It runs at Romion Health

Since April 2026, CaseFlows has been running in production at Romion Health, a consultancy for responsible AI adoption in healthcare. Not as a pilot next to the real work, but as the layer the work happens on. And Romion delivers a product of its own on it: Fida, the AI Coach.

Why Romion runs on CaseFlows

Romion didn't buy a system and bend its way of working to fit it. It described how it works, and that became the system. When Romion changes how it works, it changes the specification, tries the change and releases an approved new version.

When something doesn't work, the person who notices says so, right where it happens, and the next version is better. Nobody waits for a software vendor to get round to it.

More about Romion Health: romionhealth.com

The whole business

A consultancy of thirteen people, with its entire operation on CaseFlows:

People: leave, recruitment, onboarding and a pool of consultants, with each employee's own hours, expenses and file.
Projects: from set-up to evaluation, with the client as a role in the process rather than the recipient of an email. With a capacity planner and time registration.
Sales and invoicing: from lead to won deal, and from draft invoice to payment. With a quote builder and a sales pipeline.
Finance: overview, forecast and cash flow, where every figure names its source.
Knowledge: the Health AI Register with its own editorial process and a monthly newsletter, and a knowledge base for consultants.

Each process has its own roles and steps. What someone sees and can do depends on their role in that case at that moment, not on a job profile. The existing systems stayed: Gripp for hours and projects and Moneybird for the accounts are connected as services, and CaseFlows pulls the hours, projects and figures from them.

Fida, the AI Coach: a product on the platform

The AI Coach is a learning programme in which healthcare professionals learn to work with AI safely and sensibly. They practise in conversation with a coach, module by module, and receive a certificate when they finish. Romion delivers the coach to hospitals and other healthcare organisations.

The product isn't a separate system with its own IT project: the content, the clients and the management live in CaseFlows, and participants work in their own web app.

Modules with versions. A module can be improved while contracts run. A conversation that has started finishes the module in the version it began with.
A coach per role. A clinician practises different situations than an organiser or a care worker.
Personalised per client. Each client organisation gets its own cases on top of the base text: examples from its own practice, with its own job titles. An AI assistant proposes the personalisation; someone at Romion reviews and releases it.
In several languages: Dutch, English and German.

More about Fida: fidahealth.ai

Every contract is a case

Each client organisation has a contract, and that contract is a case with phases. Who sees what follows the phase. The client's contract manager runs the participant list and sees the progress of their own organisation, and nobody else's.

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flowchart LR
  P1["<b>1 · Set-up</b><br/>Romion prepares; the client<br/>doesn't see it yet"] ==> P2["<b>2 · Define</b><br/>Romion and the client agree<br/>roles, modules, personalisation"] ==> P3["<b>3 · Running</b><br/>participants learn; trainers and<br/>the contract manager follow progress"] ==> P4["<b>4 · Closed</b><br/>everything stays readable,<br/>nothing changes"]
  classDef phase fill:#FFFBF3,stroke:#211D18,stroke-width:2px,color:#211D18
  class P1,P2,P3,P4 phase

Scroll sideways to see the whole diagram.

Signing in to the coach

CaseFlows publishes the content to the coach app per contract and decides who may enter:

With a one-time code by email, sent only if the address belongs to a running contract.
From the participant list, or by email domain: a client can name participants one by one, or admit everyone with an address of its own organisation until the places are filled.
With a QR code in a workshop: participants scan and are in the coach within half a minute.
From the client's own learning platform, so the coach opens in their own learning environment.

At the end of October 2026 twelve contracts were running and 176 participants were enrolled.

Want to see it on your own process?

CaseFlows is in private beta, onboarding our first customers. Start small — one process, one team — next to your existing systems.

Request early access