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Posted: 1/26/2012
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Indraprastha Apollo Hospitals Hospital Automates Processes, Reduces Costs by 25 Percent with Collaboration and Development Platform

Established in 1996, Indraprastha Apollo Hospital, New Delhi, is recognized as a superior healthcare provider around the world. With 3000+ employees, it serves approximately 31,000 people a month. The hospital needed modern business management software to ensure greater transparency and control over its largely manual processes. With no integrated system, employees lacked holistic insight into patient and operational data. To speed employee connections, strengthen business insight, and improve efficiency, Indraprastha Apollo deployed Microsoft Office SharePoint Server 2010 as its companywide collaboration platform. As a result of automating procurement, the hospital now saves considerable time, streamlines processes, and has reduced costs by 25 percent. Additionally, with this implementation, it expects to improve employees’ access to information, reduce errors, improve efficiency, and above all boost collaboration.

Situation

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* Earlier it was a tedious job to track the procurement process. We never knew where it is stuck. With process automation, we have streamlined our internal procurement operations so that we can focus on our strategic work. *

Srinivasan Raman, Head-IT, Indraprastha Apollo Hospital
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Indraprastha Apollo is one of the largest corporate hospitals in the world. It is the third super-specialty tertiary care hospital set up by the Apollo Hospitals Group, jointly with the Government of New Delhi, India. Having started functioning in 1996, today it is a 695-bed hospital, with provision for expansion to 1,000 beds in future. Among other specialized services, the hospital offers state of the art clinical services in the fields of Cardiology, Oncology, Neurology, Nephrology, Orthopedics, Urology, Multi-Organ Transplants, Gynecology, Pediatrics, Cosmetic Surgery, and Emergency Care.

The hospital is at the forefront of medical technology and expertise. It provides a complete range of the latest diagnostic, medical, and surgical facilities for the care of its patients. It brings together some of the most talented medical professionals in the country and has a dedicated team of clinicians to provide the highest standards of patient care.

Operating at such a large scale had required a comprehensive inventory of almost 4,000+ items to meet patient and hospital needs. However, stock procurement was completely a manual activity. There was no system to track the procurement process. Previously, putting up a requisition meant generating forms, manually filling in details of the items required, and then sending them manually in files to approving authorities. Once the approver received the requisitions, he or she would take time to look into each of them one by one, which would add to further delays. In case the approver was unavailable, it would significantly delay the verification and approval process. In addition, it was difficult to track the reason for delays and there was hardly any transparency in the overall operation.

“This process had gradually started to slow down operations,” says Srinivasan Raman, Head-IT, Indraprastha Apollo Hospital. “Apart from taking up a significant amount of time and being prone to errors, this always led to dissatisfaction.”

To enhance the operational efficiencies Indraprastha Apollo felt the need to improve its procurement system. Srinivasan Raman says, “We knew what the bottlenecks were. After we looked closely at the IT systems, it became obvious that we had some infrastructure-related issues. What we needed was a solution that would facilitate collaboration, automate internal processes, provide a central location for sharing information and, above all, provide complete transparency.”

Solution

P. Shivakumar, Chief Financial Officer, Indraprastha Apollo Hospital was keen to improve financial and procurement management across the hospital. Under his guidance, the IT team began to re-write the organization’s technology roadmap, with a focus to enable business to become more effective.

To execute the complex initiative of establishing a hospital-wide solution, Indraprastha Apollo called on the expertise of Microsoft Services. “We recognized that a solution built on Microsoft technologies would address our specific problems and offer the flexibility and interoperability that was needed,” says Srinivasan Raman. “We would be able to accomplish our requirements much more effectively and with minimal risk. The industry-leading Microsoft brand name and its market presence also became criteria for the selection of Microsoft Services.”

Indraprastha Apollo first worked with Microsoft Services to establish the underlying infrastructure, including the rollout of a centralized information system, communication and collaboration strategies, automation of internal processes, and company portals.

The main focus for the hospital was on the material procurement, and the efficient management of its massive inventory. Microsoft SharePoint Server 2010 was the best fit for these needs.

With the implementation of the Store Indent Management system developed on SharePoint, the hospital can now automate the full cycle of putting in a requisition for approval along with real time information of stock availability.

