ProMedica Senior Care P-Card Program Management

ProMedica Senior Care, formerly HCR ManorCare, is a mission-based, not-for-profit integrated healthcare organization, caring for people nationwide. We are a leading provider of short-term, post-hospital services and long-term care with a network of hospitals, physicians, a health plan, skilled nursing and rehabilitation centers, Arden Courts memory care communities, home health and hospice agencies. Driven by its mission to improve health and well-being, ProMedica has been nationally recognized for its advocacy programs and efforts to address social determinants of health.

• No prior P-Card program experience.
• ProMedica Senior Care needed to establish brand new processes and procedures to meet the organization’s business requirements.
• They had a highly dispersed potential user community.
• There was a complex coding requirement with a need for self-service access to a chart of accounts.

Among configuration highlights of DATABASICS Expense was the creation of a separate report type for P-Cards that essentially “walled off” P-Card processing from expense reporting. To categorize purchases, the applicable Chart of Accounts codes were mapped to the P-Card report types. Additionally, associated codes like Department and Activity were restricted to valid combinations with respect to account selection. A specific user group was granted access to audit P-Card reports. To post transactions, a new upload was configured with provision for “unapplied transactions” a feature required for posting of accruals. Finally, with respect to reporting, travel expense data and P-Card data were effectively segregated.

The new P-Card ecosystem system “inherited” the single sign-on capability of the expense reporting implementation, an ease-of-use feature that was immediately appreciated by ProMedica Senior Care purchasers and users. Other benefits were reduced invoice processing costs from the former invoice processing system, better vendor relations, and greater visibility into spend for managers.