They save up to 50 hours per month with SPICA's solution

About MESI: Supporting 20,000 healthcare professionals with innovative solutions

MESI d.o.o. is an innovative company dedicated to developing solutions that simplify diagnosis and support healthcare professionals in achieving critical goals: early disease detection, accurate patient referral, and effective treatment.

The company’s award-winning innovations are used in general practices, hospitals, and home care settings. They are trusted by over 20,000 healthcare professionals in more than 50 countries, and have earned the company numerous awards and certifications.

From its origins as a start-up nearly 15 years ago, MESI has grown into an international company with over 130 employees. Today, it is majority-owned by the German firm SHS VI Healthcare Investments, while three Slovenians —Tomo Krivc, Matjaž Špan, and Jakob Šušterič, the company’s director—remain co-owners.

"We are focused on the global market and operate subsidiaries across Europe," explains Nina Golob, HR Generalist at MESI. The company has subsidiaries in Germany, France, the UK, and Spain, along with an office in Italy.

About the key product: advanced diagnostics at your fingertips

MESI’s flagship product is their mTABLET medical device, designed to streamline diagnostics and healthcare management. It includes a certified medical tablet, multiple wireless diagnostic modules, various medical apps, and electronic medical records. The company is also advancing clinical recommendations through artificial intelligence. 

"Healthcare professionals can use the device on the go to take measurements in the field. Results can be sent to specialists instantly, which is particularly crucial for patients at risk," explains Nina Golob.

Challenges: a time-consuming system with frequent errors until 2022

"Employee productivity and satisfaction have improved significantly, thanks to the system's ease and speed of use, as well as better overview of their time," says Nina Golob.

The company implemented Spica's All Hours solution in 2022. Previously, time recording was done manually, making the process time-consuming and error-prone. Although the company had already been using an online time and attendance tracking system, it didn't enable report generation, leading to frequent inefficiencies.

As the company grew, these challenges became more pronounced. Processing working time and preparing payroll data took longer, and the lack of a clear absence overview created additional complications. "We didn't have a system to predict and properly record absences," Golob explains. "Approval of requests regarding working time was also mostly verbal, requiring extensive communication and placing extra strain on staff." 

This caused inefficiencies in payroll processing, delayed working time and leave reviews, and hindered effective resource planning. Without accurate presence and absence data, it was challenging to allocate resources effectively and avoid employee overload. In addition, manual records prevented a quick and accurate analysis of working time and absences. 

Golob highlights practical challenges: "We lacked a clear absence overview because the system didn't allow employees to announce their absence and receive an automatic response. Everything had to be corrected manually, slowing down payroll processes. Reviewing working time and leave was tedious, and we couldn’t generate adequate analyses or reports. It was a real challenge."

Solution: Digital transformation of working time management – saving up to 50 hours per month

With the implementation of Spica's All Hours solution in 2022, MESI transitioned to a streamlined, digital system for recording attendance, departures, and absences. This shift has reduced errors, eased administrative workloads, and significantly boosted efficiency. 

Time savings. In 2022, MESI already saved at least 16 hours per month on data processing, even with fewer employees than today. With the current workforce, the time saved has grown to as much as 50 hours per month, according to Nina Golob. 

Reduced errors. Digital recording makes data more transparent and accurate. Errors can be quickly corrected, and working time and presence data is always up-to-date. A reliable overview of employees' attendance, absences and working time is available, preventing the mistakes common with manual recordkeeping. 

Legal compliance. Spica’s solution aligns with Slovenian regulations on time tracking and data protection. “Automated data recording ensures compliance with legal requirements, simplifying our adherence to legislation,” says Golob. 

Administrative efficiency. Integration with payroll systems like Pantheon allows for automatic transfer of working time data. This reduces payroll processing time, minimizes errors, and streamlines administrative tasks.  

Improved organization. Organization and planning have significantly improved. Managers and HR teams now have better insight into staff availability, enabling them to optimize schedules, balance workloads, plan resources, and arrange coverage effectively. "Employee productivity and satisfaction have improved significantly, thanks to the system's ease and speed of use, as well as better overview of their time," says Nina Golob. 

Enhanced communication. Spica's solution enables easy and transparent communication between employees and HR. Staff can track their own working time, plan absences, and correct inaccuracies. The app also allows clocking in and out via mobile phone to support diverse work arrangements, including remote work, production, and field operations.  

Analytical insights. Analysis is simplified. HR and management have access to reports and analyses that enhance productivity and streamline work processes. They have implemented monthly and quarterly reports for investors, helping to identify any company-wide deviations, with historical data proving highly valuable. 

Employee Awareness. Employees log their working hours through a mobile app, regardless of whether they are in the office, at home, or in the field. "They can also see their colleagues’ locations, improving transparency and collaboration," adds Golob.

Key benefits

1. Reduced administrative workloads
2. Simplified analysis and quick report generation
3. Seamless data transfer to accounting software for payroll processing
4. Ease of use 

Other benefits

• Time and attendance tracking benefits
  • Customizable settings and rules for different departments within the company
  • Fast response and support from Spica's support team
  • Clear instructions to help the Spica All Hours administrator manage settings independently and effectively 
• Absence management benefits
  • Improved absence overview (pre-announced absences, such as holidays and sick leave, are clearly displayed, simplifying work planning and coverage arrangements)
  • Quick and easy group absence entry
  • Simple import of leave days for all employees