How We Work

From first call to fully live — in weeks, not years.

A clear, structured process. No hidden steps, no scope surprises. Here's exactly how we go from a 30-minute call to a fully operational hospital management platform.

DiscoveryAssessmentProposalSetupMigrationTrainingGo LivePartnership
Discovery30 min · Free

30-Minute Discovery Call

The first conversation is simple: we listen. Tell us how your hospital runs today — the systems you use, the workarounds you live with, the departments that feel the most pain. No demo, no pitch deck. Just a direct conversation to see if Otrum is the right fit.

  • Understand your current systems and manual processes
  • Identify your highest-priority operational pain points
  • Walk through Otrum's core capabilities at a high level
  • Confirm which of our modules are most relevant to your hospital
  • Agree on whether to move to a formal assessment
Assessment1–2 weeks

Workflow Assessment

A structured deep-dive into how your hospital actually operates — done on-site or remotely. We work through each department with your clinical and administrative leads to map current workflows, identify integration requirements, and understand the data migration scope.

  • Department-by-department workflow mapping sessions
  • Current data audit: spreadsheets, paper records, legacy software
  • Staff and department structure review
  • Infrastructure assessment (connectivity, devices, existing hardware)
  • Identification of integration points with external labs, insurers, or government systems
Deliverable: Workflow Assessment Report — a full picture of your hospital's current state and recommended Otrum configuration.
Proposal3–5 days

Custom Proposal & Module Selection

Based on the assessment, we put together a tailored proposal — not a one-size-fits-all package. You choose exactly which Otrum modules you need. Pricing is based on your bed count and the modules you select, with transparent per-bed monthly pricing and no hidden fees.

  • Recommended module selection based on your workflows
  • Per-bed, per-month pricing with no setup fees
  • Phased rollout option — start with core modules, expand over time
  • Implementation timeline with clear milestones
  • SLA terms: uptime guarantees, support response times, escalation paths
Deliverable: Signed agreement, module selection confirmed, datacenter region agreed (local to your country).
Setup1 week

Infrastructure & Configuration

Once the agreement is signed, we provision your dedicated cloud environment in the regional datacenter confirmed for your country. Your hospital's instance is completely isolated — no shared databases, no co-mingling of patient data. We configure the platform to your departments, user roles, and clinical workflows.

  • Dedicated cloud environment provisioned in your country's datacenter
  • Hospital-specific configuration: wards, departments, bed types, user roles
  • Formulary and drug database seeded for your country
  • Insurance and NHIS payer list configured
  • Admin accounts created, two-factor authentication enforced
Deliverable: Staging environment ready for data migration and user acceptance testing.
Migration2–4 weeks

Data Migration

Your historical data — whether it's in Excel, Google Sheets, paper, or a legacy system — comes with you. Our AI-assisted migration tool ingests, cleans, and maps your existing records into Otrum's structure. Your clinical team validates the output before go-live.

  • AI-assisted import of spreadsheet and legacy system data
  • Patient demographic and historical record migration
  • Drug inventory, supplier, and formulary data import
  • Staff records, credentialing data, and scheduling templates
  • Clinical validation round with department heads before go-live
Deliverable: Validated dataset in your live environment, signed off by your clinical and admin leads.
Training1–2 weeks

Training & Admin Handoff

We train department by department — starting with the super-users and admin team who will manage the system, then rolling out to clinical staff. Training is done in your local language where possible, with printed quick-reference guides left with each department.

  • Super-user training: IT lead and hospital administrator
  • Department-by-department staff training sessions
  • Role-specific training (clinicians, pharmacists, billing, lab)
  • Training materials in local language where available
  • Go/No-go readiness assessment before launch date is confirmed
Deliverable: Trained super-user team ready to support day-to-day operations independently.
Go LiveDay 1 + 30-day support window

Supervised Launch

Launch day is not the end of our involvement — it's the beginning. An Otrum implementation specialist is available on-call for the first 30 days. Daily check-ins for the first two weeks, weekly after that. We don't leave until you're confident.

  • On-site or remote Otrum specialist on launch day
  • Daily check-ins for the first two weeks post-launch
  • Priority support queue for any issues in the first 30 days
  • Real-time monitoring of system performance and usage
  • Weekly report on adoption metrics per department
Deliverable: Fully operational Otrum environment with confirmed adoption across all trained departments.
PartnershipContinuous

Ongoing Support & Growth

You get a dedicated customer success manager, not a ticket queue. Quarterly business reviews to assess system utilisation and identify new modules that could help. Every product update is included in your subscription — no upgrade fees, no surprise costs.

  • Dedicated customer success manager
  • 24/7 technical support with defined SLA response times
  • Quarterly business reviews with utilisation and ROI reporting
  • All product updates and new features included
  • Pathway to add new modules as your hospital grows

Ready to start the process?

Step one is a 30-minute conversation. No commitment, no sales pitch — just an honest conversation about whether Otrum is right for your hospital.

Book Your Discovery Call →