Opportunity for Change

A leading healthcare provider, faced a significant challenge in managing the shift verification process for its hourly workers. Each week, the payroll team had to manually review shift entries and compare them to timecards, shift terminals, or website logs that workers used to clock in and out. This process was not only tedious and time-consuming but also prone to errors.

On average, the team reviewed 50 shifts per hour, with a 12% error rate. Incorrect approvals led to improper payments, requiring extensive corrections involving HR, payroll, and the workers. Conversely, denying correct shifts delayed worker payments, affecting morale and satisfaction. The payroll team dedicated two full days each week to complete these verifications, straining resources and impacting efficiency.

Solution

The healthcare provider turned to Quatra to develop a revolutionary shift entry verification solution. Leveraging advanced artificial intelligence and optical character recognition (OCR) technology, Quatra AI automated the verification process at the time of entry by the worker. Here’s how the solution worked:

1. Automated Verification: Quatra AI used OCR and natural language processing (NLP) to read and interpret the shift details from the timecards, shift terminals, or websites.
2. Real-time Comparison: The AI compared the interpreted data with the shift entries in the web application.
3. Immediate Feedback: If a mismatch was detected, the worker received an immediate notification to correct the entry.
4. Continuous Learning: The system collected feedback on corrected mismatches, continuously training the AI to improve accuracy.

This proactive approach ensured that errors were addressed instantly when enter by the worker, significantly reducing the burden on the payroll team and enhancing overall accuracy.

Benefits

High Return on Investment: By addressing errors at the point of entry, Sadiant Health minimized costly corrections later in the payroll cycle. This proactive error management saved substantial time and money.

Fast ROI: The solution was implemented and live within just four weeks from the project kickoff, delivering quick and tangible results.

Low Total Cost of Ownership: The setup was straightforward, and Quatra AI operated independently without requiring constant oversight. Its continuous learning capability ensured ongoing improvements without additional costs.

Increased Payroll Team Morale: The elimination of tedious shift verification tasks allowed the payroll team to focus on more strategic activities, boosting their job satisfaction and morale.

Enhanced Worker Retention and Satisfaction: With accurate and timely payments, worker satisfaction increased, leading to improved retention rates.

Results

The implementation of the shift verification solution with the Quatra platform yielded remarkable results:

• Error Rate Reduction: The error rate in shift verification dropped from 12% to 2%.
• Time Savings: The automated system eliminated the need for 10,000 manual shift verifications per week, saving the payroll team 200 hours weekly.

The healthcare providers collaboration with Quatra AI transformed their payroll process, demonstrating the powerful impact of artificial intelligence in streamlining operations and enhancing accuracy. This case study highlights the significant benefits of adopting innovative technology to solve complex, time-consuming problems, setting a new standard for efficiency in workforce management.