Kaiser Permanente Accounts Payable

Kaiser Permanente

Founded in 1945, Kaiser Permanente is one of the nation’s largest not-for-profit health plans, serving more than 8.6 million members, with headquarters in Oakland, CA.We operate in 8 regions across the country, mostly in California:

8 Regions Member population

Colorado 6%

Georgia 3%

Hawaii 3%

Mid-Atlantic States (VA, MD, DC) 6%

Northern California 38%

Northwest (Oregon/Washington) 6%

Ohio 2%

Southern California 38%

Kaiser Permanente, cont.

Hospitals 35

Medical Offices 454

Physicians 15,129

(Approximate, representing all specialties)

 

Employees 164,098

(Approximate, representing technical, administrative and clerical employees and caregivers)

 

Operating Revenues

2009: $42.1 billion

2008: $40.3 billion

2007: $37.8 billion

2006: $34.4 billion

2005: $31.1 billion

Kaiser PermanenteAccounts Payable

Approximately 4 million vouchers are processed in California, representing $12 billion in spend

Today we are migrating to 100% imaging,but historically possessed a combination ofdigital images and traditional hardcopy storage

State tax audit for years 2003-2006 (in our Northern California region) File retention status is a combination of digital images and hard copy documents Request to have 5,000 documents pulled for the audit Able to locate 2,500 combined images and hard copy documents It took more than one year to pull archived boxes (over 1,000) and had to pull the

same boxes multiple times upon --- appox half were unaccounted for Identified invoices were miss-filed within boxes Over time, we identified invoices that were placed in wrong

boxes Inconsistent archive labeling

State of California understood our problem and gave us a deadline of one year to resolve issues or be penalized on the results

Our Challenge

Needed a Solution

Complete imaging and indexing of documents Requires substantial effort Documents would be out of our control Indexing would be on key fields -- what if information was transposed or

incorrectly translated? Was this the best possible solution?

Incorporate OCR technology that would capture most allcomponents of document Had to be implemented quickly because of California’s deadline Traditional template systems would not be practical for many

document types Could we install a system and begin use immediately? Brainware, offered a solution different from other providers

Had demo of Brainware OCR technology including last-minute document scanning Product was able to retrieve all items we had designed in our test plan

Resolution

Began scanning immediately, in large groups to expedite the process

Late implementation (mostly because of our requirements), Brainware support team implemented virtually over week-end

Once installed, began crawling, capturing the OCR data. We had 30 days to complete the image pull

In the 30-day period, we were able to capture and print the majority of the missing images