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Samaritan Health Case Study

Business Profile

Samaritan Health Services is a healthcare organization with approximately 5,200 employees that serve the Central Willamette Valley and Central Coast of Oregon. Samaritan operates five hospitals and numerous physician clinics as well as a senior care facility in these areas.

Like many organizations with a large employee count, payroll processes can be quite complex and require a lot of administrative time. According to ElectronicPayments.org, three out of four employees who have access to direct deposit use the service, so in a world where employees want to receive their pay electronically, it makes sense to provide their pay stubs electronically as well.

Samaritan wanted to reduce payroll production and administration costs by offering online pay statements. "We wanted our employees to be able to view their pay stubs online while lowering costs in the Accounting department," remarked Hallie M. Clark CCP, Accounting Supervisor for Samaritan Health.

Business Objectives

The challenge for Samaritan was simple — find a cost-efficient solution that provides employees with easy access to pay statements and reduces the hard costs associated with printing and mailing paper pay statements. "Cost was a very important factor for us. We needed a product that would be easy for our employees to use, and assure them that their information was secure," stated Clark. Since Samaritan uses the Meditech Payroll Solution, it was also crucial that the online pay stub solution work seamlessly with their current process.

The Doculivery solution that Samaritan chose is a modular system that allows them to automate one or many types of documents in different departments like AP, AR, and HR. With this kind of system, Samaritan can implement paperless versions of pay statements, W-4s, 1099s, invoices with click-to-pay features, and virtually any other printed forms all within a scalable system on their schedule.

This SaaS environment also eliminated the need to purchase any software or updates since Doculivery is a completely outsourced solution that is compatible with many payroll and accounting systems. Samaritan also elected to implement online employee W-2 forms since additional cost savings was expected and it enhanced Samaritan's plan to provide electronic delivery of as much information as possible to employees.

The Doculivery pay stub solution easily solved both problems for Samaritan. Since NatPay provides online document management solutions to hundreds of healthcare organizations across the nation, the integration process was well below industry standards — providing Samaritan employees with an online pay statement within four weeks of completing an agreement. Many online document management systems require 16-22 weeks to fully integrate and get up and running.

Training for Doculivery is another aspect that sets the system apart from other SaaS-based offerings. "Doculivery is easy to use and understand for the administrators and the end users. NatPay provided a solid product for a good price, and also provided
good support when needed," said Clark. "We estimated about a 30k savings in year one after implementation."

The benefits of Doculivery are great for both employer and employee alike. Reductions in production and administration costs serve management objectives to reduce costs especially in a struggling economy. Having the advantage of increased employee self service that's safe, secure, and easy to use is also of tremendous value for any company. When asked how the employees adapted to safe and simple access of online pay stubs, Clark stated that "they really enjoy being able to look at previous pay stubs easily without requesting the information from Payroll. They also like that they receive their pay stubs earlier with the new online process. Here in Oregon, employees also really appreciate that we make efforts to reduce paper usage and be 'more green.'"

"NatPay is honored to add Samaritan Health Services to our expanding list of satisfied clients and we appreciate the opportunity to offer a wide range of online document solutions that positively affect the bottom line for this leading healthcare services
provider. We believe that our quality of implementation and overall capabilities of our Doculivery offering are key differentiators in the marketplace," remarked Michael Anastasiou, Vice President of Sales and Marketing at NatPay.

"NatPay strives to ensure the client receives the best possible return on their investment both financially and administratively by implementing best of breed paperless solutions. Satisfied employees create a culture of success and partnership with the HR, Payroll and Accounting organizations. We understand that change for an organization is sometimes difficult and we are excited to help our clients ease that transition for their employees," said Anastasiou.