When the health of your business is on the line

The challenge

Your next trip to the doctor’s office can offer an insightful glimpse into the complexity of modern healthcare. At a minimum, you’ll receive a letter from your insurance, a letter from the provider, perhaps a survey of your experience, and, did you remember to ask for a detailed receipt for your FSA? Now imagine how it looks on the other side, as the largest OB/GYN hospitalist provider. With more than 120 programs in 28 states, a 97% renewal rate on contracts, and more than 560 physicians, OBHG faces an almost insurmountable level of tracking, renewing, double-checking, exporting, synchronizing, auditing, regulating, approving, and administering.

To sustain its advantage, OBHG needed customized management and analytical insights for their contracts, revenue cycle, and asset management. When OBHG first approached Agiloft, each team had its own spreadsheet with different fields and data points for maintaining contracts. At that time it was possible to have two contract types with the same name but different workflow approvals.

The paralegal at OBHG shared: “Over 200 vendor contracts were all manual; it was a hefty task just to log in and track when they needed to renew and terminate.” The paralegal was a key member of the selection and implementation team, but their expertise is in corporate law, not enterprise software administration. The non-technical team members needed a system that they could master easily with limited time for training and handover.

“Agiloft offers a great tool,it could be your one model for your total business. You don’t have to choose between repositories, workflows and signature tracking. You get it all with Agiloft.”

– OBHG Paralegal

OBHG narrowed their prospects to three competitive vendors and requested demos from each. “After the demos, the decision was clear: Agiloft offered the customization that we needed. Our business is not your normal business—so many nuances. We’d be able to capture that with Agiloft,” the paralegal said.

“The Agiloft team excelled in the implementation; we definitely got our money’s worth. We could send our spreadsheets in and everything was uploaded for us. This way we knew that we had a good foundation to build on.”

– OBHG Paralegal

The solution

Agiloft implemented solutions for three primary business processes. It streamlined insurance company payment monitoring for the revenue cycle department, automated the asset tracking of all physician equipment, and created a data-first contract lifecycle management (CLM) platform. It customized each of the modules during implementation to ensure the most effective use of all the relevant data on hand.

“The Agiloft team excelled in the implementation; we definitely got our money’s worth. We could send our spreadsheets in and everything was uploaded for us. This way we knew that we had a good foundation to build on,” the paralegal said.

Given the limited amount of time to educate system administrators, OBHG staff relied on the intuitive design of the solution and the customer-focused Agiloft implementation team to answer last-minute questions. A colleague in asset management added, “From the administrator standpoint, the ease of customization is great. Whether it’s linking tables, setting rules, or adding fields, the flexibility allows us to manage and modify to meet our business needs.”

The impact

“We look at things differently now, more strategically. For example, the vendor contract system requires that we enter important information like cost and renewal information. With that, we can make more informed decisions. It keeps business running smoothly,” the paralegal explained.

OBHG is also realizing cost savings with the business insights provided by Agiloft’s easy reporting. If a specific group requests a summary of their contracts based on dollar amount or upcoming renewals, they can provide it with a few clicks.

The paralegal concluded, “Agiloft offers a great tool. It could be your one model for your total business. You don’t have to choose between repositories, workflows and signature tracking. You get it all with Agiloft.”

“Agiloft offered the customization that we needed. Our business is not your normal business—so many nuances. We’d be able to capture that with Agiloft.”

– OBHG Paralegal

Challenges

Manual processes with Excel sheets used for complex business operations across key groups

Multifaceted customization required to support hospitals, physicians, vendors and regulations in multiple state

System Administrators unfamiliar with
automated processes—platform needed to be foolproof and intuitive

Benefits

Streamlines three distinct business processes for contract management, insurance payments, and asset tracking

Regular and responsive reporting informs in essential business decisions

Improved visibility and foresight into contracts and payments reduced unnecessary spending on vendors

System administration managed effectively by non-technical team members

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