Sage Intacct Helps Leading Cancer Treatment Facility Accelerate its Monthly Close by 85%

CHALLENGES

Preparing for Growth with Modern Financials

One of Alabama’s largest oncology practices, Clearview Cancer Institute serves its community through highly trained professionals who help ease patients’ journeys by providing individualize compassionate care. Clearview recently expanded its footprint in order to provide more rural areas the opportunity to receive treatment close to home, and now operates nine locations across North Alabama.

Previously, Clearview was managing all of its accounting in Intuit QuickBooks Enterprise, software that simply wasn’t built for a multi-entity company with the kind of growth it was expecting. The finance team knew that in order to manage the granular reporting needs their expanding business required, it was time to embrace a modern, cloud-based financial management solution. “On QuickBooks, we were keying in all of our receivables from the bank by hand, which took two or three hours every week. We also had to dig through the data manually if we ever wanted to evolve the way we looked at our metrics, so we often just didn’t bother,” remembers Carol King, the lead accountant at Clearview Cancer Institute.

Her team settled on Sage Intacct as their financial platform of choice, and brought on Sage consulting partner, Cargas, to help with a quick migration and implementation. “Cargas walked us through every aspect of Sage Intacct and helped us think ahead about what we might need from our financial software in the future,” shared King. “They got us to look outside of the little QuickBooks box we were used to, and embrace new processes that will definitely help us stay agile as we grow.”

SOLUTIONS

Increasing Finance Team Productivity 25%

Since adopting Sage Intacct as the best-in-class backbone of both Clearview’s operational and imaging entities, King estimates that the finance team avoids hours of weekly data entry, weeks of manual allocations in Excel, and at least a day of report preparation each month. These benefits are a result of the new system’s powerful multi-entity capabilities—including dynamic allocations, streamlined reporting, integrated accounts payables automation from Sage Intacct partner Yooz, and rapid data imports. The team can now import pertinent details from their bank, credit card statements, payroll software, and time system directly into Sage Intacct at the click of a button. All of these savings helped slash the organization’s monthly close from a couple weeks to no more than a day and a half.

“I absolutely love the way dynamic allocations work in Sage Intacct,” said King. “The system instantly divvies up corporate expenses across our locations based on the number of both doctors and other staff at each site. Rather than just treating each facility the same, we were able to set up a more precise model that takes the size of each location into account, and it works perfectly every time.”

Overall, King estimates that the Clearview finance team is at least 25% more efficient now that Sage Intacct has automated so many of their day-to-day bookkeeping tasks. As a result, they’ve been able to effortlessly keep up with the business’ expansion over the last two years. Despite adding four satellite locations, which more than doubled the total number of bills and other financial transactions to process, the four-person team only had to add one clerk.

“Now that Sage Intacct makes our finance team at least 25% more efficient, we can go home on time and get to see our families more—that’s huge. Even with more doctors and transaction volume, finance hasn’t slowed down. And as we grow, we’re continuously trying out new ways to track and improve our performance across various dimensions of the business, so it’s been a saving grace that Sage Intacct makes it so much easier to get that information to our executives and the board.”

—Carol King, Accountant, Clearview Cancer Institute

RESULTS

Improving Practice Profitability and Decision-Making

Thanks to the time Sage Intacct freed up for analysis, along with the system’s custom report writer and multi-dimensional approach, Clearview’s finance team has the flexibility they need to accurately provide any reports their stakeholders request. For instance, they can compare the profitability of different physicians, or tracking multi-location vendor spend and drug costs. This is driving better decision making and greater confidence across the practice.

In addition, each member of the finance team monitors important balances, metrics, and trends on their own personalized Sage Intacct dashboard, including items such as allocations, depreciations, payables, accounts balances, payroll, and cash flow. “Our CFO looks at the money coming in and going out every day and trusts the numbers he has in Sage Intacct,” mentioned King. “That transparency definitely helped us with our latest year-end, since we pretty much knew exactly how our numbers were going to look and how much more money we had to spend by the end of the year.”

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