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ECHO SYMPA – FROM MANUAL PROCESSING TO A
FULLY AUTOMATED PRACTICE SOLUTION

In Switzerland, Echo Sympa has been synonymous with precise and sensitive ultrasound diagnostics for children for many years. Every day, numerous medical findings are generated there, which must be transmitted quickly and securely to the treating pediatricians. In addition, invoices must be created for billing insurance companies, and the status of all processes must be reliably tracked.

Until recently, this was done entirely manually. Each report required opening the PDF file in Acrobat, creating an email to the responsible pediatrician in Outlook, storing the findings in a folder system, separately entering the billing data in another software program, and manually checking whether all steps had been completed 100%. For the practice, this meant around one hour of pure administrative work every day, in addition to the actual medical work.

THE CHALLENGE: MORE THAN JUST INTEGRATION

Originally, Echo Sympa was looking for a way to automate parts of this process with an integration tool. However, it quickly became apparent that the requirements went far beyond this. What was needed was not a single interface, but a central control system that would bring all the work steps together, make them clearly transparent, and function without detours or delays via external servers.

The solution had to handle patient data sensitively, process different file formats, understand both French and German documents, and integrate seamlessly into existing communication channels such as the HIN service established in Switzerland.

THE SOLUTION: A CUSTOMIZED, LOCAL PRACTICE ASSISTANT

Instead of cloud-based integration, a native Windows application was developed that can also be used on Mac systems if required. The implementation was carried out using Electron and was designed so that all processing steps take place locally.

The application monitors defined folders and automatically detects new files. After import, a variety of relevant metadata such as examination location, examination type, and name of the attending physician are read out. A stored physician database is used to determine the responsible pediatrician as the recipient, and the findings are immediately sent in encrypted form via the HIN service. If a document contains certain keywords, it is marked for manual review before being sent so that an individual message can be added.

In addition, the application checks whether each patient examined is already on the billing list. If this is the case, no further action is required. If the entry is missing, the case is highlighted in the dashboard so that it can be specifically reviewed. This guarantees 100% loss-free billing.

A central dashboard shows the status of all patient files. You can see at a glance whether the PDF has been created, the email sent, and the billing prepared. This eliminates the tedious task of tracking multiple programs and error-prone manual checks. All information is bundled in one place.

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SUITABLE FOR EVERYDAY USE AND SAFE

A key advantage is that processing takes place exclusively locally. No data is transferred to external servers or stored in the cloud. The security of sensitive patient data corresponds to the security of the local system.

The processes are designed so that at the end of the working day, all necessary files can be exported with a single click. From this point on, the application takes care of all the steps automatically, reliably, and without any additional manual effort.

THE RESULT: EFFICIENCY, SAFETY, AND MORE FOCUS ON CORE TASKS

The new solution has significantly reduced administrative work. Findings are transmitted more quickly and in full, and billing runs smoothly and without losses. The status of all cases is transparent at all times.

Special examinations continue to receive the necessary individual attention, while routine procedures are automated and run error-free in the background. This allows Echo Sympa to focus more on the medical care of patients while ensuring the highest level of data security. – Everything done and home early – who wouldn't want that!

How much more could you achieve if administration ran itself?
Less administration, more time for the essentials—we help you design processes that run reliably, efficiently, and securely. Talk to us about your challenges.

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