OrthoVirginia Automates AP Invoice Processing with docAlpha and DocLink

For OrthoVirgina, docAlpha provided a key element in the company’s automated AP process, eliminating manual document handling and data entry for their DocLink ECM

The Challenge

As Virginia’s largest provider of expert orthopaedic and therapy care, OrthoVirginia has evolved into a state-wide organization spread across multiple locations.

During his tenure as a technical analyst at OrthoVirginia, Ted Kraje has worked to help streamline and automate operations, helping the company evolve into a state-wide organization that can continue to scale and grow their business while serving their clients and suppliers.

Part of the company’s growth and evolution included an investment in new systems and software, beginning with implementation of the Epic electronic medical records platform, quickly followed by the decision to adopt a document management system.

With a new system in place to handle electronic records and documents of all sorts, digitizing and automating accounts payable seemed like an obvious next step.

“We have two AP team members on staff,” Kraje said, “Before docAlpha, they spent all their time coding and routing documents around to management for approval, and then managed the rest of the process from there. It was very time-consuming and manual.”

The Solution

One big hurdle OrthoVirginia had to overcome was scaling the organization to accommodate growth in business across multiple facilities, along with the associated growth in suppliers and related purchasing documents.

To properly organize and manage all AP-related documents, OrthoVirginia choose Altec’s DocLink enterprise content management system. With DocLink, OrthoVirginia was able to get past efficiencies related to managing paper and digital documents across multiple facilities.

To properly organize and manage all AP-related documents, OrthoVirginia choose Altec’s DocLink enterprise content management system. With DocLink, OrthoVirginia was able to get past efficiencies related to managing paper and digital documents across multiple facilities.

One big challenge remained: Getting those documents into DocLink efficiently, including relevant metadata to support routing and coding.

Eliminating manual document handling and data entry would allow the OrthoVirginia AP team to spend less time on tedious tasks and more on contributing to cost savings, cash flow and error reduction.

The Results

With DocLink and docAlpha in place, Kraje believes that OrthoVirginia is well positioned to support future growth, in a way that allows them to scale their AP operations without having to add staff for document handling and data entry.

“We process 25,000 invoices each year, and the number continues to grow,” Kraje said, “With DocLink and docAlpha, we can address our current and future invoice velocity and grow our business without increasing staff.”

Client

OrthoVirginia

OrthoVirginia is the state’s largest provider of expert orthopaedic and therapy care. Located in Lynchburg, northern Virginia and Richmond, OrthoVirginia has more than 100 physicians, 22 office locations, MRI facilities, outpatient surgery centers and physical therapy clinics. Its mission is to improve the musculoskeletal health and well-being of those who live in the communities that it serves. OrthoVirginia’s statewide network of physicians and healthcare providers strives to deliver high quality, cost effective orthopaedic care to its patients.

Industry

Orthopaedic Healthcare

Needs

• Achieve better visibility and control over AP processes

• Automate and streamline AP invoice capture, AP data entry, routing, approval and ERP transaction creation

• Integration with Altec DocLink ECM

Solution

docAlpha Smart Process Platform

InvoiceAction accounts payable application

• Integration with DocLink ECM

Results

• Accurate automatic sorting, filing and indexing over 25,000 annual vendor invoices

• Elimination of paper and digitization of invoices and automation of document filing and data entry

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