AGED CARE: CASE STUDY

Aged Care AP Automation solution with Efficiency Leaders

Efficiency Leaders has implemented an Accounts Payable automation solution for one of the largest providers of Aged and Health Care services in Australia. 

The provider is responsible for over:

12,000 staff and volunteers;
15 Public and Private Hospitals;
15 Retirement and Aged Care Facilities;
and 22 Community Care Centres.

THE CHALLENGE

As with a lot of organisations within the aged care, health care and community care sectors, this customer works under increasing pressure to deliver a very high quality of care for their residents and patients, on a very limited and shrinking operational budget.

They recognised that their internal financial administration relied heavily on manually intensive, paper-based processes. Due to this, they were experiencing processing bottlenecks together with data entry inaccuracies entering their finance system.

The processing bottlenecks and data entry errors impacted on the quality of care being provided to patients and residents as the supply chain was often interrupted. This exposed some of the facilities to poor financial and operational audit results.

The customer engaged Efficiency Leaders to provide an Accounts Payable automation solution following an intense evaluation of three other solution providers.

Efficiency Leaders was selected due to the quality of their customer reference sites. The customer solutions referenced by Efficiency Leaders delivered the highest post-implementation efficiency outcomes, compared to other vendor references that were evaluated.

Efficiency Leaders demonstrated a greater depth of knowledge and experience in development and deployment of capture-based automation solutions in Australia and New Zealand. Additionally, the ability to reduce errors and processing times was clearly demonstrated in the evaluation process, which gave the customer a great deal of confidence that Efficiency Leaders was the right partner.

THE SOLUTION

The solution comprises the world’s leading image capture and data transformation engine which automatically classifies and separates incoming supplier invoices. Additionally, the system extracts the body of email messages received from suppliers, which adds context to each invoice and facilitates better communication for processing staff.

Intelligent business rules are applied to each invoice for compliance checking and validation against TechnologyOne Financials’ Purchase Order, Goods Receipting and Supplier databases. Compliant invoices are processed straight through to the finance system without any intervention.

The implementation involved a phased approach starting with NSW, followed by QLD and then other states as additional locations became familiar with the new technology platform. The phased implementation strategy enabled easy transitioning and change management for staff.

The solution was rolled out within the specified budget and according to the initial project time frame. The automation solution has better enabled the finance team to reduce unnecessary processing overheads, improve the accuracy of information entering their finance system, provide easy access to invoice images, reduce the time to process and improve supplier relationships. This has resulted in an increase in the quality of care for residents and patients: A great win for the organisation!

The solution accommodates approximately 20,000 invoices per month passing through the accounts payable team for processing into TechnologyOne Financials, and has the scalability to support the company’s growth strategy to incorporate future business process improvement initiatives across the enterprise.

Efficiency Leaders can help you transform your organisation with our range of superior products, innovative solutions and capability for seamless integration. Let's talk!

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