Health Data Specialists, LLC (HDS) is a healthcare information services company providing consulting services to healthcare facilities in the United States. Since 2003, HDS has worked with organizations of all sizes – including regional healthcare centers, training facilities and large hospitals to design, configure and implement software applications.
Almost all of Health Data Specialists’ employees work in a client’s premises onsite each week. The company’s significant number of field-based workforce will typically travel on Monday morning to visit the client, return home on Thursday night, and finish the week working from home on Friday. Over the years, client assignments have also increased in number and complexity, with people often working on multiple projects or with different co-workers simultaneously.
Previously, employees used Excel-based spreadsheets to enter time against client projects, and submit expenses. This was then sent to the administrative team to review, manually enter into the company’s QuickBooks accounting system, then process to invoice clients and reimburse staff.
According to Troy Hendrixson, senior vice president and partner at HDS, this manual process was tedious, costly, and more susceptible to billing errors.
“Our admin team invoices our clients every two weeks, but this deadline did not align with checking against employees’ time and expense reports. The process to print and review these spreadsheets took several days, and any errors we’d identify prolonged the undertaking even further. In some cases, we’d even need to revise our invoices to clients. In short, we unquestionably needed a more efficient and automated system,” he said.
Hendrixson researched a number of solutions, and heard about Replicon from several colleagues working at a similar company who spoke highly about Replicon’s solutions. After a more granular evaluation, HDS selected Replicon’s solutions in client billing, expense management and time off management, to centralize and simplify how the company managed its workforce and cash flow.
According to Hendrixson, implementing Replicon was a very smooth process, including the time taken to train all staff on the system and ensure Replicon was integrated seamlessly into HDS’ QuickBooks accounting software.
“We had a lot of checks and testing ahead of Replicon going live, but once the system was in place, we had things up and running with virtually no problems. A standout feature for us was that all the applications we selected from Replicon – tracking projects, submitting expenses, and managing employee time off – lined up with our payroll system. The ability to sync this information in the cloud was a significant time saver,” he said.
"What's fantastic about Replicon is that it supports the way people work. Whether people wait until the end of the week to complete their timesheets and expense reports, or snap a photo of the receipt as soon as they have paid, Replicon provides a great deal of flexibility."