ABMED processes: Numerous speed improvements thanks to Ben

Efficiency gains and digital transformation with ABMED

The digitalization of administrative and planning processes is a challenge for many companies, often associated with high time expenditure and inefficient procedures. ABMED, a company in the health and care sector, faced exactly these problems. With the implementation of our web app, not only was administrative effort drastically reduced, but the efficiency of internal processes was also raised to a new level.

The collaboration began in 2019, when Ben started the development process with an Excel spreadsheet. From that, the first and later the second web app emerged, on which the current version has been running since 2023 and is continuously further optimized.

The challenge: High administrative effort and inefficient processes

Before working with Ben, ABMED primarily worked with manual administrative processes. Shift schedules, invoicing, controlling and personnel management were time-consuming and error-prone. Coordination between different teams was difficult and led to delays. In addition, the color coding of the schedules was confusing: 170 different colors for 170 different clients caused confusion among the employees.

🗣 As Angela, the managing director of ABMED, notes in retrospect:
👉 „Before our collaboration we struggled with high administrative workload and inefficient processes. Coordination between the teams was often time-consuming and led to delays.“

Particularly challenging was the manual processing of contract terms, payroll and shift schedules. These processes required several working days per month and were error-prone. This is what the new, optimized shift planning now looks like:

The solution: Digital process automation with our software

With the implementation of our software, ABMED was able to automate and centralize many processes. The following improvements were achieved in detail:

1. Efficient shift planning

Shift scheduling used to be extremely time-consuming: Several days per month had to be invested. Ben massively optimized the process:

• Reduction to only 1-2 hours per day

• If consistent schedules are planned, creating a monthly plan takes only 5 minutes

• Intelligent consideration of employee preferences, capacities, and availabilities through automated AI support

• Live synchronization enables real-time collaboration with a color-coded overview and commenting feature

• Employees receive schedules directly by email and always have access through the system

🗣 Gero, Leasing Division Manager at ABMED, emphasizes:
👉 "The planning is now so fast that I can hardly believe it! A whole month in just a few minutes — that really is a revolution!"

2. Automated payroll and wage processing

A particularly time-consuming area was payroll calculation, because previously everything manually recorded. With the software, this process was greatly optimized:

• Automatic calculation based on the work schedule and individual contracts

• Immediate transmission to the payroll department

• Employees have direct access to their pay statements

🗣 Gero describes it like this:
👉 "The payroll calculation has been greatly reduced since it no longer has to be written by hand."

3. Error-free and fast invoicing

Previously, invoicing was extremely error-prone and took several days. Now:

• Automatic invoice generation, based on services provided

• Sorted by customer, incl. E-invoicing compliance

• Direct transmission to the tax office

• Integrated electronic DTA with the statutory health insurers

• Previously several days of effort, now just one minute

🗣 As Angela reports:
👉 "We save so much time through automated invoicing – it used to take forever, now it takes seconds!"

4. Central document management & customer management

• All documents in one place: customer files, contracts, service records

• Automatic archiving and easy retrieval

• Contacts and contact histories accessible at any time

• Care plans and work records in digital form

5. Deep Microsoft integration & communication tools

• Fully integrated Chat with real-time synchronization

• Deep integration in Microsoft Teams for optimal communication

• Automatic Synchronization of appointments and reminders

6. Business Intelligence & Performance Analysis

• Automatic data analysis for process optimization

• Real-time performance analyses, to identify bottlenecks early

• Revenue and cost overview for strategic decisions

The results: massively increased efficiency & measurable success

Through the implementation of our software, ABMED was able to record significant improvements:

✅ 80% faster shift scheduling

✅ 200.000 € less administrative effort annually through saved personnel costs

✅ Revenue increase of 15% since the collaboration, as employees can focus on the company's core tasks.

✅ Significant reduction in the error rate on invoices & payroll

✅ Increased employee satisfaction through intuitive processes

✅ Worldwide access in real time enables flexible working

🗣 Angela emphasizes:
👉 „We particularly value the individual support and the ability to discuss and implement our requests directly. This has not only increased our satisfaction, but also led to significant time savings.“

Conclusion: A partnership with lasting added value

What ABMED particularly values about our collaboration is the quick and professional advice and the constant availability of our team. Problems are solved promptly, and individual adjustments can be implemented quickly. The digitization of administrative processes has not only resulted in considerable time savings, but also increased employee satisfaction.

Furthermore, it has become clear that smart digitization not only speeds up processes but also unlocks new growth opportunities. Thanks to the optimized structures, ABMED was able not only to work more efficiently, but also acquire new customers and better serve existing ones.

Building on this success, we are already working on Humafix, an app that makes the same innovative features accessible to the wider range of care providers. This enables smaller facilities to benefit from the same efficiency and automation that ABMED has already successfully implemented.

With the continued development of our software, ABMED remains well prepared for the future. We look forward to continuing our collaboration and to unlocking new opportunities for optimization together.

Why Ben? 

👉 Regular updates & support 
👉 Personal collaboration on equal footing 
👉 Long-term partnership & continuous optimization 

🚀 Start now – request your personal consultation! 

🗣 Let's discuss how we can transform your digital project! 
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