Healthcare
Case study
Sonotech Medical Center stopped reconciling payments by hand
Registration to payroll for 500 to 600 staff on ERPNext, rolled out over two years without stopping the OPD.
Headline result
~1,000 invoices a dayreconciled automaticallySonotech Medical Center
- Client
- Sonotech Medical Center
- Industry
- Healthcare
- Platform
- ERPNext · Frappe Framework
- Scope
- 5 modules
1ProblemRegistration, billing, lab and payroll ran on paper and a standalone billing tool across six facilities.
2GoalOne system for six facilities
3What we builtOne ERPNext for all six facilities with role-based access per facility.
4Outcome~1,000 invoices a day. Reconciled automatically
The route · this project
The method behind every case →- Discovery · StartProcess mapping across the six facilities; module scope agreed
- Core healthcare · Phase 1Patient registration, appointments, consultations and history, lab workflow, pharmacy POS with batch and expiry, billing
- Automation and integration · Phase 2Doctor passcode approval and SMS delivery for lab reports; biometric attendance; payment-gateway auto-reconciliation
- Enhancements and scale · Phase 3Smart-queue TV display; credit and concession control; HR and payroll with shifts and overtime; purchase and inventory
01 · The client
Sonotech Medical Center
Sonotech Medical Center runs six facilities across Ghana with 500 to 600 doctors, consultants and staff and about 1,000 OPD consultations a day. Before the project it worked from paper registers, a standalone billing tool and a lab that could release reports before a doctor had approved them.
- Client
- Sonotech Medical Center
- Industry
- Healthcare
- Country
- Ghana
- Engagement
- ERPNext implementation (hospital management system), phased
- Duration
- About two years, in three phases
- Region
- Ghana
- Product
- Hospital Management System on ERPNext
02 · The challenge
What wasn’t working
Registration, billing, lab and payroll ran on paper and a standalone billing tool across six facilities. Nine in ten tasks were manual. Seven in ten lab reports contained an error caught after release. Payment tracking depended on a person matching gateway settlements to invoices.
Multiple services, multiple forms, no unified patient registration
No automated invoice creation; payments not linked to invoices; partial payments hard to reconcile
Lab reports released without controlled doctor approval
Contract staff with day/night rates and overtime calculated by hand
About 1,000 invoices a day with manual payment knock-off
Uncontrolled concessions for employees and relatives
What they needed
03 · What we implemented
The solution
One ERPNext for all six facilities with role-based access per facility.
Modules
- Healthcare management
- Sales and POS (pharmacy billing)
- Accounting and finance
- HR and payroll
- Purchase and inventory
- A lab workflow where no report leaves without a doctor's passcode, then goes to the patient by SMS.
- Billing with automatic reconciliation of gateway payments, credit limits and concession approvals.
- HR and payroll for 500 to 600 staff with shifts, overtime and biometric attendance.
- Purchase and inventory across facilities, pharmacy with batch and expiry.
How work flows now
- 1Patient registration (single entry)
- 2Service selection
- 3Auto appointment and queue display
- 4Invoice
- 5Payment request via gateway
- 6Auto reconciliation
- 7Lab test (machine or technician)
- 8Doctor approval (passcode)
- 9SMS report delivery
What we built beyond the standard
04 · The results
What changed for the business
| Metric | Before | After |
|---|---|---|
| Efficiency, as rated by the group's management | 40% | 90% |
| Manual work | 90% of tasks | 20% of tasks |
| False-report errors | 70% | 10% |
~1,000 a dayInvoices auto-reconciled, payment tracking fully automated
Technology
- ERPNext
- Frappe Framework
- Frappe Healthcare
- Frappe HR (HRMS)
- Biometric attendance devices (ZKTeco)
- Lab machines and LIS
- Hubtel
- SMS gateway
- POS Awesome
- Payment gateways (generic)
ERPNext
Frappe Framework
