Paidion Legein: from therapy session to receipt in one system

A therapy centre for children is a busy timetable with a lot of paperwork behind it. In 2025, Paidion Legein's 60 therapists held 20,270 sessions with 476 children.

For every month of therapy funded by EOPYY, the centre issues a receipt and fills in the insurer's certificate. The certificate lists each therapy, each date it took place, the therapist's licence details and stamp, and the centre's stamp. Parents send both to EOPYY to be reimbursed. A missing date or a wrong stamp means a rejected claim, and a call from an upset parent.

The centre also trades through two companies, each with its own receipt numbering and its own key with AADE, the Greek tax authority. Done by hand, every step was copied from the one before: the timetable into the receipt, the receipt into the certificate, the certificate onto the tax authority's portal, and everything into a spreadsheet at the end of the month to work out who owes what. In 2025 that would have meant 4,183 receipts, 4,183 certificates and 5,976 payments.

Vasilis mapped how a month of therapy turns into money and paperwork, removed the steps that only copied information from one place to another, and built one web application around what was left. Secretaries, managers and administrators each see only the part of the work their role allows.

• One weekly schedule. Therapists in columns and 45-minute slots in rows. A click books or changes a session, and one button copies a week into the next. A late cancellation is charged in full and marked on every document that shows it.
• Approvals that plan themselves. The secretary enters the insurer's approval: the period, the monthly amount and the therapies. The application spreads the therapy dates over working days, avoids public holidays, and picks the days that are least busy across the centre.
• Receipts numbered without mistakes. Each receipt takes the next number in its company's series, with no gaps and no duplicates, even if two people press the button at the same moment. One button declares it to the tax authority, and the official code prints on the receipt.
• The certificate fills itself. EOPYY's certificate prints as the second page of every receipt, with each date, the therapist's details and both stamps. Every reprint and every emailed copy is identical.
• Corrections by the rules. A declared receipt is never edited or deleted. It is cancelled and reversed with a credit note, which is also declared.
• A clean monthly close. Closing the month works out every family's balance and carries it forward. Statements go to all parents in one run, and every report reads the same figures as the close.

In 2025 Vasilis rebuilt the original desktop application as a web application in 13 weeks. Ten years of records moved across in one afternoon, 1,092 automated tests cover the rules, and the centre kept its workflow and every number in its books.

To size the gain, the office time of each task was estimated by hand and in the application, using the centre's 2025 volumes: 20,270 sessions, 4,183 receipts and certificates, and 5,976 payments.

• Office work across the year fell from about 4,300 hours to about 430, a drop of about 90%.
• A month of therapy for one child, with eight sessions, its receipt, certificate, declaration and payment, takes about 6 minutes of office time, instead of about 51.
• The certificate, the most error-prone document, takes no extra time. It prints from the dates the approval planned.
• The time returned is about 3,900 hours a year, the work of 2.4 full-time people.
• Receipt numbers have no gaps and no duplicates, and the balances in every report match the monthly close.

The time figures are estimates based on the centre's real volumes, not measurements.