Document Intake Platform

Process Mapping Session

Gemma Analytics

hellomed — July 2026

Overview· Methodology· Walk-through· Patient matching· Next steps

Overview

How we’ll spend the next ~90 minutes — and the goal that anchors the whole session.

Our goal today

Map the processes as they run today — no fixes or redesign yet.

Agenda ~90 minutes · four parts
Part 0
Methodology A quick look at the process mapping framework we’ll use
5 min
Part 1
Process-by-process walk-through
P1 Classification, splitting & matching~20m P2 SEPA → OS~10m P2 Consent / Einwilligung → OS~10m P3 Co-payment exemption → OS~10m P4 Medication plan dedup → OS~10m P5 Insurance card missing → home care~10m
70 min
Focus
Patient matching & source of truth What are the systems involved, how are patients created / defined in them, and which one is the source of truth?
10 min
Part 3
Next steps Recap, open questions & agree the review process for follow-ups
5 min
| hellomed — Process Mapping Session1
Overview· Methodology· Walk-through· Patient matching· Next steps

The Process Mapping Framework

Every process is a run from a trigger to done, with a handful of steps in between. We map it in three passes.

▸
Trigger
what starts it
1
Step
2
Step
3
Step
✓
Done
the end state
1

Overview

The endpoints

  • What starts the process? (the trigger)
  • What ends it? (the definition of done)
2

Walk-through

The steps in between

  • What is the core task at each step?
  • Which systems are used?
  • Where do you decide vs. execute?
  • Ownership & handoff — who does it, who takes over?
3

Pain & exceptions

Across every step

  • What are the most common edge cases?
  • What breaks most often?
  • What gets escalated, and to whom?
| hellomed — Process Mapping Session2
Overview· Methodology· Walk-through· Patient matching· Next steps

Example Output

Each process becomes a clear process map — steps, systems, owners, decisions and pain points, from trigger to done.

Process Board — P1 · Classification & Matching
| hellomed — Process Mapping Session3
Overview· Methodology· Walk-through· Patient matching· Next steps

Part 1 · 70 minutes

Process-by-Process Walk-through

Your turn: could you give us a process walk-through for each of the following?

P1Classification, splitting & matching~20 min
P2SEPA → OS~10 min
P2Consent / Einwilligung → OS~10 min
P3Co-payment exemption → OS~10 min
P4Medication plan dedup → OS~10 min
P5Insurance card missing → home care~10 min
| hellomed — Process Mapping Session4
Overview· Methodology· Walk-through· Patient matching· Next steps

Focus · 10 minutes

Patient Matching & Source of Truth

What are the systems involved, how are patients created / defined in them, and which one is the source of truth?

1

One identity

How a patient is created and uniquely identified across every system.

2

Where it breaks

The matches that fail most often, and why.

3

Source of truth

Which system wins when the records disagree.

Which systems are involved? OS Zoho IXOS Blimus
| hellomed — Process Mapping Session5
Overview· Methodology· Walk-through· Patient matching· Next steps

Next Steps

After today’s session, here is what comes next.

1

Consolidate this session’s learning

We work your input into the process maps (as-is processes).

2

Proposed set up

We provide a proposed process map for the solution (desired process) and our suggestion for the underlying infrastructure.

3

Joint review and decision

We review the proposal together and agree on the target solution and underlying architecture.

| hellomed — Process Mapping Session6

Thanks!

Questions?