Medical Center Streamlines Accounts Payables to Save
Medical Center Streamlines Processing, Saves Time & Money, and Achieves Fast ROI with MHC
Formed in the ’90s, this medical center employs approximately 5,000 employees and has over 1,000 physicians in all primary specialties and sub-specialties on staff. More than 350 medical and surgical residents assist in the training and education of a thousand students on campus in a given year.
The medical center is known for excellence, innovation, and quality patient care. As the teaching hospital, this 600+ acute-care bed facility has an international reputation for providing solid organ and bone marrow transplant services. The center serves patients regionally including throughout the midwest with comprehensive oncology, neurology, and cardiology programs.
CHALLENGE
The invoice approval process was completely manual and paper-based, causing persistent backlogs in Accounts Payable
On average, it took 12 calendar days to process an invoice
Manual routing of invoices provided no audit of approval processing
An inaccurate measure of liability because invoices were not visible or tracked until after approval was received from the department being charged
Solution
With MHC’s Document Express™ solution for AP Checks, Payroll, Positive Pay, ACH, 1099s and Electronic W-2s in use since 2008, this medical center expanded its business partnership by selecting MHC Image ExpressTM for Accounts Payable operations
MHC Image Express™ streamlines approval processing for incoming AP invoices, electronically distributing invoice documents via MHC Workflow integrated with Infor Lawson vendor and GL data
The medical center retrieves document images via Infor Lawson and custom reports
"It was a natural progression to expand our business partnership with MHC Software by deploying MHC Image Express with Workflow for our incoming AP invoices. We were extremely satisfied with MHC’s Lawson integration and knowledgeable project team that ensured project success. "
Implementation
In 2011, the medical center implemented MHC Image Express™ and MHC Workflow with Infor Lawson vendor/GL/AP520 integration
Deployment of MHC Image Express™ was completed within 60 days
Benefits
AP eliminated paper-pushing activities, enabling more time for financial control activities
Invoice processing was reduced from 12 to 7 calendar days, resulting in vendor discounts
Electronic workflow limits approvers’ access to authorized GL accounts – no more misinterpretation of handwritten GL coding
Real-time reporting to better manage accruals, audited document processing times and exception handling of problem/delinquent invoice approvals
MHC’s Infor Lawson-integrated retrieval eliminated the manual procedures related to on-site file cabinets and requesting boxes from storage when researching department expense questions or performing audit related reviews
Medical Center
Accounts Payable and Finance
AP invoices and AP check copies
Infor Lawson
Slow paper invoice approval processing resulting in accounts payable delays and vendor issues
MHC Image Express with Workflow and MHC Document Express
Went live with imaging and workflow processing within 60 days; increased approver productivity with Infor Lawson GL/AP520 automation
7,000 AP invoice images processed through MHC Image Express each month
• Defined document imaging and workflow procedure
• Audit reporting provides “real-time” metrics for accruals and invoice exception handling
• Expedited invoice processing by 58%, thus creating discount opportunities
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