Arsanté accelerates its digitalization with Qim info and Microsoft 365

A committed player in the healthcare sector in French-speaking Switzerland, Arsanté federates several multidisciplinary medical centers focused on local, participative and sustainable medicine. Faced with its growth and the diversity of its professions, the company is seeking to simplify coordination between departments and offer a consistent experience for every employee.

To realize this ambition, Arsanté has teamed up with Qim info, a specialist in Microsoft solutions. Together, they designed a collaborative platform integrated with Microsoft 365, where SharePoint centralizes information and task templates, Power Platform orchestrates the sequence of automated actions via Power Automate, and Planner ensures operational follow-up in the field.

This approach allows Arsanté to:

• Automate the management of employee arrivals and departures.
• Centralize information in a single, structured space.
• Improve visibility, efficiency and consistency between departments.

A concrete initiative that illustrates Arsanté’s determination to modernize its internal practices and optimize its organization in the service of patients.

Arsanté, a healthcare player committed to digital transformation

Present in French-speaking Switzerland, Arsanté brings together a number of locally-based, multidisciplinary medical centers, with a clear mission: to provide better care, at lower cost, while respecting patients and the environment. Its model is based on inter-professional collaboration, simplicity of care and an organization that is as close as possible to the needs of teams and patients.

The company relies on an extensive network of practitioners, medical assistants and administrative staff. This structure requires rigorous coordination between a number of functions, including human resources, IT, marketing, purchasing and logistics.

” The key for us is to guarantee a seamless experience from a new employee’s first day on the job,” emphasizes Clément. ” Each arrival mobilizes several teams, and everything has to be ready at the right time. “

At Arsanté, digital transformation is part of our very purpose: to simplify exchanges, strengthen collaboration and improve service quality.

Optimized interdepartmental coordination thanks to an automated process

As the Group has grown, managing employee arrivals and departures has become a cross-functional process involving numerous departments.

Without a centralized system, tracking actions becomes complex and exposes the company to various delays: workstations not ready, delayed access activations or delays in internal communication.

The company then embarked on a structured digitalization process designed to enhance the coherence and visibility of its operations, while retaining the flexibility required by the diversity of its sites and businesses.

” We needed a tool that could synchronize all the departments involved and provide a clear view of the progress of actions,” explains Clément.

SharePoint and Microsoft Planner integration for seamless employee management

Arsanté has collaborated with Qim info, a recognized partner in the implementation of Microsoft solutions, to design a simple, reliable and scalable tool.

Qim info’s teams have developed a tailor-made solution based on SharePoint and Microsoft Planner, fully integrated with the Microsoft 365 ecosystem. This combination now orchestrates all tasks linked to employee arrivals and departures, in a fluid, centralized process driven by Power Platform.

In concrete terms:

1. In a SharePoint list, Human Resources enters information about an incoming or outgoing employee: name, position, type of contract, dates, duration, assignment site, etc.
2. An automated workflow, controlled by Power Automate, is triggered by this input, generating a personalized checklist according to the employee’s profile (doctor, employee, self-employed).
3. Microsoft Planner then creates the corresponding tasks and assigns them to the relevant departments, e.g. HR, IT, marketing, logistics, purchasing, but also medical and administrative support.
4. Each team has its own actions to carry out, with precise deadlines, automatic notifications and real-time monitoring.

The tasks assigned vary from department to department. For example:

• HR drafts employment contracts and takes care of the entire administrative file.

• The IT team creates access to business software, configures VPN connections, adds users to mailing lists and manages hardware orders (computers, telephones).

• The Marketing and Purchasing Departments manage the communication linked to new arrivals, with the creation of the profile in the internal middleware, the production of the photo portrait, the distribution of internal and external announcements, and the ordering of business cards. They also oversee the supply of gowns, access badges, furniture, notebooks and supplies needed to welcome new employees.

Prior to this, each department worked with its own methods and tools, which increased the risk of oversights or duplications. Now, the process is automated and centralized: everyone knows what needs to be done, when and for which employee.

” It makes you wonder how we did it before,” smiles Clément. The strength of the project,” he continues, “lies in its reliance on proven, high-performance tools from the Microsoft ecosystem. This approach guarantees a reliable, scalable solution that is perfectly integrated into our environment. . “

Find out how Qim info strengthened the security of a collaborative environment for a public sector player in Switzerland in this article.

