Automated Sales Order Management and Reporting System for Healthcare Device Distributor

The company is experiencing significant time expenditure and inefficiencies in managing sales orders, particularly when voiding cancelled orders. The manual process involves multiple steps such as form completion, faxing, web navigation, and note documentation, leading to large backlogs (1,000–2,000 orders weekly) and overtime work for staff. This hampers timely and accurate sales reporting crucial for executive decision-making and impacts overall operational productivity.

A mid-sized healthcare device distribution company specializing in sleep apnea treatment equipment seeking operational efficiency through automation.

• Fully automate the process of identifying, voiding, and documenting canceled sales orders to reduce manual workload.
• Eliminate the existing order backlog within approximately 4 days of deployment, ensuring real-time data accuracy.
• Increase accuracy and consistency of sales reports for strategic planning and operational oversight.
• Reduce staff overtime by automating repetitive administrative tasks, enabling redeployment to strategic initiatives.
• Improve employee satisfaction and mitigate staff churn related to repetitive task fatigue.
• Create a scalable automation framework that can be adapted for other transactional workflows within the organization.

• Automated login and session management with secure credential handling.
• Data extraction module to retrieve pending sales orders and identify void candidates based on set criteria.
• Data cleaning and validation processes to ensure only eligible orders are processed.
• Navigation automation to locate and initiate the void process within the sales management platform.
• Document attachment and automated fax delivery to referring physicians or clients.
• Order voiding mechanism that updates status in the system and records an activity note.
• Unattended operation capability running for extended hours (e.g., 12 hours per day), with scheduling options.
• Logging and error handling with notifications for failure detection and troubleshooting.

• Sales management platform (e.g., web-based ERP or specialized order processing system)
• Communication channels for document transmission (e.g., fax server or electronic fax gateway)
• Reporting tools and data repositories for oversight and audit logs

• System scalability to handle peak order volumes and future growth
• High reliability and uptime (aim for 99.9% availability)
• Data security and compliance with healthcare data regulations
• Performance efficiency ensuring process completion within designated timeframes (e.g., 12 hours unattended runs)
• Auditability with comprehensive logging for each transaction

The automation system is expected to clear existing sales order backlogs (1,000–2,000 orders weekly) within approximately 4 days, maintaining minimal pending transactions (recently as low as 44). It will significantly enhance report accuracy, improve decision-making visibility, and eliminate staff overtime related to order voiding. These improvements will lead to greater operational efficiency, higher employee satisfaction, and enable redeployment of personnel to strategic initiatives, ultimately driving continued automation-driven growth and cost savings.