Speos is a Belgian company that specializes in generating, producing and sending documents like invoices and pay slips, through all available channels such as paper, email, Doccle, eBox, Peppol, customer portal, and so on. With over twenty references, speos is the preferred partner of the healthcare industry, supporting hospital centers in managing their administrative and financial communication flows. To assist the hospital sector with the digital transformation, speos offers a specific range of services:
- optimized delivery according to the patient’s preferences
- proactive data collection (e.g. email addresses) and consent for migration to digital invoices
- secure interfaces specifically developed to meet the needs of the hospital sector. These include access to the invoice, payment and downloading options, billing history… This solution was developed based on a thorough investigation of the needs of healthcare institutions.
After a couple of months, nearly 30%
of all invoices are digitized.
Interview with Jérôme Vandercappellen, digital innovation expert at speos
Can you introduce speos to us in more detail?
Jérôme Vandercappellen: the company was established in 1985. It is now the market leader in its sector, specializing in the generation and dispatch of financial and administrative documents. speos has the largest Belgian organizations as references, including both public and private enterprises. Due to our industrialized production processes, we have been a widely recognized player for about 40 years. We are a 100% subsidiary of bpost group.
In the previous years, speos has chosen a different path for its main strategy. How does that manifest itself?
J.V.: for about ten years, our company has been on the path of digital transformation to meet the challenges our customers face. speos has gradually found answers to its customers’ questions and helps them migrate to digital solutions for sending their administrative and financial documents. To this end, we connect our customers with various platforms such as eBox (government platform), Doccle, Zoomit, and we use solutions like SMS and email with secure access to the documents. We are the service provider with the broadest range of digital solutions in this field!
What are the challenges in the production and management of document flow in a healthcare institution?
J.V.: our healthcare institutions face numerous challenges. First and foremost, it is crucial to simplify administrative processes. Now they are often complex due to the multitude of software and tools used internally. By outsourcing these processes, as speos suggests, we can significantly simplify them. Additionally, the hospital sector faces serious cash flow issues. Recipients of a hospital invoice rarely prioritize paying it, and the time required to process these payments internally can lead to delays that heavily impact cash flow. Improving those systems becomes critical for healthcare institutions that are confronted with increasingly tight budget constraints.
OPTIMIZED DELIVERY ACCORDING TO THE PATIENT’S PREFERENCES
What is specific about the production and management of documents in healthcare?
J.V.: hospitals deal with highly sensitive information, requiring strict access control. Administrative complexity leads to the use of various internal tools, making the outbound communication process less linear. Furthermore, document dispatch timelines are often lengthy, sometimes spanning several months, which can impact the customer experience. Finally, gathering relevant data for digital communication purposes is also a complex matter. Reception and front desk staff are often overwhelmed. They lack the proper tools to collect the necessary data, or to just get the email address or consent of the patient for electronic invoice delivery.
SECURE INTERFACES SPECIFICALLY DEVELOPED TO MEET THE NEEDS OF THE HOSPITAL SECTOR
What innovations has speos introduced in the hospital sector?
J.V.: speos has developed a solution to proactively obtain these approvals and addresses. Patients can grant their consent and gain access to a secure and personalized platform under the hospital’s name. This platform offers functionalities such as viewing invoices, immediate payment, and managing communication preferences. We can also tailor these functionalities to meet the specific needs of each hospital. With this proven solution, up to 30% can be digitized in just three months, resulting in immediate financial returns. It is worth noting that this service was also developed to the unburden our customers’ ICT teams.
A THOROUGH RESEARCH, DIRECTLY ON THE GROUND, INTO THE NEEDS OF THE HOSPITAL SECTOR
How do ensure that all of this sensitive data is processed securely?
J.V.: speos is certified according to ISO 9001 and particularly ISO 27001, the standard for information security. Regular audits are conducted at all levels within the organization to ensure 100% secure data management.
