Digital Transformation at LHUB-ULB: A Complex and Evolving Business Intelligence Project with INTUITUS

Digital Transformation at LHUB-ULB: A Complex and Evolving Business Intelligence Project with INTUITUS

It was during a round table organised by Telemis on 25 March that Nathan Ubfal, Financial Manager of LHUB-ULB, openly shared his experience of implementing the INTUITUS Business Intelligence tool. His account reveals a complex project, strewn with challenges, and ultimately crowned with success. In a context of hospital complexity, financial reforms, and rapidly evolving needs, this ambitious project aimed to centralise, analyse, and present crucial data to optimise the laboratory's operational and financial performance. “We are sometimes a little self-centred about our problems, our successes, our specific nature. But by working on projects like this, we realise a lot of things,” explains Nathan Ubfal.

LHUB-ULB: A Major Player in Clinical Biology Facing Challenges

LHUB-ULB is a large-scale academic laboratory. Its missions include quality diagnosis, research, applied innovation, and a strong training component, ensuring the majority or a large part of the training.

However, the laboratory faces major challenges. In addition to the complexity of its size and organisation, recent financial reforms have led to significant revenue decreases. “No one ever talks about it, but services have lost 10%. And now, we have just lost another 15%.”

This situation has made operational and financial efficiency an absolute priority. “It is quite complicated to have both clinical and operational excellence. So, we are looking for both at once, which is not obvious. In numbers, we have four activity centres, four hospitals, around fourteen million analyses annually, and approximately two hundred and eighty full-time equivalents (FTEs). So, it's a big machine. Is it truly efficient? That is a big question we asked ourselves.”

The Essential Need for Centralised and Effective Reporting

Before the project with Telemis, LHUB-ULB operated with two distinct reporting systems (based on QlickSense), each managing data from different GLIMS (Laboratory Information Management Systems). Consolidating the data required manual Excel extractions and complex manipulations, creating “very rigid reports” and making activity monitoring and decision-making difficult. “The way BI was organised before Telemis arrived was that, for the two GLIMS, we had an extractor that transformed the data, which then loaded it into a QlickSense tool. And so, we had two QlickSense tools that did not communicate, were quite similar, and each had the other’s data, as there were also connections between the laboratories. Therefore, the only way to achieve something consolidated was to do Excel extractions, then merge them in a third tool. In short, it was frankly complicated. This is one of the reasons why I turned to Telemis.”

The objective of Intuitus and LHUB was to implement a unique GLIMS, link it to the LIS, and enrich the database with other information sources (HR, purchasing, accounting, invoicing, etc.), in order to manage the laboratory's entire activity in a centralised environment. The ambition was great: “And finally, what is an LIS? It is somewhat of an administrative and medical tool that allows a request to be tracked, results to be entered, but in no way does it truly allow one to know what is happening on a chain. So, once we have connected the LIS to a reporting system, we are only at the beginning of a great adventure.”

The Choice of Telemis: Between Expectations and Realities

LHUB-ULB was looking for a very specific partner with certain capabilities. “We wanted something flexible and agile, scalable, within a controlled budget, because it can quickly spiral out of control. It had to be custom-made, we made sure to get some testimonials and recommendations, and we wanted to ensure there was a good mastery of the database.” After meeting around ten potential partners, the choice finally fell on Telemis.

However, initial expectations did not always match reality. While Telemis's hospital expertise was confirmed, it was not, according to Nathan Ubfal, its main added value. “I don't believe that is Telemis's added value. I believe that understanding a laboratory as we understand it, as the core business of this lab, is something else. I do not believe that a BI consultant should claim to know everything about it. What they must be able to do, in my opinion, is adapt. So, we thought, great, we won't have to explain anything to them. In fact, we had to explain quite a few things to them. But is that a problem? Ultimately, it was not.”

Nevertheless, Telemis's strengths largely compensated for these challenges. Budgetary flexibility, good client testimonials, and a responsive and available team were determining factors in the choice. “Thanks to their formula which they call Unlimited […] If we deviate a little from the basic plan, it is not a problem. Just as if we decide to go that way instead of this way. The conversation is focused on the project and our needs. It is not constantly linked to a detailed specification, a deal, priority areas, etc. which I have experienced in the past. In fact, it was very comfortable here.” Adaptability and the willingness to find solutions were particularly appreciated, even when LHUB-ULB's needs evolved quickly. “At the time we signed the contract, we had a fifth partner who decided to pull out overnight, which was very complicated. […] And Telemis responded, was and is extremely present to find solutions to our problems.”

Results and Prospects: Towards Total Adherence

After more than 200 model iterations, the tool now offers a centralised view of the laboratory's activity, with dashboards dedicated to finance, activity, services, invoicing, and Turnaround Time (TAT) analyses. Teams can now manage their activities in real-time, identify problems, and make informed decisions.

However, team adherence remains a major challenge. Nathan Ubfal remains optimistic and continues to promote its use. “It takes a lot of patience because the ambition is truly very great. But we are moving forward little by little and more and more departments are understanding the help the tool provides. The interest is there.”

A Positive Assessment

The project to implement an INTUITUS BI tool has been a success for LHUB-ULB. Although complex and strewn with pitfalls, it has enabled the transformation of data management and provided the teams with the necessary tools to optimise their work and make informed decisions. This fruitful collaboration testifies to the importance of a solid and flexible partnership for carrying out ambitious digital transformation projects in the healthcare sector. Nathan Ubfal sums up this feeling well: “It is both brilliant, and at the same time, you must understand that you have to invest in it and spend a lot of time. But it is worth it!”