Own product · documents in healthcare
Hospital document management software: how to choose it and what decides the cost
In shortWeDevelop is a Romanian software company that develops its own document management system for hospitals, clinics and medical networks, covering the registry, electronic archive, approvals, e-signature and retention. It suits institutions in Romania where documents cross many departments and a paper register or a patient-record system no longer shows where a document is or who handled it.
At a glance
- Provider
- WeDevelop, a software company from Romania
- Clients
- Romania, the EU, the UK and North America
- Languages
- English and Romanian
- Invoicing
- EUR, GBP or RON
- Pricing
- Quoted after scoping, from your brief
- Contact
- office@wedevelop.ro
01Is this for you
When a hospital needs a document system of its own
A hospital rarely has one document problem. It has one in the registry, another in procurement and a third in the archive room. These are the common starting points.
- The registry is still a paper book, or every department numbers documents in its own way.
- Finding an older file for an inspection means a trip to the archive and a good memory.
- Referrals, contracts and purchase requests circulate by hand, and nobody can say whose desk they are on.
- Retention and disposal are tracked in a spreadsheet or left until the shelves are full.
- Documents created in the hospital information system, the ERP and email never reach one searchable place.
02What you decide
The choices an institution makes before rollout
The product page explains each module. These are the decisions your management, IT and registry staff will have to take together.
Where to begin
Most hospitals start with the registry and the archive, because everything else depends on documents being registered and findable.
Cloud or your own servers
The system runs in our EU cloud or on-premise in your data centre. The choice can be changed later if your policy changes.
The paper backlog
Which series are scanned, in what order and with what metadata, either in-house or through a scanning partner, under a documented procedure.
Which flows go digital
Referrals, contracts, purchase requests, protocols and committee decisions do not have to move at once. You choose the sequence.
What it connects to
The hospital information system, ERP, HR and email. Each link is scoped against what the other system actually exposes.
Who gets trained, and when
Training is delivered per role, followed by test scenarios run by your own people and a signed acceptance before go-live.
03Which option
A dedicated system, your HIS or a general document platform
Check first what you already own. An extra system is only justified if it covers ground the others do not.
| Option | Fits when | Trade-off |
|---|---|---|
| Dedicated system, configured by us | Documents move between the registry, wards, procurement, HR and legal, and you want one registry, archive and audit trail for all of them. | One more system and supplier to manage. Its value depends on a sound HIS link and on staff registering everything in it. |
| Document functions in your HIS | Your need is mostly the patient file, and administrative flows are few or handled elsewhere. | Check how far it reaches into the registry, procurement and retention across departments before relying on it. |
| General-purpose document platform | A group IT team already runs one and can administer it across different kinds of organisation. | Registers, Romanian retention rules and hospital flows have to be configured on top, often through a partner. |
| Paper register and shared folders | A very small practice with low volume and few people touching each document. | No reliable audit trail and no retention control, and search depends on whoever filed the document. |
If your HIS supplier already covers the registry, archive and approvals in a way your staff accept, you may not need us for this. A small clinic that only wants a searchable archive should also start small rather than buy flows it will not use.
04Cost
What moves the price of a hospital document system
We do not publish prices, and the offer follows the configuration you select. In a hospital, these are the items that make one offer differ from another.
| Factor | Why it matters |
|---|---|
| Modules | A registry and archive are a smaller scope than full approval flows, e-signature, retention and templates. |
| Users and institutions | A clinic, a hospital and a network of institutions with central reporting need different environments. |
| Document volume | The number of documents per year affects storage, scanning queues and search. |
| Integrations | Each connection to the HIS, ERP or HR system needs a data agreement and testing, and depends on what those systems allow. |
| Paper backlog | The number of shelves to digitise and the metadata you want captured can outweigh the software work. |
| Hosting | EU cloud and on-premise differ in who runs backups and monitoring day to day. |
Your written offer arrives within two working days of selecting the parts in the form. Implementation, migration and training are then fixed in price once discovery has shown what they involve.
05How to start
From the first request to a plan your management can approve
Describe how documents move
Use the form on the product page, or write a few lines about the registry, departments and systems involved.
Written offer
An implementation engineer reads the request and answers with an offer based on the parts you selected.
Discovery with your staff
We map flows, registers and volumes together with the registry, wards and administration, not only with IT.
Scope and fixed implementation price
Modules, customisations, integrations, digitisation plan and timeline, in a form management can review.
06For an accurate offer
What to include in your request
Rough figures are enough at this stage, and the registry usually has most of them to hand.
- The number of registers and departments, and roughly how many documents you register each month.
- The names of your hospital information system, ERP and HR software.
- An estimate of the paper archive, and which series you would want digitised first.
- Whether the system must run on your own servers, and who decides that.
- Whether you buy through a public procurement procedure, and any deadline attached to it.
07Questions
What hospital managers and IT teams ask
How much does document management software cost for a hospital?
It is quoted from the modules, users, document volume, integrations and hosting you select, because there is no price list. A clinic configuration and a hospital network are far apart, so select the parts in the form and you have a written offer within two working days.
How long does implementation take in a hospital?
Count on two to four months for a hospital with approval flows, signatures and integrations, and four to six weeks for a clinic with a registry and archive. The size of the paper backlog is usually what stretches the plan, which is why it gets its own stage.
Will it work with our hospital information system?
Connecting to the HIS is part of the product, through connectors and a REST API, but how deep the link goes depends on what your HIS exposes. Name your system in the request and we will confirm the real options during discovery rather than promising them in advance.
Do we have to scan our whole paper archive?
No, you decide which series are digitised and in what order, and you can begin with current files. Paper that has to be kept stays on the shelf, and the system records its physical location so it can still be found.
Is the system certified for hospitals?
We do not claim a hospital-specific product certification. What is certified is WeDevelop's management system, including ISO 27001, covering software development, integration and the infrastructure we operate. For the product itself we provide the documentation your DPO and accreditation body ask for.
Can electronic signatures replace paper signatures on our documents?
Qualified electronic signatures have the legal value of a handwritten signature under eIDAS, and the system integrates them from Romanian trust service providers. Which document types go fully paperless is a decision for your legal office, and the flows are configured to follow it.
Can we see the system working in another institution?
Ask for a demonstration in your first message, and we will tell you what can be shown and for which modules. The projects in our public portfolio are websites and online shops for healthcare clients, not installations of this system.
Request a quote
Describe what you need. The enquiry goes to our team, and we reply by email with the next step.