Case Study: Bill-Only Automation At UC Irvine

Customer Profile: UC Irvine

Total Annual Surgical Cases: 15,200
Number of Hospitals: 2
Number of Bill-Only Charge Sheets per Year: 5,520
Total Bill-Only Spend: $27.7M per Year

Bill-Only Challenges

Like many large academic institutions, UC Irvine faced significant challenges with its Bill-Only management workflow. Pertinent data was scattered across various platforms, requiring manual validations that slowed operations and increased financial leakage such as duplicate payments and pricing and utilization errors. The lack of a centralized data source also hindered vendor performance tracking, making it difficult to manage relationships effectively.

Manual data entry for requisitions and purchase orders across three different departments was time-consuming and prone to errors, resulting in bill sheets taking 10 days to process. With accumulating delays, charge sheet backlogs often stretched to 14-20 days. Communication with vendors to resolve discrepancies and finalize purchase orders was a slow and fragmented process, further hindering efficiency.

UC Irvine aimed to enhance surgical efficiency and operational outcomes by digitizing its Bill-Only process. They sought to reduce administrative burdens, break down siloed departments, and increase vendor compliance, creating a more reliable and predictable workflow that aligned with their commitment to excellence in patient care.

ReadySet Results

Within the first 3 months of implementation, ReadySet Surgical coordinated 1,638 cases and processed 836 bill sheets, totalling over $6.1 million in Bill-Only spend. This resulted in a positive ROI by identifying the following issues:

• $68,140 in pricing errors
• $221,851 in duplicate bill sheets
• $370,014 in utilization errors

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