Singapore’s medical facilities are often ranked as the most modern, well equipped and efficient in the world. Nevertheless, the population ratio of 1 doctor per over 500 people makes healthcare an extremely labor intensive field of business in the country, with a great number of incoming documents daily.
received from vendors daily
positioned for scanning and verification
gain in workforce optimization
In one of Singapore’s healthcare facilities the average throughput used to be 2,000 vendor invoices per day. Their registration was based on manual data input. In order to process a document, an employee had to manually retype the invoice number, vendor name, invoice date and other data from paper documents into the company’s internal system. This procedure was highly time-consuming, and due to the human factor a considerable number of errors occurred. As time is crucial in business, any delay in invoice processing affected the entire workflow. Moreover, vendor invoices typically have a short validity period, and companies are subject to fines for delayed payments.
In order to avoid the aforementioned difficulties and improve productivity, the institution needed an alternative solution.
The main aim of the project was to reduce the labor intensive work and increase the efficiency of document processing.
In order to choose the best automation solution the healthcare institution held a tender, which was awarded to Pericom Imaging (S) Pte Ltd. The team suggested a system based on ABBYY data capture technologies. In approving this decision, the customer took into consideration the company’s reputation in the industry, as well as their efficiency and excellent customer service.
ABBYY FlexiCapture for Invoices was chosen for its ability to capture essential data from various invoices right off-the-shelf, without complex set-up. The software is auto-learning, and when new invoice types arrive, the operators may train the system by themselves.
Afterwards the data are transferred into accurate, searchable and highly structured electronic formats.
To cope with the existing daily volume of documents, the institution introduced 3 scanning stations to automatically scan the documents into a shared folder, and 2 verification stations under the control of operators for semi-automatic verification of captured data.
Once verified, the data are exported directly into the company’s internal financial database. Thus, most of the manual data entry and verifying work at the facility has been automated.
Within only 1 month of implementation, ABBYY FlexiCapture for Invoices has proved to be an extremely efficient tool with an average processing productivity of 700 invoices per 1 hour.
Before the implementation of the solution 3 full-time data entry operators and 3 full-time verifiers had to spend 8 working hours to process 2,000 documents. After installing ABBYY FlexiCapture for Invoices the manpower has been cut down to 2 full-time verifiers and 1 part-time worker, who are able to finish the same amount of work in 4 hours.
Thus, with the help of the software the healthcare institution has been able to optimize the manpower by almost 60%. 2 staff members and 1 part-timer can now pull off the tasks that used to involve 6 people — and for only 50% of the original time.
The significant decrease in time and resources drives the company’s business processes and allows to cut expenses, shift the focus to other activities and increase overall efficiency. In addition, the implemented software has been crucial in eliminating mistakes, making the results considerably more accurate.