Usecase | Automating client onboarding with Low-Code and Nedap Ons

Healthcare organizations in the Netherlands face two persistent challenges: staff shortages and heavy administrative workloads. The result? Care professionals under increasing time pressure and clients waiting longer for the help they need. One process that takes up a lot of valuable time is client intake and onboarding.

Many care providers already use an Electronic Client Record (ECR) such as Nedap Ons. While this is excellent for securely storing client information, staff often still rely on Excel files and countless email exchanges to manage waiting lists and client flows. Clearly, there’s room for improvement.

Automated waiting list management

Nedap Ons is widely adopted as the backbone for client administration. However, when it comes to handling onboarding and client flow quickly, flexibly, and intuitively—especially if your process doesn’t fully match the “standard” workflow—the system has its limits.

That’s where low-code comes in. By adding a flexible application layer on top of Nedap Ons, you can keep your trusted core system while tailoring workflows to your organization’s needs. No need to rip out your IT landscape—just extend it intelligently.

The challenge: Nedap Ons, Excel Sheets, and endless emails

In this project, we supported a care provider with 18 locations and over 800 employees. Alongside Nedap Ons, the organization relied heavily on Excel files to track occupancy, client movements, and waiting lists. Two different departments were responsible for these processes—each with its own way of working.

The downsides were clear:

• endless email traffic,
• hours of manual data entry,
• fragmented and outdated information,
• a high risk of errors,
• last-minute phone calls when data turned out to be unreliable.

Our mission: streamline the data, ensure accuracy, and make information instantly accessible.

Low-Code as a smart extension of Nedap Ons

We developed a Mendix low-code application that integrates seamlessly with Nedap Ons. The app doesn’t interfere with the core system but adds the missing logic and automation. Data is shared securely, and updates trigger immediate actions, such as adjusting waiting lists or notifying staff about open capacity.

Nedap Ons remains the system of record, while the app provides smarter workflows. Staff no longer need to juggle spreadsheets or email threads—they work within one streamlined process with all relevant data at hand.

Empty bed alerts

One of the biggest time-savers is the automatic notification system: whenever a bed becomes available, the app alerts the right team. They can see the exact location, reserve the spot, and initiate the placement process without endless back-and-forth.

Communication has also been automated. The app generates emails for clients or their contacts, prefilled with the right details from Nedap Ons. Standard documents like care agreements, key forms, or intake reports are created automatically. No retyping, no copy-pasting—just review and send. Clients can even sign digitally, with documents syncing back into Nedap Ons instantly.

Client access and transparency

The application also improves the client experience. Clients (or their families) can log into a secure portal to:

• update basic details such as contact information,
• view relevant documents like care agreements or brochures,
• digitally sign forms that are stored directly in the ECR.

Access is managed through strict user roles and two-factor authentication, ensuring both usability and security.

Tangible results

Since introducing this low-code solution, the care provider has seen significant improvements:

• staff spend far less time on manual admin,
• Excel sheets and email chains are gone,
• teams across locations work in sync with better coordination,
• clients and families receive faster updates,
• digital signing has proven to be a major win for efficiency and compliance.

Low-Code as the missing piece for ECR Systems

If your care organization struggles with time-consuming documentation or rigid processes, low-code might be the answer. It doesn’t replace your ECR—it enhances it by digitizing the workflows that currently cost you the most time.

The result: more focus on care, reduced administrative burden, and greater control for both staff and clients.

Curious to see how this could work for your organization? Get in touch with Blue Green Solutions—we’d be happy to explore the possibilities with you.

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