1. Prior to doubling in size by merging with QoL meds and becoming
Genoa, a QoL Healthcare Company, Genoa integrated Metafile’s
MetaViewer into their accounts payable department, saving them
time and increasing efficiency.
Highlights:
Automated 100 percent of company’s invoices. Genoa went into the
implementation process with the goal of automating 50 percent of their invoices. After
going live, Genoa’s payables department went 100 percent paperless and, after merging
their databases on Nov. 24, the QoL addition has also become 100 percent paperless
making the entire integrated company—Genoa, a QoL Healthcare Company—
completely automated. The implementation is saving them time, increasing efficiency
and allowing them to streamline AP processes.
Customized to accommodate unique company requirements. As a business
with multiple locations nationwide, Genoa needed a solution that would streamline
AP processes. MetaViewer allowed them to seamlessly send AP invoices to the correct
location using unique indexes and fields. MetaViewer was also customized to allow for
unique viewing rights for Genoa general managers, regional managers, corporate
officials, etc.
AP automated workflow increased efficiency. MetaViewer automated Genoa’s
invoice approval process by recognizing the previous approver for invoices coming
from each specific pharmacy location, and automatically adjusting the workflow to
route all subsequent invoices from that location to that same approver. This has saved
Genoa time and hassle when approving and managing viewing rights of invoices at
each store.
Efficient Fast Track solution installation with training. The MetaViewer team
was able to install the Fast Track solution in less than one day. Genoa employees were
then trained on every additional part of the solution as each unique requirement was
implemented and satisfied.
Situation: Before merging with QoL meds, Genoa Healthcare needed to
automate AP processes and cut down unique roles by half in order to save
time.
USER STORY
COMPANY PROFILE:
• First prescription filled in 2002 in
Renton, Wash.
• Specializes in behavioral health
• Started opening pharmacies in the
Pacific Northwest
• In 2003, Genoa expanded its
pharmacy service across the country
GOALS:
• Automate 100 percent of invoices in
AP department
• Create unique viewing rights based
on employee position within the
company
• Invoice scanning and automation
• Customize AP processes for multiple
locations
SOLUTION BENEFITS:
• Seamless integration with Microsoft
Dynamics GP
• Save time by automating AP
processes
• Eliminate hassle of manual
approval processes
• Recognize differing use taxes based
on pharmacy location
Genoa, a QoL Healthcare Company
tears through the paper trap by
automating invoices.
Metafile Information Systems, Inc. • 3428 Lakeridge PL NW, Rochester, MN 55901 • Ph: 800.638.2445 • Fax: 507.286.9065 • Email: info@metafile.com
We like your product, we like how it
integrated with GP, we’re just in love
with it.”
Deanna Brossard Accounting Manager
Genoa

2. Metafile Information Systems, Inc. • 3428 Lakeridge PL NW, Rochester, MN 55901 • Ph: 800.638.2445 • Fax: 507.286.9065 • Email: info@metafile.com
MetaViewer is a registered trademark of Metafile Information Systems, Inc. All rights reserved. © 2013 Metafile Information Systems, Inc. 10/14
Genoa’s humble beginning began by filling prescriptions in the back room
of a small, independent pharmacy only 12 years ago. Now, with more than
125 full-service, on-site pharmacies in 31 states and the District of
Columbia, Genoa Healthcare is the largest behavioral health pharmacy
provider in the country. Now, they are expanding even further. Genoa
merged with QoL meds—a pharmacy chain that also provides services for
behavioral health—on July 15, 2014 and plans to fully integrate the two
organizations by Jan. 1, 2015.
Before automating their AP processes with MetaViewer, Genoa had a one-
person AP staff who utilized a very manual and undocumented AP process.
“We knew that with the impending merger, carrying on with a manual
process would become difficult for us to manage,” accounting manager
Deanna Brossard said.
Shortly after solidifying the merger, Genoa’s AP department had a
transition in staff. Two AP specialists were hired to keep the department
running smoothly, but the undocumented process made it difficult to
transfer the knowledge of the manual AP procedures to the new hires.
Brossard said that with the merger approaching fast, it was important that
the procedures be safely stored and documented in a computer system.
