Medical Center Streamlines Accounts Payables to Save

Medical Center Streamlines Processing, Saves Time & Money, and Achieves Fast ROI with MHC

Formed in 1997 by combining the operations of University Hospital, Bishop Clarkson Memorial Hospital, and their ambulatory care facilities, The Nebraska Medical Center (TNMC) is Nebraska’s largest health-care facility. TNMC employs more than 4,900 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 Nebraska Medical Center is known for excellence, innovation, and quality patient care. As the teaching hospital for the University of Nebraska Medical Center, this 627 acute-care bed facility has an international reputation for providing solid organ and bone marrow transplant services. TNMC serves patients regionally including Nebraska, Iowa, South Dakota and Missouri 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, The Nebraska 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 Nebraska 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 Nebraska 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

CUSTOMER
The Nebraska Medical Center

BUSINESS FUNCTIONS IMPACTED
Accounts Payable and Finance

DOCUMENTS IMPACTED
AP invoices and AP check copies

ERP
Infor Lawson

CHALLENGE
Slow paper invoice approval processing resulting in accounts payable delays and vendor issues

SOLUTION
MHC Image Express with Workflow and MHC Document Express

IMPLEMENTATION
Went live with imaging and workflow processing within 60 days; increased approver productivity with Infor Lawson GL/AP520 automation

VOLUMES
7,000 AP invoice images processed through MHC Image Express each month

BENEFITS
• 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

ROI
The project paid for itself within 4-6 months

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