Operation PAR

DocuPhase Case Study

Industry
Healthcare
Department
Accounting
Solution
Document Management

Challenges

Operation PAR, a leading provider of integrated addiction and mental health services in Florida, partnered with DocuPhase to implement a process improvement solution into company processes. PAR’s immediate need was in gathering the business and functional requirements that would serve to handle the storage, indexing, and processing of purchase requisitions across the organization, in an effort towards becoming a more efficient and paperless environment. Direct challenges included:

  • Requisitions were processed through inter-office mail
  • Email correspondence for approvals and a filing system in Accounting struggled to maintain good structure, given the weekly volume
  • Paying invoices on time and accurately was becoming overwhelming, and the resources did not exist to hire another employee

Results at a Glance

50%

Improvement in turn-around time for mission critical supplies.

25%

Improvement in overall document search capabilities.

"I no longer worry about my requests getting to the right people in time, or the need to be at my desk to sign off on urgent purchases."

JIM MILLER CIO, Operation PAR

The Solution

The Document Management Core would allow Operation PAR to make all documents and information available at the fingertips of the employees who need it, when they need it. What’s more, it’d add fluid features to their document management system, such as full-text search, automated document routing, and powerful auto-indexing. These features reduce the time it takes to manage and update records manually, while keeping records secure and organized.

The Results

DocuPhase’s Accounting Automation solution developed indexing and retrieval requirements for all purchase requests, and improved turn-around time for mission critical supplies by 50%. Additional benefits of DocuPhase’s system include:

  • Allowed managers to review purchase requests remotely through web interface
  • Provided accounting with a needed workflow model for queuing and processing requests
  • Synchronized the accounting system data to the purchase orders, checks, and invoices that completed the process, resulting in a 25% improvement in overall search capabilities
  • Improved communication and visibility across the organization, allowing for greater productivity through less administrative burden

“DocuPhase provided us with the professional confidence and expertise we needed to revamp our requisition process, without sacrificing valuable resources to get the job done. I no longer worry about my requests getting to the right people in time or the need to be at my desk to sign off on urgent purchases,” said Jim Miller, CIO at Operation PAR.