St. Vincent Health
Hospital Automates Invoice Processing With CGI and DatacapSt. Vincent Health of Indianapolis, Indiana provides patients and their families with a wide array of services, from childhood illnesses to the most serious adult conditions. Its neurology, cardiac and bariatric services, to name a few, are highly regarded across Indiana and throughout the nation. St. Vincent had been using CGI’s Sovera suite of medical record solutions since 1995. In 2007, the hospital implemented the newest solution that has been added to the Sovera suite of products, called Sovera Accounts Payable (AP). To deliver the ability to capture invoice data, including line item detail, from scanned invoices, CGI’s Healthcare Solutions Group partnered with Datacap Inc., and integrated Datacap Taskmaster for Invoices into Sovera.
The Challenge
The St. Vincent Health AP department, consisting of 10 staff members, is responsible for processing invoices for purchases made by 8 member hospitals. With approximately 500 invoice approvers and reviewers at these member hospitals, the AP department receives an average of 600 invoices and reimbursement requests daily. AP staff members have the responsibility of processing these invoices within a specified time frame to avoid penalties and/or receive payment discounts. With the implementation of Sovera AP, powered by Datacap, Accounts Payable staff members can shoulder an increasing load of payments while continuing to meet their processing deadlines.
The Solution
Sovera AP automates many of the manual and paper-driven workflow steps that AP staff members regularly take to process invoice payment requests from vendors and reimbursement requests from employees.
Sovera AP delivers the following capabilities:
- Document imaging with advanced OCR capabilities and electronic document management that facilitates collaboration between AP staff and approving department managers.
- An automated workflow process that assists staff and management in performing their routine duties more productively in a computer-based environment that is consistent, efficient, and based on measurable and auditable standards.
- A web-based front end interface that provides users with an integrated view and access to all the functions of the system.
- Integration with Lawson AP for validation of user entered data and image-enabling of invoice records.
The Result
Now, with Sovera AP, paper invoices are scanned, indexed, and stored in an electronic document management system (EDMS) configured to replace the paper-based filing system. These electronic documents can be routed internally between AP staff members and approving department managers, and also via email to external entities outside the Sovera AP system.
By eliminating the need for paper shuffling, Sovera AP reduces the time it takes workers to process invoice payments, resulting in a more efficient work process and a significant cost savings from reduced postage and fax charges.
Work items for invoices are automatically launched and routed to the appropriate work queue when the electronic invoice image is stored in the EDMS. The associated electronic invoice image and workflow audit trail of these work items, and the available actions that can be taken on the work items at each step in the workflow, are presented to users in a thin-client, web-based front end interface.
Through the Sovera AP to Lawson integration, an URL Attachment is associated to the invoice record in Lawson allowing all Lawson users to access the electronic document images and workflow audit trails of invoice work items in Sovera AP.