CUSTOMER STORY
Streamlined and Secure: Healthcare Network Modernizes AP and Year-End Tax Processes
MHC NorthStar AP delivers secure, self-service access to essential documents
Industry:
Healthcare
Size:
1000+ employees
Location:
United States
Primary Use Case:
Automating, securing, and simplifying year-end distribution of W-2s, 1099s, and AP checks
Document Types:
W-2s, 1099-MISC, 1099-NEC, AP checks
Scale:
Thousands of employee and vendor documents processed annually
A regional healthcare network in the United States needed a more secure and modern way to produce W-2s, 1099s, and high-volume AP checks—without overloading its lean IT staff.
The Challenge: Risky Workflows and Rising Compliance Pressure
The organization relied on a legacy solution to manage AP checks and year-end tax documents. While functional, it struggled under high volumes and lacked the automation capabilities to support growth. Fragmented workflows and manual tasks created inefficiencies and exposed sensitive data.
Key Issues:
- Data Security Concerns:
Payroll merged tax PDFs locally and emailed them to employees, creating PII exposure risks. - Manual, brittle workflow:
Four separate tools were used to produce W-2s, 1099s, and AP checks, slowing year-end close and increasing error rates. - Performance limits:
The legacy system was slow and unresponsive under high-volume conditions. - Tight deadline:
Finance needed a proven, secure solution in place before the next tax season.
The Solution: Secure, Self-Serve Portal-Based Tax and AP Automation
After evaluating options, the finance team modernized its year-end processes by adopting MHC to automate printing and mailing, and provide employees and vendors with secure, on-demand access to digital documents to via self-serve portal.
Delivered Capabilities:
- Automated W-2 and 1099-MISC/NEC creation and distribution
- Centralized secure self-service access via the NDSS portal
- Eliminated unsecured email distribution for greater data protection
- Accelerated AP check printing with faster turnaround
- Enabled a cloud-based implementation with no legacy migration required
Implementation Highlights
Despite a tight timeline, the healthcare network achieved a smooth and timely rollout across all modules.
- Quick Turnaround: AP check processing went live within 3 months.
- Subsequent Deployment: NDSS and employee tax forms followed shortly after.
- Complete Fulfillment: All year-end W-2s were printed, mailed, and made available online via NDSS.
- Smooth Rollout: Project stakeholders described the implementation as seamless, with no performance issues even under high volume.
Key Benefits and Results
The new system delivered immediate and measurable improvements in efficiency, compliance, and security.
Improved Security
Sensitive tax documents are now delivered through a secure portal, not email.
Operational Efficiency
Automation accelerated AP and tax workflows while reducing manual tasks.
On-Demand, Self-Serve Access
Staff and vendors can securely access tax forms online at their convenience.
On-Time Delivery
The solution was fully implemented ahead of the tax season deadline.
Conclusion: Immediate Compliance Wins & Future-Ready Foundation
In less than half a year, this healthcare network transformed a risky, email-heavy tax process into a secure, automated workflow. By upgrading from legacy tools to the cloud-based MHC NorthStar AP solution, the organization strengthened security, accelerated year-end close, and delivered a better employee experience—demonstrating how modern, cloud-ready solutions can turn compliance challenges into efficiency and engagement gains.