Executive Summary:
Our client, a UK-based charity committed to supporting individuals with epilepsy—a neurological condition characterized by recurrent seizures—provides essential services, information, and research to enhance the lives of those affected. In addition to direct support, the organization actively raises public awareness and advocates for better understanding and treatment of the condition. Despite their important mission, the finance team was burdened with the time-consuming task of manually entering invoice data into spreadsheets, often leading to errors and incomplete records. To resolve this, the charity implemented Cevitr’s digital bot, ‘Jo,’ to automate and streamline the invoicing process. This transformation has significantly increased operational efficiency, improved data accuracy, and delivered notable time and cost savings.
Client/Organization Overview:
The client is a UK-based charitable organization dedicated to supporting individuals living with epilepsy. Their mission encompasses a wide range of services, including direct care, medical support, research initiatives, advocacy, and public awareness campaigns. In addition, they offer a helpline and ongoing support services to improve the quality of life for those affected by epilepsy, while working to increase understanding of the condition across society. Therapeutic Drug Monitoring (TDM) This term is used in the context of monitoring and managing the levels of specific drugs in a patient's bloodstream to ensure they are within a therapeutic range, which is particularly important for conditions like epilepsy.
The Challenge:
Before implementing the automated solution, the organization’s finance team relied on a manual process to raise invoices to their customers. Invoice data was entered into spreadsheets, processed with Exchequer software, and backed up regularly to ensure data security. This process was time-consuming, prone to human error, and diverted valuable resources from more strategic tasks.
The Solution:
To address the inefficiencies in the client’s manual invoice handling process, a digital automation solution was implemented using Cevitr’s virtual worker, ‘Jo.’ The bot was programmed to automate retrieval and processing of invoice spreadsheets, create additional data sheets, generate subtotals by hospital type, produce backup PDFs, upload data to Exchequer, and print concatenated invoices with backups.
Implementation:
The process involves Microsoft Excel for data storage and Exchequer for invoice creation and management. Steps include creating new sheets, adjusting columns for VAT calculations, matching hospital and account numbers, cleaning and formatting data, and subtotalling by hospital. Instructions cover generating sequential invoice numbers, formatting data into the TDM Invoicing Template, importing files into Exchequer, and verifying successful uploads. Each invoice is reviewed and edited to include hospital names and descriptions, then printed to PDF and saved in organized folders with backup documents appended as needed.
Results:
Completed invoices and backup files are zipped and emailed to designated recipients with execution details including processing times and success rates. This comprehensive business requirements document provides a structured approach to automating the TDM invoicing process, enhancing data accuracy and operational efficiency for our client. Jo completes up to 137 invoices per month and achieved a 100% accuracy rate.
Conclusion:
The automation of the Therapeutic Drug Monitoring (TDM) invoicing process through Cevitr’s digital worker, Jo, has delivered a transformative impact for the UK epilepsy charity. By replacing a complex, manual system with a streamlined, rules-based solution, the organization has significantly improved operational efficiency, eliminated human error, and achieved 100% accuracy in invoice processing. Jo’s ability to handle up to 137 invoices per month ensures that vital administrative work is completed quickly and reliably, allowing the finance team to focus on higher-value tasks. This successful implementation not only supports better financial management but also strengthens the charity’s ability to deliver on its core mission—improving the lives of those affected by epilepsy.
