Automating medical center operations with Power Platform and Plumsail Documents by WinOn365

In this business case shared by WinOn365, discover how they successfully implemented Microsoft Power Platform and Plumsail Documents to digitalize their client's internal processes.

Further in the article:

• About WinOn365
• Challenge: Manual cost tracking in Excel causing errors and delays
• Solution: Power Platform and Plumsail Documents integration
• Conclusion: A scalable, error-free workflow
• Get started with Plumsail Documents

About WinOn365

WinOn365 is a Microsoft Power Platform consulting company based in Switzerland. We help organizations streamline their operations and boost efficiency through automation, particularly focusing on workflows and document generation using template-driven tools like Plumsail Documents.

This case study highlights how we supported a Swiss Treatment Center in digitalizing their internal administrative workflows. The center provides a variety of treatments, medical consultations, therapies, and special services, with costs tracked individually for each client.

Challenge: Manual cost tracking in Excel causing errors and delays

Before we implemented our solution with Plumsail Documents and Power Platform, the Treatment Center tracked costs in shared Excel sheets—one for each client. This setup led to frequent conflicts between users from different departments and, in some cases, even resulted in data loss.

Invoicing was a manual, painstakingly slow process. Staff had to:

• Copy-paste data from Excel into a Word template
• Edit each field by hand
• Manually calculate total costs for every period
• Export the invoice as a PDF
• Save it to the client’s SharePoint library

Solution: Power Platform and Plumsail Documents integration

We started the digitalization process by establishing a data structure so that each customer has a unique profile and cost-tracking system. To achieve this, we developed a Power Platform application using Power Apps, Power Automate, SharePoint, Microsoft Teams, and Outlook.

This infrastructure enabled a fully digital cost management ecosystem where:

• Treatment professionals could submit expenses through intuitive interfaces
• Approvers could review and authorize costs through automated workflows
• Each client maintained a complete, auditable record of all treatments and associated costs

While this solution digitized the core processes, document creation remained a manual bottleneck. Having successfully implemented Plumsail Documents in numerous client projects with consistently positive results, we recognized it as the natural choice for this implementation.

First, we designed a Power Apps wizard to generate cost summaries:

The "Generate summary" button triggers a Power Automate flow (wfGeneratesummary), which creates a summary document based on criteria like client details, treatment specifics, date ranges, and optional items or deposits. The flow also handles user feedback, showing success/error messages and providing a direct link to the generated document.

Here’s a snapshot of the formula used in the button:

We created a Power Automate cloud flow that populates the template using the Create document from DOCX template action. Input data is passed as JSON, assembled from Dataverse queries (with FetchXML filters), aggregations (like sums), and additional filtering.

The List Rows from Dataverse action uses FetchXML queries with various filters, which are dynamically prepared in previous steps, to retrieve the specific data required for generating the document.

Here’s the output document:

Invoices are generated instantly based on criteria like treatment dates/periods, departments involved, and cost types. The PDF invoices are quickly available for printing, saving in client's document libraries, and emailing. This streamlined process ensures accountability and efficiency from cost generation to invoicing.

Plumsail's integration with the Power Platform proved particularly valuable, delivering substantial operational benefits with minimal implementation time. The solution's only fundamental requirement - a properly structured underlying data model - aligned perfectly with our existing architecture, making it an ideal technical fit for our document automation needs.

Plumsail's integration with the Power Platform proved particularly valuable, delivering substantial operational benefits with minimal implementation time.

What we liked the most about Plumsail Documents:

• Dataverse data integration with FetchXML queries allows easy population of template files.
• User experiences can be easily customized via Canvas Apps and Cloud Flows.
• Extensive template expressions for case-specific content customization (show/hide values depending on attributes, create sums based on attributes).
• If you get stuck or cannot cover the requirements, the Plumsail support team offers prompt feedback for any of your questions, providing solutions or alternative ways to approach the requirements.

Conclusion: A scalable, error-free workflow

Digitalizing the Treatment Center’s invoicing process with Power Platform and Plumsail has been a success story of efficiency and accuracy. By implementing structured data handling and automation, we eliminated manual Excel tracking and repetitive copy-paste work—solving immediate pain points while building a scalable foundation for the future.

Key improvements:

• No more Excel chaos
• No more repetitive manual work
• A future-ready system that adapts as the center grows

With a scalable system in place, new document templates or department integrations can be added with minimal effort—no system overhauls required.

The Treatment Center can now reliably bill for its services with confidence that every invoice is complete and correct, all while freeing up staff to concentrate on what matters most – providing excellent care to their clients.

Get started with Plumsail Documents

Inspired by this case study? Try all the features of Plumsail Documents with a 30-day free trial. If you have any questions, feel free to book a free call with our team.

Looking for an end-to-end solution? Feel free to contact WinOn365.