AD Sverige partners with UAIN to automate order management
See how AD Sverige AB enhances order processing with order management automation in partnership with UAIN. Read the case study to learn more.
From order to doorstep: How a Dutch pharmacy platform automated 30,000 orders a month end-to-end
Industry: Healthcare & Pharmaceuticals
Department: Pharmacy Operations
Region: EMEA (Netherlands)
Platform: UiPath
The challenge: when every order is a compliance marathon
A leading healthcare platform in the Netherlands processes thousands of medication orders every month. Each order kicks off a multi-step journey – from intake and patient verification through national system registration, mandatory compliance checks, and fulfilment. Every stage has to be completed accurately, in sequence, and within time. There is no margin for error.
What made this hard wasn’t just volume. It was the complexity. A single order would touch at least five different systems – Shopify or Typeform for intake, AirTable for order management, the SmartMed system for prescription registration, the LSP network for health data validation, and the warehouse for fulfilment. And until automation, a person had to be the connective tissue between all of them.
On top of that, some orders arrived with incomplete information. Each one required someone to identify the gap, contact the customer, collect the missing details, and then re-enter the process from scratch – all while the rest of the queue kept growing.
As the business grew, so did the volume. With the volume of orders increasing steadily, the organization faced a fundamental operational challenge: how to scale without scaling the headcount or compromising accuracy.
Key pressure points
- High manual effort on low-value work: Pharmacy staff spent most of their time on administrative tasks mandated by regulation, rather than engaging with partners and patients.
- Compliance work that couldn’t be skipped: National regulations required patient lookup, LSP validation, and prescription entry for every order. The steps were mandatory and time-consuming, regardless of volume.
- Risk of human error: Manual data entry across multiple systems increased the risk of mistakes, rework, and compliance exposure.
- Limited scalability: Prescription volumes spiked before and after weekends, creating backlogs that led to delays in patient treatment – and could only be resolved by overtime or additional staffing.
The solution: end-to-end order processing automation
UAIN Solutions designed and deployed a fully connected automation spanning the entire order lifecycle – from the moment a customer submits an order to the moment it lands at their door. The solution was fully integrated into the organisation’s existing technology stack.
The result is a workflow where the vast majority of orders move straight through – automatically, without anyone touching them. People step in only where judgment is genuinely needed.
How the automation handles each stage
The flow breaks into three connected phases:
1. Order intake & routing:
Every order submitted via Shopify or Typeform is automatically picked up by UiPath, logged into AirTable, and routed to the pharmacy team for review. Nothing falls through the cracks; every order has a record from the first second.
2. Pharmacy review & exception handling:
The pharmacy team reviews orders in AirTable. If an order is complete, they confirm it – triggering the automation handoff to UiPath. If something is missing (unclear prescription, incomplete patient details), the case is assigned as a task directly to a pharmacist, who contacts the customer, collects the information, and requeues the order. No order gets lost; exceptions are tracked and resolved.
3. Automated compliance assurance:
Once a confirmed order arrives from the pharmacy team, the UiPath bot takes over and works through a defined, compliance-grade sequence:
- It locates or creates the patient record in SmartMed, validates authorised access via the national LSP network, and enters the full prescription – all within a few minutes.
- It applies built-in business logic throughout to ensure every mandatory check and regulatory requirement is met automatically.
- It keeps the pharmacy team informed by updating the order status in AirTable in real time.
Exceptions – cases requiring additional patient information or special approvals – are automatically flagged and routed to a human reviewer. Everything else runs straight through, without intervention.
The system runs 24/7. Weekend spikes, off-hours orders, high-volume periods – all absorbed automatically. No backlogs. No overtime.
The results
The impact was immediate and measurable across every part of order processing:
80% reduction in processing time
- Faster order confirmation means faster medication delivery to patients.
- Time savings at this scale translate directly into capacity gains – enabling the organisation to grow without increasing headcount or cost.
90% straight-through rate
- Only up to 10% of cases require human review or additional patient information.
- 30,000 prescriptions processed per month – the vast majority handled without any manual intervention.
- Consistent, rapid processing maintained around the clock, including nights, weekends, and public holidays.
Error reduction & compliance assurance
- Standardised, rule-based procedures replaced error-prone manual entry, ensuring consistent and lawful processing of sensitive patient data.
- Every processing step is automatically logged, creating a full and auditable data trail with no additional documentation effort.
- The controlled, traceable process significantly reduces the risk of regulatory issues – supporting data protection and accountability requirements by design (like GDPR, etc.).
Structured exception handling
- Orders with missing information are no longer ad-hoc interruptions – they’re assigned tasks with clear ownership.
- Every exception is tracked, resolved, and requeued through the same automated pipeline.
24/7 operations
- Continuous processing replaced a 9/5 working model.
- Weekend and off-hours volumes are handled automatically – eliminating the backlogs that previously triggered overtime.
Workforce impact
- Pharmacy staff are no longer tied to manual, repetitive data entry across multiple systems.
- Teams can focus on higher-value, patient-facing activities that make better use of their clinical expertise.
From operational burden to growth enabler
What used to require constant manual effort is now a connected, automated pipeline that runs itself across all required systems. The organisation processes 30,000 orders a month – end to end, from customer submission to warehouse dispatch – faster, more accurately, and with a fraction of the manual overhead.
More importantly, it scales. Growth no longer means more staff. Peaks no longer mean overtime. And compliance is no longer a bottleneck – it’s built into every step.
Ready to transform your business operations?
Get in touch with UAIN Solutions to explore how end-to-end automation can transform your highest-friction processes.
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