findings and its unique treatment concepts. Challenges in the practice's day-to-day operations Quality management is an important keyword when it comes to everyday work in the Schwarzwald-Augenklinik. Complying with the specified guidelines, however, becomes increasingly difficult without any technological assistance. The flood of documents rises each day and the bureaucracy does not ebb. This is why when it comes to administration in particular, there is tremendous potential for optimization. The Schwarzwald-Augenklinik decided to tap into this potential with the help of their supporting ELO business partner and launched the ELOprofessional enterprise content management (ECM) system. Challenge The entire inbox of all clinic locations is to be digitalized. The internal ordering process is to be easily traceable. As much paper as possible is to be saved. The quality management manual along with the invoice approval process are to be electronically managed. Solution ELOprofessional. Using Canon scanners, the inbox from each branch is sent to the practice manager who processes it. Said manager also manages the personnel files, contracts, orders, delivery notes and invoices. ELO workflows control the invoice approval process and the management of the quality management manual. The ECM no-hassle package for suitable processes Before launching the ECM system, the Schwarzwald-Augenklinik predominantly worked with paper, folders and filing cabinets in the administration area. Consequently, searching for documents was a tedious task, there was no transparency within the processes and the archiving space steadily grew. This was to fundamentally change with ELOprofessional as Ms. Mandy Langheinrich, Practice Manager and Executive Assistant of the Schwarzwald-Augenklinik, confirms: "The objective was to improve and expedite the process organization by digitalizing the documents." We wanted to drastically reduce paper wherever possible. I can say that we have already successfully accomplished that today with ELO. We will also continue to expand the ECM system's options in the future and consistently use them to our advantage." Benefits The employees have fast access to information. Processes can be transparently and easily tracked. Employees have access to all of the current document versions. Archiving space is saved since the documents are generally scanned into the system. ELO Enterprise Content Management

3 Putting processes to the test: preliminary inspection, diagnosis and handling ELO has been deployed since July Together with an ELO business partner and selected key users, a project plan was established in advance. The objective was to continue managing all information surrounding the patients in the practice software and in future execute all processes from the administration area in ELO. After defining the file plan, we started compiling the workflows for digitizing the inbox and the downstream incoming invoice processing. It had to be possible to easily track the assignment of an invoice or a delivery note through an order across all locations, without any paper on their desks. Electronic inbox and approval process The internal Schwarzwald ophthalmic clinic requirements for office material, contact lenses or surgical material such as gloves, drugs and dressings, are high and the volume of branch orders is therefore accordingly high. The requirements are directly reported to the Schramberg branch and from there the orders are centrally placed for all branches. All branches are equipped with multi-purpose Canon Scanfront 220 scanners. The devices do not need a PC and are independently integrated into the network. User-friendly touchscreens allow employees to select where a document is to be scanned, for example, in the practice software or in the ELO archive. The scanner transmits the documents to Schramberg via the FTP connection. Document Management I Archiving I Workflow I

4 The documents then land in the ELO inbox and from there, they are automatically archived and indexed at the right location in the ECM using selectable criteria. After invoices are scanned, they are automatically archived using the document date and entered into the full text index. The workflow then controls the invoice approval process. The respective processor compares the current order and goods receipt with the invoice in the archive. If they match, the Practice Manager Ms. Langheinrich subsequently approves the invoice and assigns the payment to financial accounting. All documents within a process are therefore transparent and traceable in a single glance. They have made major progress, as Mandy Langheinrich reports: "If we had known about the advantages an ECM offers, we would have chosen ELO a long time ago. Since launching ELO, we no longer have to spend a lot of time searching for information in many different folders and the processes are clear and easy to track. "The objective was to improve and expedite the process organization by digitizing the documents. We wanted to drastically reduce paper wherever possible. I can say that we have already successfully accomplished that today with ELO. We will also continue to expand the ECM system's options in the future and consistently use them to our advantage." Mandy Langheinrich, Practice Manager and Executive Assistant of the Schwarzwald-Augenklinik (ophthalmic clinic) The workflow monitoring also allows us to view all active workflows. If bottlenecks occur, we can immediately see where the process is being held up. Order confirmations and delivery notes are also located in the ELO archive based on the transaction and can be viewed by all authorized employees. The employees manually assign s to the right process/supplier in the archive via the ELO Outlook connection (ELO Outlook plug-in).

5 ISO9001:2008 Certification + quality management manual At the Schwarzwald-Augenklinik, quality is not only on paper, it is put into practice every day. The ophthalmic clinic is ISO9001: 2008 certified. The quality management manual (QM manual) describes all the processes and activities of all departments within the Schwarzwald- Augenklinik accordingly. The manual now comprises around 700 documents. If a process is changed in the slightest, it must be documented in the QM manual or amended. Each modification must be approved by the management. For Ms. Katharina Doll, the QM Officer of the Schwarzwald-Augenklinik, that used to involve a lot of paperwork and running around. Plus, with hundreds of Word documents, it was not always clear which document was the latest version. "Thanks to the ELO versioning, I can transparently track the document history. Using the ad hoc workflow, I send the changes to the management for approval and then I'm finished. What once was a very time-consuming process is now completed with ELO in no time at all." Katharina Doll, QM Officer of the Schwarzwald-Augenklinik ELO fundamentally simplified and accelerated this process, as Katharina Doll explains: "We exported the QM manual's table of contents one-toone into the ELO archive. If something changes, I edit the document with the check-in and check-out function. Thanks to the ELO versioning, I can transparently track the document history. Using the ad hoc workflow, I send the changes to the management for approval and then I'm finished. What once was a very time-consuming process is now completed with ELO in no time at all." In addition, Schwarzwald-Augenklinik saves a lot of paper and the 700-page QM manual is no longer printed out for each department. After all, all employees have read access to the latest documents in the ELO archive. Document Management I Archiving I Workflow I

6 Prospects Almost the entire administration area is now mapped in ELO. Documents, such as vacation plans, technical manuals and personnel documents are located in the ECM archive. However, we have a long way to go before we can fully exhaust the options ELO offers. Schwarzwald-Augenklinik and the ELO business partner are still considering how to automate measures to save even more time and work even more efficiently. ELO Digital Office, the ELO Logo, elo.com, ELOoffice, ELOprofessional and ELOenterprise are trademarks of ELO Digital Office GmbH in Germany and/or other countries. Microsoft, MS, Windows, Word and Excel, PowerPoint, SharePoint, Navision are registered trademarks of Microsoft Corporation in the USA and/or other countries. Other company, product or service names may be the trademarks of their respective owners. This publication serves only as non-binding general information and is not a substitute for detailed individual consulting. The information contained in this publication can be changed at any time without prior notification. Technical characteristics and functions may vary, particularly from country to country. You can obtain the latest information on ELO products, contractual conditions and prices from the ELO associations and the ELO business partners, and/or from the ELO channel partners. The product information shows the present status. Subject and extent of the services are exclusively defined in the appropriate contracts. ELO does not guarantee that its products or other services ensure the compliance of specific legislation. The customer is responsible for the adherence of security regulations and other standards of national and international law. Changes, errors, and misprints are reserved. Reproduction and distribution, in part or in whole, only with written permission from ELO Digital Office GmbH ELO Digital Office GmbH. All rights reserved. Enterprise Content Management I Document Management I Archiving I Workflow I