Collaborative solution to transform teams’ day-to-day work

From the very first weeks of use, the benefits are obvious:

• Internal exchanges are simplified, with each department now able to find all its information in a single space.

• Coordination improves, as tasks are automatically assigned to the right people.

• Teams save time, freeing them from manual data entry and multiple reminders procedures.

• Tracking becomes instantaneous, with complete traceability of every action in SharePoint.

” Today, when a doctor joins a center, everything is ready on D-day ,” explains Clément. ” The equipment has been ordered, accesses created and internal communications set up. Above all, everyone knows exactly what they have to do. . “

The project represents a major evolution for Arsanté, consolidating its approach to innovation and modernization in the service of its teams. By integrating the Microsoft 365 ecosystem, Arsanté is facilitating the adoption of new collaborative uses and anchoring digital transformation at the heart of its organizational model.

” It’s also a way of getting teams to discover the Microsoft environment,” emphasizes Clément. ” As they use it on a daily basis for their tasks, they naturally explore the other functionalities, such as messaging, chat or shared spaces. “

Today, the onboarding and offboarding process is:

• 100% digital, with no paper documents or manual follow-up.
• Structured and transparent, with a complete history of milestones and tasks.
• Collaborative, thanks to a common environment for all departments.
• Scalable, as checklist configuration can be adjusted at any time.
• Flexible and accessible, each user can consult and manage their tasks from Microsoft Planner, Teams, a web or mobile browser, depending on their habits.

” This project gives us real peace of mind,” concludes Clément. ” You always know where you stand, who’s doing what and when. “

For David, Senior Consultant Modern Workplace & Workstation at Qim info, it is this centralized tracking of tasks that is the real added value of the solution: ” Everything is there, at the right time, without having to remember anything. No more post-its, no more forgetting . “

Process digitization: tailor-made support from Qim info

The project’s success is based on close collaboration between Arsanté and Qim info. From the outset, the teams have been working in a co-construction mode, with regular exchanges, strong business involvement and shared decision-making.

” The collaboration with Qim info is very natural,” emphasizes Clément. We keep the same contacts from start to finish of the project, which ensures continuity and quality of exchanges. The proximity between our teams facilitates dialogue and speeds up decision-making. . “

This collaborative dynamic is also praised by David at Qim info: ” Clément and the business contacts were fully committed. They took the tool in hand, shared concrete feedback, and were available and attentive at every stage. This involvement of all the business units enabled the project to progress smoothly and iteratively. “

Qim info relies on proven solutions from the Microsoft ecosystem to build tailor-made tools designed to meet specific business needs. Each configuration is designed to combine ease of use, operational efficiency and scalability. The result is a reliable, intuitive and durable solution, perfectly integrated into the Arsanté environment.

Replicable Microsoft 365 solution for all business sectors

Although developed for a healthcare company, this solution is based on standard Microsoft 365 components (SharePoint, Power Platform, Planner). It can therefore be deployed in many other contexts, such as industry, services or administration, as long as the Microsoft environment is in place.

Regardless of sector or company size, this approach enables business processes to be rapidly digitized, without depending on a medical or IT context. Modular, scalable and non-intrusive, it illustrates Qim info’s expertise in creating usage-centric solutions, adapted to a wide variety of organizations.

To find out more, read our article on Power Platform governance and how Qim info has designed an adapted, secure and scalable approach.

Would you like to digitize your business processes with Microsoft 365? Contact our experts for customized support.

Project sheet: Arsanté x Qim info

Sector of activity	Health – Network of multidisciplinary medical centers
Location	French-speaking Switzerland
Main issue	Digitizing and automating the management of employee arrivals and departures to ensure better inter-departmental coordination and a consistent employee experience
Solution	Development of a collaborative platform based on SharePoint and integrated into the Microsoft 365 ecosystem
Technologies	SharePoint, Microsoft Planner
Key benefits	Automate processes, centralize information, increase visibility of action progress, save time and enhance traceability
Project duration	A few weeks between the design phase and operational deployment
Qim info support	Consulting, design, development, integration and skills transfer for Arsanté teams