“Previously, creating documents involved a lot of copy-and-paste work with a wide range of manual adjustments,” says An Van Herck, Management Assistant at HSK Arnhem. “It was really a hassle, and before you knew it, the formatting would be off again.” Four years ago, the decision was made to implement SmartDocuments. “Now it’s almost become a bit of a game to make everything as efficient and effective as possible,” An says.

HSK uses an Electronic Patient Record (EPR) called WeCare. An: “All client information is stored in that system. Thanks to the integration between SmartDocuments and WeCare, we can automate processes. Client data is automatically loaded, and reports and letters are immediately generated in the correct format. We can also ensure that processes are followed correctly and that data does not end up with the wrong person. We do, of course, work with sensitive patient information. That’s why, for example, certain reports can only be shared with a physician, not with an employer.”

The result? “Time savings! And ease of use. It’s very clear and easy to navigate,” An says. Therapists use SmartDocuments to create their reports. An: “By keeping the administrative burden low, there is more time for client contact.”

There have also been improvements in written communication with clients. An: “It’s important to properly support people who are in a difficult situation. It is often already a mental burden to seek help and deal with practical matters. The last thing you want is unnecessary or unclear letters with information that doesn’t apply to your situation. Suppose we call a client to schedule an appointment. The planner then sends the correct appointment confirmation using SmartDocuments. This way, the client knows what to expect and can review the information shared over the phone later. The same applies to employers and occupational physicians; they know the information they receive from us is complete and where to find what they need. Quotes and pricing are also always up to date, as we can process that information automatically and without errors from WeCare in SmartDocuments.”

An started out as a planner and was initially involved with SmartDocuments one day a week. Now, she manages all templates across the organization. An: “My goal is to make everything as easy and consistent as possible for my colleagues, clients, and other stakeholders. I also challenge myself to consolidate as many letters as possible into a single template wherever I can. Users don’t notice this, but in many cases it actually makes things easier for them.”