HCR ManorCare's Challenges
The new system had to handle the unique aspects of processing medical invoices, where no two medical providers submit in the same format. This also had to happen at high volumes. HCR ManorCare had over 21,000, primarily local, suppliers sending invoices directly to the 500 individual facilities.
Additionally, a new solution was needed to reduce the significant amount of paper-based invoices received. AP resource was too focused on keying in invoices, preparing documents, and filing. Beyond high processing costs, service quality often suffered, with duplicate payments, late payments, and payment errors.
Finally, there was resistance across parts of the organization in transforming to a new solution. There wasn’t a strong understanding of the benefits moving to a cloud solution would bring.
HCR ManorCares Digital Transformation with Basware's Invoice Automation in the Cloud
Where there was support for the transformation was in the HCR ManorCare’s IT department. They viewed moving to Basware’s cloud platform as an obvious choice. Eliminating database administration-related storage requirements and allowing more frequent, less disruptive updates was an immediate win.
Working with Basware’s consultants, HCR ManorCare designed their new solution in only three months and then fully rolled it out in under six months.
Basware offered the flexibility needed to transform our AP team. Dave Danko, Business Solutions Product Manager, HCR ManorCare
A supplier enablement campaign was launched to reduce the volume of paper-based invoices. Suppliers were shifted from mailing paper invoices to decentralised facilities to a centralised Basware scan and capture center and offered an e-invoicing solution, P-cards were also rolled out for low-dollar items.
Basware ran a campaign to increase understanding of the new solution within HCR ManorCare and help drive product adoption. This started with presenting to key stakeholders the main features, anticipated productivity gains, and cost savings. For the wider organisation, an online university was launched to teach users how the solution would simplify their day-to-day tasks.