Triade Vitree is saving about 20% in time thanks to Elari procurement software

Triade Vitree is a large healthcare organization that provides care for people with disabilities, youth services, and mental health care. With more than 1,800 employees spread across over 130 locations, it can be quite a challenge to streamline the procurement process. Fortunately, Barry Verkissen, Procurement Team Leader, launched a major optimization initiative in 2021.

Triade Vitree’s procurement process underwent significant changes. Previously, it wasn’t organized centrally, so there was room for improvement. Barry emphasizes: “I really had to start from scratch.” All procurement processes have now been digitized, with significant progress in automation and optimization.

From emailing and calling to ordering in Elari

“In the past, healthcare workers placed orders by email, phone, or by going to the store around the corner. There was a need for an ordering system to manage all goods and to centralize the procurement process. That’s when my experience with software like Elari came in handy. Partly because of this, we preferred Elari. After all, we were already using Cash & Card and knew that Elari is user-friendly software. It fits Triade Vitree’s way of working.”

Barry explains: “We started with a blank slate. There was no legacy system to migrate data from. We began with a pilot to implement Elari step by step. This allowed us to continually optimize the purchasing process. Moreover, it brought to light needs among healthcare staff that we weren’t even aware of. The product database is growing steadily, as is the list of available online stores.”

“You don’t want to waste a ton of time on small suppliers.”

Barry Verkissen, Procurement Team Leader at Triade Vitree

Online stores and OCI integrations are a must

It was clear from the very beginning that Triade Vitree wanted to handle the procurement process through online stores as much as possible. “You want to achieve that full 3-way match,” Barry explains. “That also makes invoicing more efficient. Only the smaller suppliers who are truly indispensable are an exception to our ‘webshop first’ approach. You don’t want to waste a ton of time on manual ordering when it comes to small orders.”

The OCI integration with Profyte Medical is indispensable

Elari integrates with over 320 online stores. A connection with supplier Profyte Medical was therefore quickly established. Through an “Open Catalog Interface” (OCI) integration, employees can access a web store environment via Elari. This makes it much simpler to place orders with suppliers, even those without their own web store.

“With Profyte Medical, we can source product groups for which we didn’t yet have a standard supplier,” Barry explains. They specialize in durable medical capital goods, such as medical furniture and equipment, as well as nursing products and supplies. A comprehensive package to optimally equip medical practices.

“In the past, medical devices were sourced from all over the place,” Barry continues. “But we want to work with standardized products. You can only standardize if you centralize the purchasing process. That way, everyone takes blood pressure readings the same way using the same brand of device. That’s why we were looking for a single supplier who could provide us with all the products and services we needed.”

“By that, I mean, on the one hand, delivery right to the doorstep: the box of products. On the other hand, we also needed explanations and advice at the healthcare locations themselves. What if the product breaks down or needs to be calibrated? How does that work? Our partnership with Profyte Medical is excellent in this regard. They also provide us with outstanding service and no-obligation advice beyond the doorstep. We especially appreciate their proactive approach. We’re incredibly satisfied with the integration between Elari and Profyte Medical.”

Jos van der Voet, owner of Profyte Medical, adds: “Our focus is first and foremost on patient safety and user convenience. In addition, we actively contribute ideas on cost-effective workflows and cost reduction.” The best of both worlds, in other words.

Implementing new OCI integrations quickly and efficiently

“At Triade Vitree, we use various Elari OCI integrations,” says Barry. “The integration between Elari and Profyte Medical was set up quickly (thanks in part to Abeta). We can customize items and restrict access to certain product groups. This keeps the purchasing process simple for healthcare staff. They only see the products they’re authorized to order, rather than the entire product catalog.” In short: a welcome improvement.

Profyte Medical is happy to contribute to this optimization. Jos explains: “Thanks to Elari, we’re perfectly positioned to offer customized solutions that meet the specific needs of healthcare organizations. This approach not only benefits our customers but also optimizes our own logistics process. As a result, we save valuable time that we can invest in further improving our services.”

“Thanks to Elari, both we and our customers save time that we can invest in optimization.”

Jos van der Voet, Owner of Profyte Medical

Analysis features give the Procurement Team insight

Barry: “As the Procurement Team Leader, I primarily work with Elari’s statistics and analyses. This new way of working has had a significant impact on how I fulfill my role. I used to have no purchase statistics. Now I can base agreements on tangible facts. That makes it easier to make customized purchasing arrangements. The big advantage of Elari is that all processes are interconnected. This makes payment processes easier and faster. You gain valuable insights and can plan ahead.”

65% of operational expenses digitized in one year

At the time of the interview, Triade Vitree had been using the procurement software for about a year. “Currently, about 65% of our operational expenses are managed through Elari,” Barry says proudly. “This allows us to focus on the differences between locations. Analyses and real-world examples reveal concrete opportunities for improvement. We use these insights to standardize our processes. Ultimately, Elari makes it easier to manage our budget.”

“Elari ultimately makes it easier to manage our budget.”

Barry Verkissen, Procurement Team Leader at Triade Vitree

20% time savings: hours dedicated to optimization

“For the administrative staff and the Procurement Team, I estimate we’re achieving a 20% time savings. We can then spend that time, for example, on optimizing Elari’s Cash & Card processes. So you ‘have those hours left over’ to spend on something else.”

Curious about what your healthcare organization can achieve with Elari Procurement?

Check out the Elari Procurement page. We’d also be happy to show you the software in action. Feel free to request a free online demo. We look forward to hearing from you.