“Accurately tracking our stock items and optimizing our inventory levels were key goals,” says Srinivasan Raman. “With the automation of our processes we surely have achieved the same.”

Besides, process automation, the hospital was also looking at a system that was tightly integrated to help streamline business processes and enable closer collaboration amongst the staff. With SharePoint Server 2010, the hospital created one unified corporate portal where employees can access any and all information. It also offered immense out-of-the-box functionality that the hospital could take advantage of. Form Services, Workflow Management, and DMS were some of the out-of-the-box features used.

To increase the usage of the system, Indraprastha Apollo also rolled out an integrated messaging system using Microsoft Exchange Server 2010. This gave the users a platform to receive alerts and notifications within Outlook itself. Even approval requests started coming in to the user’s mailbox making the system very user friendly.

Benefits
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* With the reduction in manpower, we estimate a 25-30 percent cost saving *

P. Shivakumar, Chief Financial Officer, Indraprastha Apollo Hospital
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As a result of deploying the new solutions, Indraprastha Apollo has successfully enhanced its procurement capabilities. The hospital has also streamlined operations, simplified data access, reduced costs, and improved business intelligence. And because these solutions are built on Microsoft technologies, the hospital is confident that it has adopted a platform that will allow it to scale and expand. Srinivasan Raman says, “With fully automated processes, complete visibility over inventory, and no risk of human error, we can concentrate on strategic tasks such as expanding business opportunities.”

Faster Procurement Process
Prior to the implementation of this solution, it was not only difficult but also time consuming to coordinate procurement. Hospital employees can now work more efficiently through a coordinated and automated procurement. With no manual tasks, efficiency has also significantly improved.

“Earlier it was a tedious job to track the procurement process. We never knew where it was stuck,” says Srinivasan Raman. “With process automation, we have streamlined our internal procurement operations, so that we can focus on our strategic work.”

He continues, “In the past it could take more than 2-4 days to handle procurement requests. Now this is reduced to the maximum of an hour in a day.”

Reduced Need for Manpower, Cost Savings of More Than 25 Percent

Indraprastha Apollo has eliminated several manual IT tasks and saves considerable time through process automation. This has in turn reduced the need for manpower. Previously, a requisition approval would involve the manual process of carrying the requisitions from one approver to another. All the delay caused due to manual touch points are now addressed with automation.

“With the reduction in manpower, we estimate a 25-30 percent cost savings,” says P. Shivakumar, Chief Financial Officer.

With this automation, the organization is seeing multifold benefits including bringing in a smooth process and completely transparent system.



Microsoft SharePoint Server 2010

Microsoft SharePoint Server 2010 is the business collaboration platform for the enterprise and the Web.

For more information about Microsoft SharePoint Server 2010, go to:

www.microsoft.com/sharepoint

For More Information

For more information about Microsoft products and services, call the Microsoft Sales Information Center at (800) 426-9400. In Canada, call the Microsoft Canada Information Centre at (877) 568-2495. Customers in the United States and Canada who are deaf or hard-of-hearing can reach Microsoft text telephone (TTY/TDD) services at (800) 892-5234. Outside the 50 United States and Canada, please contact your local Microsoft subsidiary. To access information using the World Wide Web, go to:

www.microsoft.com

For more information about Indraprastha Apollo Hospitals products and services, call +91 11 26925858 or visit the website at:www.apollohospdelhi.com

This case study is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS SUMMARY.
Solution Overview




Organization Profile
Indraprastha Apollo Hospital, New Delhi, is part of the Apollo Hospitals Group and is a multi-specialty tertiary care institute with over 50 medical and surgical disciplines.

Business Situation
The hospital needed a way to automate its time-consuming and manual procurement process. What it also wanted was to make it easier for employees to find information, use applications, and connect with others.

Solution
Indraprastha Apollo implemented Microsoft SharePoint Server 2010 to eliminate manual tasks and automate business processes from a centralized location. With it, the hospital has gained a collaboration and development platform that has streamlined operations and improved business intelligence.

Benefits
Faster procurement process Reduced need for manpower, cost savings of more than 25 percent

Software and Services
  • Microsoft SharePoint Server 2010
  • Microsoft Exchange Server

Vertical Industries
Health

Country/Region
India

Business Need
  • Cost Containment
  • Unified Communications

IT Issue
Supply Chain Visibility and Collaboration

Languages
English

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