"How a 400-Bed Private Hospital Reduced Billing Errors by 91% With a Custom Medical ERP"

The client operated a 400-bed multi-specialty private hospital with four outpatient departments, two surgical theatres, an in-house pharmacy, and a diagnostic lab. Their operations ran across four separate software systems with no integration between them: patient registration in one tool, billing in a standalone spreadsheet-based system, pharmacy inventory in a third platform, and lab results managed through a vendor-specific desktop application.

The consequences were severe and compounding. Billing errors averaged 14% of all outpatient invoices monthly, driven by manual cross-referencing between the registration system and the billing sheet. Duplicate patient records had accumulated to the point where the same patient could appear under three different IDs across the four systems. Insurance claim rejections were running at 23%, and each rejected claim required between 3 and 7 working days to resolve.

Pharmacy and diagnostic inventory were invisible to the billing department until a weekly physical count was done, producing a lag that created both stockout events and billing discrepancies in the same reporting period. Monthly financial reporting required a finance officer to manually consolidate four exports across two full working days, during which no financial data was available to operations leadership at all.

The hospital was planning a second facility. Leadership understood the existing system would not scale past its current size, let alone support a second site.

Arvixi delivered a fully integrated Medical ERP across 14 modules: Patient Registration and Master Data with unified patient ID generation, Outpatient and Inpatient Management, Operating Theatre Scheduling, Pharmacy and Inventory with real-time stock visibility, Diagnostic Lab Integration, Billing and Revenue Cycle Management with insurance claim automation, HR and Payroll for clinical and administrative staff, and a real-time Executive Dashboard consolidating occupancy, revenue, and supply across all departments.

The foundational resolution was a de-duplication migration of all patient records, collapsing 7,200 duplicate profiles into clean unified records, each linked to a single system-generated patient ID across every touchpoint.

Billing was rebuilt around the clinical workflow. Charges are now generated automatically at the point of care: when a prescription is dispensed, a lab test is ordered, or a procedure is logged in the theatre. The invoice presented at discharge reflects actual care delivered, not a manual reconstruction. Insurance claim packets are pre-populated with each insurer’s required documentation, removing the manual assembly step that was generating the 23% rejection rate.

Pharmacy and diagnostic inventory update in real time as items are consumed, with configurable reorder triggers. The executive dashboard is live and requires no manual export. Deployment ran across 18 weeks using a phased rollout by department, with staff training running in parallel at each phase.

• Billing errors reduced from 14% to 1.3% of monthly invoices, a 91% reduction, within 60 days of go-live

• Insurance claim rejection rate fell from 23% to 4.1% in the first billing cycle post-deployment

• 7,200 duplicate patient records eliminated; zero new duplicates in the 6 months following go-live

• Monthly financial reporting, previously a 2-day manual consolidation, now available in real time

• Pharmacy stockout events reduced from an average of 11 per month to zero in the first quarter post-deployment

• Average time to discharge a patient following treatment reduced by 34 minutes per patient

Second facility onboarded onto the same platform 4 months after initial go-live with no separate implementation project