Vakasis — Emergency Medical Management
End-to-end operations management for private ambulance companies
- 8
- Modules
- 3 aşama
- Case Flow
- Otomatik
- Billing
Overview
A company running five ambulances handles over four hundred cases, close to forty staff and dozens of institutional contracts a month. At that scale, spreadsheets and WhatsApp groups are not merely slow but risky: call details sit in one file, the roster on paper, and the institutional price in somebody's head.
Vakasis reduces that sprawl to a single flow. A case record moves through three stages: call details, crew assignment and transport, then handover and closure. Every change at every stage is logged. Case and ASOS protocol numbers are generated automatically; patient, companion and handover details, mileage and time tracking, EK-3 and ASOS documents all live in the same file.
Billing falls out of that flow naturally. Each institution has its own regional pricing, free-case quota and contract terms; the moment a case closes, the amount is calculated automatically. Nobody has to hunt for what a case was worth at month-end.
On the HR side, the shift roster is filled in by dragging, and the system itself checks for conflicts and rest rules. Timesheets are generated automatically from shifts, remain manually editable, and produce overtime calculations and payroll output. Crew status with GPS integration shows on a map which crew is available and which is on a case.
Highlights
- One flow from call to invoice: a three-stage case record with full change history
- Automatic case and ASOS protocol numbers with EK-3 document handling
- Automatic pricing from per-institution regional rates and free-case quotas
- A shift roster where the system enforces conflict and rest rules
- Timesheets generated from shifts, with overtime and payroll output
- Live crew availability on a map via GPS
Objectives
- Move an operation running on spreadsheets and WhatsApp into one system
- Cut month-end billing from hours to minutes
- Catch roster conflicts while building the schedule, not at the last minute
- Stop institutional contract terms from depending on one person's memory
Solution
- Staged case records with every change tracked
- Automatic pricing from institution, region and quota definitions
- A drag-and-drop roster with configurable shift types
- Crew, vehicle and daily staff-to-vehicle assignment
- Periodic case, revenue and performance reports with Excel and PDF output
Approach
- 01Mapping the current operation with ambulance operators
- 02Modelling the case flow and pricing rules
- 03Building the modules in sequence and trialling them in the field
- 04Aligning roster and timesheet rules with regulation
Outcomes
- Cases, rosters and billing came together in one data model
- Institutional billing is calculated automatically at case closure
- Roster conflicts are prevented while the schedule is built
- The whole operation is visible from one screen
Challenges
- Producing documents and protocol numbers that comply with regulation
- Fitting each institution's distinct pricing and quota terms into one model
- Applying roster and rest rules without contradiction
Selected Work
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