Transforming Healthcare Finance: 11,000+ Monthly Transactions Automated
How a Leading Healthcare Provider Revolutionized Their Accounts Payable Operations with MYNDAPX
About the Client: Healthcare & Lifestyle
In India's rapidly evolving healthcare sector, operational efficiency isn't just about cost savings—it's about enabling better patient care.
Our client, a prominent healthcare and lifestyle services provider, operates multiple facilities managing a complex network of vendors, medical suppliers, and service providers. With thousands of transactions flowing through their accounts payable department monthly, they faced mounting challenges that threatened to impact their core mission: delivering exceptional healthcare services.
The Challenges
When Manual Processes Met Healthcare Complexity
Managing approximately 11,000 transactions every month, the finance team was drowning in paperwork. The mailroom was overflowing with physical invoices, purchase orders were scattered across departments, and vendor relationships were strained due to payment delays.
Operational Bottlenecks
Manual invoice processing created significant delays. Each invoice required physical routing through multiple departments for approval, often taking weeks to complete a single transaction. The finance team spent countless hours chasing approvals and reconciling documents.
Vendor Management Chaos
Without a centralized vendor onboarding system, maintaining accurate vendor information across multiple Hospital Information Systems, (LIS), and ERP platforms was a nightmare. Duplicate entries, outdated contact information, and incomplete documentation were routine issues.
Integration Nightmares
The organization operated multiple systems—HIS, LIS, and ERP—that didn't communicate with each other. This lack of integration meant manual data entry across platforms, increasing the risk of errors and consuming valuable staff time.
No Visibility or Control
Leadership had no real-time visibility into AP operations. Question like "Which invoices are pending approval?" required days of manual compilation. Audit trails were incomplete, and tracking invoice status was nearly impossible.
Service PO Complications
Unlike material purchases, service-based purchase orders lacked proper workflow and tracking mechanisms. This created confusion around invoice submission timing and approval hierarchies.
Rising Costs
The Total Cost of Ownership (TCO) for their AP operations was spiraling upward. Hidden costs from delayed payments, duplicate entries, lost invoices, and excessive manual labor were adding up significantly.
MYNDAPX: TECHNOLOGY THAT WE USED
MYND APX
Invoice automation • AP workflow • Faster payments
The Solution: Intelligent Accounts Payable Automation
We deployed MYNDAPX, our purpose-built AP automation platform designed to transform chaotic manual processes into streamlined, intelligent workflows. The implementation was comprehensive and strategic.
Automated Vendor Onboarding
We digitized the entire vendor onboarding journey. New vendors could now submit their information through a structured digital portal, with automated validation checks. The system automatically updated vendor info across all integrated systems eliminating duplicate entries and manual data transfer.
Intelligent Approval Workflows
MYNDAPX introduced configurable, multi-level approval workflows that automatically routed invoices based on amount, department, vendor type, and other parameters. Approvers received real-time notifications and could approve from anywhere, reducing processing time from weeks to days.
Seamless System Integration
We built robust integrations connecting MYNDAPX with the client's multiple HIS, LIS, and ERP systems. Data now flowed seamlessly between platforms, eliminating manual entry and ensuring consistency across the organization.
GRN-Based Invoice Processing
We implemented Goods Receipt Note (GRN) matching, ensuring invoices could only be submitted against verified deliveries. This three-way matching (PO-GRN-Invoice) virtually eliminated payment errors and fraudulent invoices.
Service Purchase Order Management
For service-based transactions, we created specialized workflows that accommodated the unique nature of service delivery, milestone-based invoicing, and performance verification before payment release.
Digital Mailroom
All physical invoices were digitized at entry, creating a searchable e-library. OCR technology automatically extracted key data fields, reducing manual data entry by over 90%.
THE RESULT: Transforming Numbers into Impact
The transformation was measurable, substantial, and immediate.
Time Savings
The creation of a digital e-library and online approval workflows slashed invoice processing time. What once took 15-20 days now completed in 3-5 days. The finance team redirected their time from data entry to strategic financial analysis.
Reduction in Cost of Ownership
Through process consolidation, automation, and fixing systemic inefficiencies, the client achieved a remarkable 30% reduction in their AP operations’ TCO. This included savings from reduced manual labor, elimination of errors, and better cash flow management.
Enhanced Vendor Relationships
Timely, predictable payments transformed vendor relationships. Payment delays dropped by 85%, leading to better negotiation leverage, improved service levels, and stronger partnerships with critical suppliers.
Real-Time Financial Visibility
Leadership now had instant access to AP metrics through comprehensive dashboards. They could monitor pending approvals, forecast cash requirements, and make data-driven decisions with confidence.
Scalability Achieved
The system effortlessly handled the 11,000+ monthly transactions while maintaining capacity for growth. As the healthcare provider expands, their AP infrastructure is ready to scale without proportional cost increases.
Audit-Ready Compliance
Complete digital audit trails, automated compliance checks, and centralized documentation made internal and external audits smooth and stress-free.
Why This Matters for Healthcare Industry
In Healthcare, every rupee saved on administrative overhead is a rupee that can be invested in patient care, medical equipment, and staff development. This automation journey wasn't just about efficiency—it was about enabling a healthcare organization to focus on what truly matters: saving lives and improving health outcomes.
The success of this implementation demonstrates that even in complex, multi-system healthcare environments, intelligent automation can deliver transformative results.
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