Aqtor! streamlines scheduling with new planning tool

In healthcare, efficiency and a focus on patient needs are paramount. But what happens when appointment management becomes a time-consuming challenge? Aqtor!, a specialist in orthopedic and mobility aids, found the solution with ACA Group in Planit, an innovative planning system that saves time while enhancing the quality of care. Discover how this collaboration helped Aqtor! streamline its processes and elevate customer satisfaction.

About Aqtor!

Aqtor! is a leading Belgian company specializing in the professional fitting, production, and delivery of orthotics, prosthetics, insoles, orthopedic shoes, mobility aids, and medical supplies. Patient care is central to their mission, and the company continually works to optimize care processes. With a rapidly growing team and a focus on efficiency, it became essential to find a centralized solution for scheduling appointments and managing the activities of their providers—specialists who work in hospitals and medical centers.

The challenge: maintaining control over complex schedules

Before the development of the Planit-app, Aqtor! relied on a combination of Excel and Outlook to manage the complex schedules of its providers. This approach was time-consuming and prone to errors, especially as the company keeps growing. "The larger we became, the harder it was to keep everything organized, especially with vacation planning—it was nearly impossible in Excel" says Eva Moens, Coordinator of Business Process Consultancy at Aqtor!.

Aqtor!'s coordinators needed a system that provided clear visibility into the locations and availability of their providers, enabling quick and efficient patient scheduling. "It was difficult to know where a provider was at a given moment and then schedule an appointment", Eva explains. The need for an efficient system became increasingly urgent as Aqtor! expanded, adding more providers and locations.

Python as the ultimate technology choice for Planit

For Planit's development, ACA Group deliberately chose Python and the Django framework. Kamen Zhekov, Python and AI Engineer at ACA Group, explains: "We chose Python and Django because many of the required functionalities are standard. The framework is ideal for complex projects with constraints, database modeling, role-based access control, and user management—all built into Django."

This technology choice was not only efficient but also cost-effective. Django's versatility allowed for smooth integration of complex processes without extensive customization. Moreover, ACA Group's in-house expertise ensured the application was tailored precisely to Aqtor!'s needs.

Another key factor was Python's scalability. As Aqtor!'s scheduling needs grow with the increasing number of providers and locations, Python offers the flexibility to evolve the application accordingly. Strong integration capabilities, such as with their ERP system, enabled ACA to create a seamless, future-proof solution.

The solution: Planit application

In collaboration with ACA Group, Aqtor! developed Planit, a custom planning tool seamlessly integrated with their ERP system. Planit provides real-time insight into each provider's location, enabling easy patient scheduling based on proximity. "The tool is fully integrated with our ERP system and automatically retrieves patient and location data”, says Eva. “This allows us to schedule appointments quickly and easily, significantly improving the experience for both us and the patient."

One of Planit's key advantages is centralizing scheduling in a single system, providing greater insight and control over provider availability. Eva emphasizes: "Previously, most care providers scheduled their patient appointments themselves. With Planit, coordinators at the office can now easily handle scheduling. When a patient calls our office, we can quickly and easily schedule an appointment. Once an appointment is set, the patient automatically receives a confirmation SMS and email."

“Personal contact and proactive thinking make the difference

"The personal contact with ACA was one of the decisive factors for choosing them", Eva shares. "They truly understand our company and offer suggestions that go beyond simply executing our requests. This proactive approach greatly contributed to the project's success."

Throughout the process, ACA maintained close communication with Aqtor! to ensure the project progressed smoothly. "We held weekly meetings to discuss the project's status. This ensured good alignment and clear communication", says Eva. The flexibility and ability to address urgent issues promptly, such as performance concerns in the early stages, were also highly appreciated: "They are always accessible and do their utmost to help us as quickly as possible."

Greater efficiency and better coördination after one year of Planit

After about a year in use, Planit has delivered significant improvements. "Our staff needed time to adjust to the new way of working, as it was a process of change", Eva says. "Still, the feedback has been overwhelmingly positive." While some optimizations are still needed, such as improving synchronization with Outlook, Aqtor! continues to invest in further development of the tool.

The launch of Planit has led to increased efficiency and better coordination between providers and administrative staff. Aqtor! looks forward to future updates, like MVP4, which will bring additional functionalities and improvements.

“High involvement from ACA is a major asset”

Eva concludes: "What sets ACA apart is their personal approach and ability to truly think along with us. They are committed to ensuring the solution works for our business and keep us continuously involved in the process. I would definitely recommend ACA to others because of their strong communication, high level of involvement, and efficient way of working."