A Complex Role, Made Simpler

The Expert Council Office at Region Stockholm plays a key role in coordinating knowledge-based healthcare across Stockholm and Gotland. This includes managing administrative processes related to nominations, conflict of interest declarations, and contracts for regional program areas, expert groups, and subject matter experts.

Malin Vikström, who supports knowledge management and serves as secretary for the Stockholm-Gotland Medical Council, knows firsthand how time-consuming this work used to be.

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The Challenge: Manual, Stressful Workflows

Previously, all documentation—conflict of interest declarations, contracts, and invoices—was handled manually. Documents arrived in physical form, were reviewed, copied, archived, and returned for completion if needed. This process was not only slow, but also placed a heavy administrative burden on staff.

“We would receive stacks of paper documents that had to be copied and assessed manually. It was incredibly time-consuming,” says Malin.

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The Shift to Digital

In 2021, the team partnered with Flowfactory to develop a digital platform that could simplify and centralize these processes. The result was Sakkunnigplattformen Plus—a customized application that launched in the fall of 2021.

“With the new platform, we can now handle almost everything digitally,” explains Malin. “During conflict of interest declarations, for example, everything is managed through the platform—no more paper back and forth. It saves us a tremendous amount of time.”

The first release focused on automating the conflict of interest process—the most time-consuming task. Over time, the platform has expanded to include nomination workflows, contract creation and renewal, and invoice management.

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Results: Time Savings, Better Oversight, and Reduced Stress

Thanks to automation and digitization, the platform has brought measurable improvements:

• Faster, clearer oversight of nominations, conflict of interest cases, contracts, and billing.

• Easy follow-up and direct archiving—all within the application.

• Less time spent on repetitive tasks—case handlers can focus on where they add the most value.

• A smoother experience for experts, with fewer delays and clearer processes.

• Less dependency on individuals, and significantly reduced risk of error.

“We save so much time. I no longer need to send things back and forth—we handle everything directly in the platform,” says Malin. “We’ve never had it this good.”

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Automation That Makes a Difference

The new system has also helped streamline one of the most time-consuming tasks: evaluating conflict of interest declarations.

“If no conflict is reported, the platform completes an automatic review and sends a confirmation to the declarant. That saves us time we can spend on more valuable tasks,” explains Malin.

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A Partnership Built on Trust

Malin describes the collaboration with Flowfactory as personal, straightforward, and responsive.

“We really appreciate the short communication lines. It’s easy to suggest improvements, and Flowfactory always responds quickly. We feel involved in the process, which ensures high quality and gives us peace of mind.”

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About Region Stockholm

Region Stockholm is responsible for ensuring that residents of Stockholm County have access to the healthcare and dental care they need. The Expert Council Office supports national knowledge-based management and provides administrative support, including routines for nominations, conflict of interest handling, and regional expert collaboration.

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