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
01 · 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
02 · Assessment1–2 weeks

Workflow Assessment

A structured deep-dive into how your hospital actually operates, done 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.
03 · 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).
04 · 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.
05 · 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.
06 · 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.
07 · 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.
08 · 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.