Adiral chose Direct-debits for its SEPA Migration

Could you tell us about your company?

Adiral is an association founded in 1983 that provides assistance for treatment within the home. Following their discharge from hospital, our patients are monitored by our specialists: technicians, doctors, nurses, social workers, etc. We report back both to the doctor they saw in hospital and their GP. Our areas of expertise include respiratory problems, drips, enteral nutrition and respiratory drug delivery systems. We treat around 6,000 patients. Our 85 employees are paid a salary, and although we have charity status we function like a commercial company.

What is your position within the company?

I work in IT, in charge of new developments. I configure the Direct-debits and Exabanque parameters, the latter being the first Exalog solution we signed up for ten years ago. I have experience with using this software as I used to be an accountant. Today it is the three-person accounting department that uses the two Exalog solutions. My personal development within Adiral today enables me to deal with technical (parameters, IT) and professional (accounting) issues.

Why did you choose Exalog’s software?

It was on the advice of our bank that we installed a version of Exabanque a number of years ago. At that time, the solution met our requirements fully. We used it to carry out direct debits and transfers and check our account statements. At the beginning of the 2000s, when Exalog decided to adopt SaaS mode (Software as a Service), we moved from the installed version of Exabanque to its internet-based version without experiencing any issues. With the implementation of SEPA, we needed a solution that enabled us to manage mandates. Exalog suggested that we try its Direct-debits software.

Could you tell us more about your move from the installed Exabanque software to the internet version (SaaS)?

Migrating our information was very easy. The Exalog teams carried out the data importation into Exabanque web. They also configured the software’s parameters. In terms of both installation and use, we felt it was a very smooth process as migration proved flexible.

How did you hear about the move to the SEPA format?

After I personally attended a presentation given by our bank on the subject at the beginning of 2013, we started to take an interest. We quickly became aware that mandate management would prove problematic, and that we needed an adapted solution. We therefore decided to make the move to SEPA as quickly as possible.

Why did you decide to implement file conversion?

Firstly, we adopted Direct-debits for managing payment schedules. Then we quickly started to use the file conversion module as the tool we had been using was not compatible with SEPA. This enabled us to both avoid contacting every customer to request their IBAN codes and to comply with the standard. Today, new patients are saved in the software directly. We no longer use the conversion module. For Exabanque, however, we do continue to use the conversion tool for around 400 patients to whom we transfer a sum to cover the electricity consumption of their machines. The software that processes these sums has not changed, so we have to first convert customer data to make payments. In a year’s time we envisage changing this obsolete tool so we will no longer need to carry out conversions.

How did implementation go?

Moving over to SEPA was not as easy as previous operations. The information supplied by our bank was confusing, and above all, the assistance provided by Exalog lacked clarity. Exalog has proved responsive, however, and has since provided adapted support that enabled me to get the tool up and running well. More recently, several updates to Direct-debits have solved some issues and improved the software. Overall, installation ran smoothly.

How would you sum up your SEPA migration?

At the beginning it was rather laborious, but everything came together at the end of 2013 when a new Exalog contact explained everything simply and clearly. At the beginning of 2014 we migrated all our patients to SEPA firstly for direct debits, then for transfers. Everything went very well.

What conclusions can your draw from your experience of using Direct-debits?

I found the conversion tool particularly useful when we needed it. We have just created the models for importing patient details and then converting them. Now when we want to process our due dates and implement our direct debits, all we need to do is update the amounts and patient IDs saved in the database. Overall, I have to say that I like Direct-debits and find it a practical and intuitive tool.

Do you think the software could be improved?

Yes I do. I have submitted a request that a function be developed to set variable amounts at zero when they are imported into Direct-debits. I currently do this manually. Exalog have informed me that this development will be available at the beginning of 2015.