What is Penta Hospitals?

Penta Hospitals Group (EMC) operates within a complex IT ecosystem where the integration of medical and administrative processes is critical. The infrastructure is built on a division between the so-called “white part,” dedicated to direct clinical work, and the “grey part,” supporting operational and billing back-office functions. The medical domain utilizes Clininet (CGM) and AMS (Asseco) systems, while the administrative layer is based on the Comarch Infomedica Emedica solution. While functional, such an environment generates numerous touchpoints where data must be processed across different platforms, naturally creating opportunities for the automation of routine bureaucratic tasks

Challenge

Modern healthcare facilities face growing pressure to modernize administrative processes, which in the case of the analyzed hospital became particularly evident in the finance and accounting department. The primary issue was an archaic, manual workflow based on physical document routing and manual bookkeeping entries. With an increasing scale of operations, this model led to costly delays and the risk of human error. The situation was further complicated by the requirement to comply with the National e-Invoicing System (KSeF). The hospital faced a difficult challenge: how to transition seamlessly to digital structured invoice reception and integrate it with their existing InfoMedica system without paralyzing the daily operations of the accounting department.

Solution

The answer to these needs was the implementation of the TAS system – an advanced electronic document workflow platform designed for full synergy with national e-invoicing standards and the InfoMedica financial system. This solution automated the foundations of accounting by directly retrieving invoices from the KSeF gateway into a digital workflow environment. The TAS system introduced intelligent document classification, ensuring they are automatically routed to the correct decision-makers according to predefined approval paths. Thanks to tight integration with the accounting system, the entire process – from invoice receipt and substantive approval to final bookkeeping – occurs within a single, cohesive data stream.

Results

The implementation of the TAS system has transformed the hospital’s finance department into a modern operational unit characterized by high error-resilience and operational speed. The most significant result is the drastic reduction in document turnaround time and the elimination of “bottlenecks” typical of paper-based workflows. The organization has regained full control over its finances—every document is now visible in the system in real-time, allowing for instant verification of its status and audit trail. The reduction in manual data entry has minimized the risk of accounting errors, while full compliance with KSeF requirements has ensured legal security and established a foundation for the further digitalization of subsequent business processes.