May 14, 2025
René Herzer
Hospital procurement departments face enormous pressure: reducing costs, ensuring quality, and simultaneously keeping track of thousands of items. Artificial intelligence can provide valuable support here – without complicated IT projects.
How AI Makes Hospital Procurement More Efficient
During my presentation at Med+Logistica in Leipzig, I spoke with hospital procurement professionals about practical AI applications. Here's an overview of the nine most important use cases:
AI Applications in Hospital Procurement: Time Savings and Benefits Overview
Use Case | Description | Benefits for Procurement | Time Savings (per week) |
|---|---|---|---|
Product comparison via additional criteria | Evaluation of products based on durability, delivery time, sustainability | More differentiated, well-founded decisions | approx. 1-2 hrs |
Offer evaluation in free text format | Comparison and extraction from PDF and email offers | Saves time and reduces interpretation gaps | approx. 2-3 hrs |
Demand forecasting for consumables | Needs estimation through simple data analysis | Prevents shortages and excess inventory | approx. 1 hr |
Contract review for risks and deadlines | Automatic recognition of critical clauses | Reduces legal and economic risks | approx. 0.5-1 hr |
Invoice review for discrepancies | Comparison of invoices with offers or delivery lists | Uncovers errors and double billing | approx. 2 hrs |
Suggestions for product alternatives | Recognition of comparable, cost-effective items | Saves costs without quality compromises | approx. 1 hr |
Supplier evaluation through text analysis | Analysis of feedback, notes, or emails | More objective assessment of reliability | approx. 0.5 hr |
Automated decision templates | Structured preparation of decision foundations | Faster, traceable decisions | approx. 1-1.5 hrs |
Article classification | Automatic sorting by product groups | Better overview, more structured procurement | approx. 1 hr |
The Result: More Time for Strategic Tasks
In total, these applications can save a procurement team 10-13 hours per week – equivalent to about 1.5 working days. Time that can be used for more important tasks like supplier development or price negotiations.
The best part: All these applications can be implemented with simple AI tools like our basebox – without complicated IT projects. In many cases, simply copying and pasting texts or data is sufficient.
How to Start? Prioritization is Key
Those who want to start with limited resources should focus on tasks that:
Occur frequently (like offer comparisons)
Are particularly decision-relevant (like contract reviews)
This combination quickly achieves visible impact with minimal implementation effort.
Conclusion: Low-Threshold Entry into AI is Worth It
AI in hospital procurement doesn't have to be complicated. With the right tools and a pragmatic approach, significant time savings and better decisions can be achieved today. The key lies in starting with simple applications and gradually gaining experience.
Note: Although this article focuses on hospital procurement, the presented AI applications can be used across industries in virtually all procurement departments – from manufacturing to retail.
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