Sage BusinessWorks Accounting Provides a Healthy ROI for Hamilton Medical Group
Hamilton Medical Group is a multi-specialty physicians’ office with a full-service laboratory and x-ray facility. Last year the organization, consisting of 14 medical doctors and an 80 person staff, provided quality health care for more than 80,000 residents of Lafayette and the surrounding parishes. Managing the accounting and payroll tasks of the busy medical office is made easier with the help of Sage BusinessWorks Accounting.
Prescription for Improvement
Until a few years ago, Hamilton Medical Group was using a proprietary medical billing software system that ran on a Unix host. The software had a rudimentary payroll function but lacked the financial reporting and purchasing tools necessary to manage the busy practice. As Hamilton Medical Group sought a replacement for the aging medical billing application, it also sought recommendations for a powerful, affordable, full-featured accounting and financial application. A colleague told the organization’s Administrator and CFO, Louise Derise, about Sage BusinessWorks. Derise quickly realized it had the payroll, reporting, and inventory control tools Hamilton Medical Group needed—and at a very affordable price point. "We’ve eliminated one full-time accounting position thanks to the efficiencies gained using Sage BusinessWorks," Derise says. "And now we have quicker access to better data."
Report on the Health of Your Organization
The powerful financial reporting tools in Sage BusinessWorks garner the most praise from Derise. "The reporting is just phenomenal," she says. "I’m able to see the summary data I need and drill down to the detail behind those numbers as well." Hamilton Medical Group has sophisticated financial reporting requirements, and Sage BusinessWorks is able to meet those requirements nicely. Derise explains, "We are one company, but within that company we manage 14 separate medical practices; one for each physician. Each physician needs a separate financial statement for their practice, yet we need a consolidated statement for the group as a whole."
With the old software, it took Derise until the end of each month to finish the prior month’s closing procedures and generate financial statements for each of the physicians. She relied on spreadsheets — many of them — to isolate each physician’s revenue, expenses, and salary allocations.
"Now I’m done by the 15th of every month," she says. "By providing this information to the physicians early on, it becomes much more valuable to them. They can take action before another month goes by."
Income statements and balance sheets are e-mailed to Hamilton Medical Group’s accounting firm and its bankers. "They love getting the information that way, and it takes me less than a minute to do it," Derise adds.
Budgeting, a necessary activity in any organization, is a another task Sage BusinessWorks helps to streamline. "It’s a much easier process than it used to be," notes Derise. "I can export prior year data from Sage BusinessWorks to Excel, enter my forecasts, and then import the completed budget back into Sage BusinessWorks."
"We've eliminated one full-time accounting position thanks to the efficiencies gained using Sage BusinessWorks. And now we have quicker access to better data."
Gain Control Over Inventory
With its old software, the organization had no computerized inventory, no reliable way to track the multitude of supplies and medications purchased and stocked.
"We now use the Sage BusinessWorks Purchase Order and Inventory Control modules. They give us a great handle on our inventory," says Derise.
Hamilton Medical Group also utilizes the Sales Order module to sell the inventory to the individual practices of each physician. It’s a highly efficient solution that ensures valuable inventory is accounted for.
Eliminate Manual Entry of Payroll Data
The Payroll module of Sage BusinessWorks is an ideal solution for Hamilton Medical Group too. Assembling a complete time and payroll processing solution, the organization implemented computerized time clock software to capture employees’ hours from workstations throughout each of its four separate facilities.
On payday, the electronic data from the time clocks is imported directly into the Sage BusinessWorks Payroll module. Derise prints a quick timecard report from within Sage BusinessWorks and compares it to the time clock software’s report to ensure accuracy.
"It’s just fabulous," praises Derise. "With our old software, I had to enter 80 employees’ time manually into the payroll application. I’m easily saving a day and a half every pay period."