ActualMeds Transforms Operations With Microsoft Dynamics 365

Understanding the situation

Seeking greater growth, ActualMeds — a software company initially focused on selling software — faced significant challenges in scaling its business and managing processes efficiently when it acquired a company providing medication reviews for nursing facilities. This new venture was managed through spreadsheets, requiring a comprehensive reassessment of business processes to support growth and systematization.

The manual approach was not only inefficient and error-prone but also lacked scalability, posing a significant barrier to the company’s growth ambitions. ActualMeds recognized the need for a more robust and scalable strategy to manage their operations effectively.

Exploring the challenge

ActualMeds engaged CLA digital, which has significant experience assisting clients with changing manual business processes to automated processes which can help save time, reduce errors, and provide more useable data.

The first step was a thorough business process assessment to document and understand the entirety of the company’s operations. This assessment revealed the extent of the inefficiencies and highlighted the need for a more integrated and automated system. Together, CLA and ActualMeds set joint goals to:

• Create an integrated and automated operating system,
• Streamline business processes,
• Reduce single points of failure,
• Improve operational efficiency, and
• Boost cash flow.

Achieving results

CLA digital helped ActualMeds improve processes and operations using three strategies — Microsoft Dynamics 365, Power BI dashboards, and ongoing advisory services.

Microsoft Dynamics 365

Installing Microsoft Dynamics 365 and creating a web-based portal permitted ActualMeds to transition from spreadsheets to a more efficient, integrated system, allowing the company to scale operations without adding additional resources. The new system stabilized business processes, reduced single points of failure, and significantly improved operational efficiency and cash flow.

Power BI dashboards

Using Power BI dashboards further enhanced data visibility, supporting better decision-making.  Automating invoice generation and QuickBooks integration reduced the time required for monthly billing, allowing all contract pharmacists to complete their monthly activities by the end of the month.

Advisory services

CLA’s advisory services played a crucial role in bridging the gap between business users and technology. The advisory team facilitated understanding and communication within ActualMeds, providing technology solutions aligned with business needs. This role was essential in translating technical aspects for business users, making it easier for them to adopt and leverage the new system.

Overall, the transformative impact was significant. The company achieved growth, operational efficiency, and scalability while effectively managing their resources. The new automated processes have already boosted cash flow and will allow ActualMeds to pursue business growth on target with its strategic plan.