Outpatient care service seeks software for automatic invoicing

We are a care and relief service for seniors that offers low-threshold services in the area of everyday support, and we are looking for software to simplify our business processes, or at least software for automatically generating invoices based on calendar data.

Ideally, we would like care software from the healthcare sector, as this also covers many other aspects and issues. However, we have not yet been able to find software that can map our processes. Unlike most companies in the care market, we do not work in a centrally managed way, but rather in a decentralized manner. This means that we do not have a care service management team, no duty scheduling in the traditional sense, and no route planning. Our employees work completely independently. Each employee is assigned patients and makes appointments with them independently, enters these in their calendar, and performs the services. Each employee should only have access to their own patients. Structurally, all employees are organized into teams. Each team leader manages 5-12 team members and has full access rights, not only to their own patients, but also to the patients and calendars of their employees. This chain of command continues and ultimately culminates in the office staff, who are responsible for invoicing. Since such software does not seem to exist, as the care market in Germany is structured differently, we want to adjust our requirements slightly and focus more on the topic of automatic invoicing.

Currently, all employees work with calendar software. In this software, read and write access to the calendars can be assigned individually, which is done by the IT administrator. All employee appointments are recorded. At the end of the month, the calendar is exported in .csv format and forms the basis for both payroll accounting and billing to those requiring care. The most time-consuming process in the office is currently creating invoices, as an invoice must be created for each calendar entry. Over 1,000 invoices are generated in this way every month. We would like to have software that is capable of generating invoices fully automatically from the calendar data. All invoice-related information is contained in the .csv file. This includes the name of the patient (if necessary, a unique ID could be assigned here), the type of service provided, the actual times when the services were provided, and the relevant health insurance companies as invoice recipients. Since all invoice-related information is already available, it should be possible to start a fully automated invoice run at the touch of a button, which generates, invoices, and sends reminders for all necessary invoices for the month.

Five software workstations are required.