THE OPPORTUNITY: INCREASING AUTOMATION - AND EFFICIENCY

A few years ago, High Point Regional Hospital faced a challenge: The vendor providing its payroll system was discontinuing support for the product.

But, far from considering this a “problem,” leadership viewed it as an opportunity to eliminate cumbersome manual processes and increase efficiency by automating workflow wherever possible.

The 400-bed not-for-profit hospital with 2,300 employees has earned a reputation for excellence. High Point was the 36th facility in the country to be awarded Magnet Recognition Program status, was selected by Solucient as one of its Top 100 Performance Improvement Leaders, and received the 2005 Circle of Life Award from the American Hospital Association (AHA). Nevertheless, like most healthcare organizations across the nation, High Point was feeling the pinch of increasing costs and decreasing reimbursement. It was continually on the lookout for ways to work smarter, without sacrificing its relationship with employees or compromising its superior care environment.

That’s why, when it came to adopting a new payroll system, High Point turned to a partner it knew it could trust: API Healthcare. High Point had previously relied on the API Healthcare Payrollmation® time and attendance system, and recognized the benefits and efficiencies it could gain by adopting API Healthcare’s companion Navigator payroll/HR system. “API Healthcare’s products are flexible and easy to use,” notes Kim Coker, High Point’s payroll manager. “In addition, API works only with healthcare organizations and has the expertise we needed to ensure the system met our needs.”

INTEGRATION STREAMLINES PROCESSES

API Healthcare’s Navigator system provided High Point with a wide range of tools to manage all types of personnel data efficiently and effectively - from tracking employment applications, to establishing salary and benefits packages, to processing payroll, to monitoring performance appraisals.

Integration with the time and attendance system compounded the benefits, Coker adds, specifically by increasing efficiency through automation, and generating better business intelligence for managers and executive leadership. Data flows between the systems seamlessly, and makes information from both systems available in real-time. The Payrollmation system provides employees with real-time access to hours and days worked, for instance, enabling them to take control of their own time and attendance information. Likewise, the Navigator application features reporting capabilities that supply Human Resources and management with up-to-date information about applicants and employees, enabling them to make better personnel decisions.

The report writing capabilities within the API Healthcare Navigator system have been particularly valuable, Coker says. “The tools are very easy to use, which means payroll can design its own reports without relying upon our IT department. Plus, all the information is in one place, which makes it easier to extract the data we need.”

The efficiencies gained with the Navigator application have been substantial. “We have been able to shorten pay period processes, and have instituted a system of checks and balances to make sure payroll is accurate,” she says. In addition, the hospital uses direct deposit for 100% of its payroll, and has brought its W2 processing back in house, saving $5,000 a year in outsourcing costs.

Employees are able to view HR and payroll information online through API Healthcare’s Employee Self-Service Portal. This functionality has reduced calls to payroll by 30%, since staff can now get answers and updates at their convenience.

ADDED FEATURES INCREASE VALUE

The hospital likewise uses API Healthcare’s SecurALL® application, a centralized system that enables High Point to control restricted areas like mother/baby units, pharmaceutical and parking structures. “The advantage with the SecurALL system is that we are able to track employee access and have better control over where they move within the health system,” says Coker. “We can grant them access only to those doors or private areas that they need.”

Another valuable feature is API Healthcare’s DeductIT® module. “We set employees up with an account through their ID badge,” she explains. “We establish a limit of what they can charge in our cafeteria, gift shop, soda shop or pharmacy. When employees want to make a purchase, they simply swipe their badge and the charge is automatically deducted from their next paycheck. Employees love not having to carry around cash with them.”

Despite the benefits it has already realized, Coker says High Point has no plans to rest on its laurels. Instead, it will continue to explore ways that API Healthcare systems can help streamline processes and increase efficiency. “For instance, we’re currently looking at eliminating direct deposit stubs, which would result in a $46,000 per year savings,” she says. In addition, High Point recently purchased API Healthcare’s ActiveStaffer® staffing and scheduling system, designed to streamline scheduling processes, enhance productivity and better control labor costs. As with the API Healthcare systems previously implemented, the ActiveStaffer application will integrate seamlessly with other products to maximize functionality and productivity.

With this latest addition, Coker says, “We are finding there is almost no limit to the benefits and savings we can get from using API Healthcare products.”