Usecase healthcare | Manage contracts faster with low-code and AI

Healthcare organizations often deal with an overwhelming number of care and procurement contracts. With just one location, this might still be manageable. But what if you’re running more than 500 sites? The administrative burden becomes enormous, with endless repetitive tasks. That’s the challenge we helped a large healthcare provider tackle with a low-code web application powered by AI. For this project, we partnered with Tacstone Technology. Here’s how we did it.

The Challenge: manual contract search and comparison

An organization of this scale has to handle a massive contract portfolio. From care agreements to procurement, the amount of data to go through is immense. These contracts were being managed via an unfriendly system.

This meant contract managers had to:

• Download contracts from the system and manually read through them to find relevant terms and conditions.
• Scroll through contracts averaging 50 pages plus appendices.
• Compare and transfer data by hand, a lengthy, error-prone process.
  
  

The situation was further complicated by different funding streams across regions, municipalities, and insurers. This created countless contract variations and non-uniform data. As a result, the old system made searching slow, complex, and time-consuming.

The solution: combining AI with low-code

We designed an online management environment built with Mendix low-code. The goal: make contract administration faster, simpler, and secure. Each user is assigned specific permissions, ensuring staff only see the contracts they’re authorized to access.

For this solution, we joined forces with our healthcare partner Tacstone Technology, experts in Robotic Process Automation (RPA). RPA automates repetitive manual work, perfectly complementing our Mendix low-code solutions.

Retrieval-Augmented Generation (RAG)

To extract information quickly from thousands of procurement contracts, we applied Retrieval-Augmented Generation (RAG). RAG allows AI to pull additional context from a knowledge base while generating responses. In this case, that knowledge base is the full contract database.

How RAG works for such a database:

• Store: All contracts are placed into the database.
• Index: Each contract section gets its own AI label (embedding), making it easy to identify relevant parts.
• Query: When a user asks a question, the system first finds the most relevant contract snippets.
• Generate: The AI then uses those snippets to deliver a clear, tailored answer.

This way, the AI can scan thousands of contracts within seconds and return accurate, up-to-date results. All of this runs on a dedicated cloud environment, keeping the data secure and protected.

Quick access and comparison

With RAG, specific information can be retrieved in seconds. But nobody wants to wrestle with complex AI prompts to get there. That’s why we built a user-friendly low-code web application for contract managers, connected via API to the RAG system.

Contracts can now be uploaded, consulted, compared, managed, or downloaded directly within the application. Each user has role-based access, and the intuitive interface makes searching fast and straightforward.

Personalized Search Functions

We built several smart search features to query the database. Contracts can now be retrieved through:

• Dynamic filters, such as filtering by healthcare location or municipality, similar to webshop filters.
• Keyword searches, e.g. “youth care.”
• Long-form questions, answered with a snippet and summary from the relevant contract, including a link to the source.
  
  

Every user also has a personal page with preconfigured questions and preferences for the AI. No need to retype the same question over and over.

For each contract type, up to 100 standard questions are available. Users select the ones most relevant to their work — essentially creating a personalized FAQ. This makes the process faster and much more user-friendly.

Every query comes with a direct link to the matching contract section, so endless scrolling is a thing of the past.

Comparing Data and Generating Summaries

Contract managers often need to compare multiple agreements. Previously this was a lengthy process, gathering details from each contract and then doing the comparison manually.

Now they can simply select the criteria for comparison and immediately receive a clear, structured table summarizing the differences. Again, with direct links to the underlying contract details.

Managing your contracts with AI and low-code

Together with Tacstone Technology, our solution has delivered significant time savings, eliminated repetitive manual tasks, and reduced friction in the daily work of contract managers.

Our low-code applications can simplify virtually any healthcare administration process. We focus on usability, speed, and convenience. Want to learn more? Get in touch! We’d be happy to explore the possibilities with you.

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