AI + Workflows · Case Study
Optimizing Invoice Processing and KSeF Integration for Hospitals via the TAS System
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. Such an environment generates numerous touchpoints where data must be processed across different platforms.
Challenge
Modern healthcare facilities face growing pressure to modernize administrative processes, which became particularly evident in the finance and accounting department.
An archaic, manual workflow created concrete difficulties:
Paper based routing
A model based on physical document routing and manual bookkeeping entries led to costly delays and the risk of human error as the scale of operations increased.
KSeF requirement
The situation was further complicated by the requirement to comply with the National e Invoicing System (KSeF).
Integration without paralysis
The hospital had to transition seamlessly to digital structured invoice reception and integrate it with InfoMedica without paralyzing the daily operations of accounting.
Solution
The answer 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.
Retrieval from KSeF
This solution automated the foundations of accounting by directly retrieving invoices from the KSeF gateway into a digital workflow environment.
Intelligent classification
The TAS system introduced intelligent document classification, ensuring they are automatically routed to the correct decision makers according to predefined approval paths.
Cohesive data stream
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 transformed the hospital’s finance department into a modern operational unit.
Faster turnaround
The most significant result is the drastic reduction in document turnaround time and the elimination of „bottlenecks” typical of paper based workflows.
Real time control
The organization 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.
Fewer errors
The reduction in manual data entry minimized the risk of accounting errors.
KSeF compliance
Full compliance with KSeF requirements ensured legal security and established a foundation for further digitalization.
Legal security