Prior to choosing the MetaViewer solution, Genoa had a myriad of manual
processes committed to memory that they were using in their AP
department. Invoices for more than $500 were emailed to be approved by
store managers. Printing, scanning, emailing and filing invoices decreased
the AP department’s efficiency and made it difficult for them to keep track
of where invoices were in the approval process.
They are now following an automated approval process with MetaViewer
in order to enforce approval rules and avoid mistakes from manual
processes. They no longer need to print and file invoices, saving both time
and paper. MetaViewer also makes the approval process simpler by
escalating approvals if invoices are not acted upon right away.
“MetaViewer decreases the number of times that each invoice is touched,”
Brossard said.
As a large company with multiple locations around the U.S., Genoa was
also in search of a solution that would help make the location
differentiation process for invoices simpler, and one that would provide
site managers more visibility of their location. With MetaViewer,
managers have the ability to see pending invoices and approvals for their
locations. They are also able to search all invoices for their specific store,
making the company more transparent.
The compatibility and integration into their Microsoft Dynamics GP
system was exactly what Genoa was looking for.
“No one else seemed to have a true integration like MetaViewer,” Brossard
said. “We liked having access to MetaViewer from within GP and nobody
else offered that.”
Solution:
Getting Genoa onto the Fast Track to a more streamlined AP process took
off after MetaViewer regional sales manager Doug Bertram showed them a
product web demo in May 2013. By late summer, the order was placed and
business analysts and solutions engineers could start working on the
installation process.
“From an implementation point-of-view, it was a poster child of how we
like to see installs go,” Metafile business analyst Tom Ress said.
In order to give Genoa an idea of what the MetaViewer system is capable of
and the features it has to offer, the implementation team installed the
MetaViewer Fast Track solution model into Genoa’s system in just four
hours. As Genoa employees operated the MetaViewer model during
training, they were able to determine which pieces of it they wanted to
keep, which ones they wanted to change and which ones they did not need
at all. The model was then customized to meet Genoa’s unique
requirements, one of the benefits of the MetaViewer system.
“That’s why you’re buying MetaViewer,” said Bertram. “It’s not set in
stone.”
Metafile technicians went to work putting together a system that would
work seamlessly with Genoa’s Microsoft Dynamics GP platform, and as
each piece was put in place, a demo was done with Genoa employees to
ensure they understood the product.
After discovering that the merger with QoL would be upon them within
the year, Genoa employees were trained, went into unit testing and,
within only two weeks, went into production with the product.
“We had to go into test mode and train mode and implementation mode
within a couple of weeks,” Ress said.
Genoa requested that the MetaViewer team implement many additional
requirements to help them prepare for the merger and to accommodate
their multiple locations. The team was able to put together the crucial
changes so that the staff at Genoa could be trained on the system, and will
continue to satisfy change orders throughout the merging process.
“Everybody has been amazing and they’ve all been so helpful,” Brossard
said.
Results:
Since Genoa has implemented the MetaViewer system, solidifying AP
procedures and processes into one system has been crucial to the training
process, especially with the merger underway.
“Since we’ve implemented it has been so much easier to train people,”
Brossard said. “We were able to automate a very manual process and now
have greater visibility of the process from start to finish.”
Rather than trying to remember all of the invoice procedures, all AP
employees can now be trained on one fluid system that streamlines the
process. MetaViewer has also allowed Genoa to double in size but keep the
same number of AP employees because the MetaViewer solution has taken
on much of the workload, preventing the newly-merged company from
having to double their AP staff.
“We wanted the ability to grow and work smarter rather than continue to
add personnel in order to maintain an outdated practice,” Brossard said.
The solution has also helped Genoa exceed their goal of automating 50
percent of their invoices. Genoa has been 100 percent automated and the
QoL addition has also become fully automated after the company
databases were merged. MetaViewer has also helped Genoa increase
efficiency, cut back on filing and make the merger smoother and more fluid
with a consistent and effective training process.
Healthcare Leader Steps off the Paper Trail to Increase Efficiency.
MetaViewer + Genoa
To learn how MetaViewer can significantly improve your ERP solution and experience
Paperless ERP, contact your sales representative or visit www.metaviewer.com.