Assisted Living Community Improves Finances With Sage Intacct

sage accounting solution

Bethany Lutheran Home

  • Department heads can self-service their own reports
  • Data entered on the clinical side populates in Sage Intacct
  • System designed for the Senior Living industry

Client Profile

Since 1975, Bethany Lutheran Home has been dedicated to helping people meet the challenges and enjoy the blessings of aging. Bethany Lutheran provides a faith based senior living community that provides for the spiritual, physical and emotional well-being of their senior community through residential living, nursing and therapeutic care with spiritual and social programs designed to enhance the comfort, dignity and happiness of those they serve.

Business Challenge

Bethany Lutheran realized that as the needs of their community members changed, they needed to invest in a more robust accounting solution. They were utilizing MatrixCare for both Clinical and Financial needs. While MatrixCare worked well on the EHR side, they found they were running into limitations in its accounting. They have multiple facilities and different EIN numbers, and found that they had no way to do consolidated reporting in MatrixCare. They were also concerned about a lack of enhancements to the financials software, and decided they needed to look at alternatives.

Bethany Lutheran conducted an internal review with the accounting staff to determine what they would like to see in a new solution for financials.  They determined that reporting was key. With multiple facilities, they wanted to have consolidated reports with drill down capabilities. They also needed a solution that would allow their managers to self-serve their own reports.

Other critical items they identified included:

  • Automated way to generate Cost Per Patient Day reports
  • Updates to their AP to allow for eBanking and voucher scanning capabilities
  • Automated Approval Processes for Purchase Orders
  • Utilize a Fixed Assets program

Bethany Lutheran had investigated several accounting solutions, but were concerned how the solutions they evaluated could be configured to handle their unique industry needs. So they reached out to Intellitec Solutions, to get a comparison of the ERP products that Intellitec supports, and to see how they could address the specific pain points they had. They also wanted to learn how Intellitec could potentially integrate a new ERP package to MatrixCare.

Technology Solution

After reviewing 2 different ERP options, Bethany Lutheran decided go with Sage Intacct. As part of the implementation, a connector was built between Sage accounting solution and Bethany’s clinical system, utilizing a pre-built integration. Intellitec utilized their years of experience to make sure the touch points were configured correctly, and leveraged Web Services to connect the solutions. This gave them the ability to have monthly revenue from their clinical system upload into Intacct.

Sage accounting solution also helped address the need to generate reports and other key metrics. Dashboards were configured for department heads and managers so that they could view KPI’s and self-serve their reports. Intellitec worked with Bethany Lutheran to show how they could use the dashboards to create statement of cash flows as well as PPD and Census Reports automatically – thus removing what had been a time consuming manual task. They now have drill down capabilities for financial statements, providing the detail they need in an efficient manner.

To address payables, Intellitec undertook a multi-point plan to define the business and operational organization requirements, and identify gaps between Bethany Lutheran’s needs and Sage Intacct’s standard system functionality.

Intellitec helped Bethany Lutheran make best use of Sage accounting solution’s functionality, by assisting them with their selection of a cost effective Fixed Assets solution and by showing them how to use the used the custom report writer module. Armed with that knowledge, Bethany Lutheran was able to create a positive pay file which is uploaded to their bank in order to take advantage of a fraud detection tool.

Intellitec Impact

By working with Intellitec, Bethany Lutheran was able to have an intuitive and easy to understand financial management system geared towards their needs that could integrate to their EHR system. Intellitec configured and implemented Sage Intacct so that reporting is automated and department heads can self-service their own reports. In addition, they have the ability to track grants, fixed assets and take data entered on the clinical side and have it generate meaningful reports on the accounting side.

As for working with Intellitec Solutions, Bethany Lutheran found it was the final piece of the puzzle. “We had been looking for the right implementation partner, and had been disappointed in what we found prior to meeting Intellitec”, said Samantha Roth, Chief Financial Office of Bethany Lutheran. “Intellitec has been the right fit for us.”

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