Perceptive Software, Inc., today announced that Centura Health, Colorado's largest healthcare system, uses ImageNow® integrated document management, imaging and workflow to speed invoice approval and other accounts payable (AP) procedures.
Centura's AP department processes between 30,000 and 40,000 invoices each month. Sending hard copies between locations by courier consumed employees' time and delayed invoice approval. Centura selected ImageNow to eliminate these inefficiencies.
"Perceptive Software's Lawson partner status appealed to us," said Linda Schwarztkopf, director of AP and payroll. "ImageNow is more versatile and easier to use and maintain than other products we evaluated."
Unlike other document management products that obstruct host application operations, ImageNow complements Centura's existing core systems. Using patented LearnMode™ technology, ImageNow tightly integrated with Centura's Lawson Financials suite, as part of a timely implementation that delivered rapid return on investment.
"Having an implementation consultant who's experienced with Lawson deployments was helpful," said Brian Aoyagi, AP and payroll systems analyst. "With ImageNow, there are no hidden setup costs, so the 'up front' price is accurate."
When relying on paper processes, Centura employees spent hours archiving, searching for, printing and mailing hard copies. ImageNow has eradicated these time-consuming diversions and the cost of using a courier service to transport documents. Authorized users retrieve documents with a single click, and WebNow, the browser-based complement to ImageNow, extends instant access to employees in remote locations.
"WebNow users can retrieve documents from anywhere," Aoyagi said. "It allows us to find information immediately when vendors call, and to quickly approve invoices from any of our facilities."
ImageNow workflow features helped Centura standardize its business processes. A user-friendly design tool makes it easy for Centura to reassign workflow responsibilities if an employee is absent, or if the organization's business procedures change.
"ImageNow workflow is easy to manage, so we can make changes without calling Perceptive Software for help," Aoyagi said.
Before ImageNow implementation, AP associates manually sorted incoming invoices and sent them by courier to managers at other Centura locations. After approval, invoices were sent by courier back to the AP department, where employees entered invoice details into Lawson Financials. This approval process took up to three weeks.
ImageNow has reduced the timeframe to 3-5 days. Documents are scanned into ImageNow and routed to approval workflow queues, and an e-mail notification is sent to alert the appropriate manager that new invoices have arrived. The approver accesses the queue and signs off on the documents. He or she then clicks "Send," and the invoices go back to the person who sent them.
"ImageNow workflow ensures documents go back and forth quickly between the right people," Schwartzkopf said. "It also eliminates the chance of documents being misplaced."
About Perceptive Software
Perceptive Software, Inc., develops integrated document management, imaging and workflow software solutions that simplify business processes by delivering secure, digitized versions of paper and other electronic documents while leveraging existing applications. Customers in a broad range of industries worldwide have taken advantage of ImageNow, Perceptive Software's flagship software offering.