CARE COMMUNICATIONS

SUCCESS STORY

Since Care Communications’ consultants do not regularly visit the corporate office it was a challenge for the timely submission of paper-based timesheets and expense reports. Managers were scrambling for timesheets to approve, and dealing with cumbersome Excel sheets and paperwork.

Care Communications recognized an urgent need to implement an automated workflow solution for the time and expense processing and approvals. Care Communications began looking for a different. “It was very important to find a robust solution from a company that had been around for a while” Frohmund Burger, Senior Accountant explained.

Care Communications, Inc. provides solutions in data quality and health information management (HIM). Care Communications’ clients include hospitals and health care systems, physician practices, cancer centers and reporting agencies, medical research organizations and others.

Challenge – Late TimeSheets & Expense Reports. Slow Turnaround.
Since Care Communications’ consultants do not regularly visit the corporate office it was a challenge for the timely submission of paper-based timesheets and expense reports.

Consultants mailed timesheets and expense reports to the billing department for review and approval, managers were then notified about inaccuracies in the time and expense sheets. The greatest issue was that clients were not invoiced until 3 weeks after the services were rendered. Managers were scrambling for timesheets to approve, and dealing with cumbersome Excel sheets and paperwork.

Care Communications implemented Project Accounting in Dynamics GP, and set up Business Portal for web-based data entry. This reduced turnaround time, but the limitations on the entry of a large number of projects resulted in a need for a more powerful solution.

Requirements – Automated Workflow. Streamlined Processes. Integration with Microsoft Dynamics GP.
Care Communications recognized an urgent need to implement an automated workflow solution for the time and expense processing and approvals. Care Communications began looking for a different solution. “It was very important to find a robust solution from a company that had been around for a while” Frohmund Burger, Senior Accountant explained.

Solution – Paramount WorkPlace Time & Expense Integrated with Microsoft Dynamics GP.
Care Communications solicited recommendations from their ERP solutions provider. After multiple demonstrations, Care Communications decided to select the WorkPlace Time and Expense solutions and also decided to purchase a custom enhancement to add a productivity entry field. The complete solution tracks time and expenses by project/client and the number of items processed by each employee for the time reported in the transaction.

Care Communications and Paramount used multiple techniques such as user acceptance testing, hands on training, and webinars to instruct the new users of WorkPlace. Employees became proficient with WorkPlace very quickly. The easy to use interface, the ability to duplicate timesheets, and the ability to include attachments with expenses were the favorited features.

Benefits – Reduced stress on managers. Quick Billing Turnaround.
Care Communications now has:

  • Increased Efficiency
  • Streamlined Time & Expense
  • Robust Solution
  • ERP Integration

Managers were pleased with the new processes for time and expense approvals. Frohmund noted “Managers love it! The e-mails are easy to approve or reject, and there has been great feedback from upper management.” Because of WorkPlace, Care Communications billing turnaround time has decreased resulting in accelerated cash collection. Managers can be quickly notified and can easily make any changes that need to be made.

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