Case Study
Automation in Action: A New Era for Southeast X-Ray
Southeast X-Ray automated its billing and payments, saving time and empowering staff to focus on growth.
Organization
Southeast X-Ray, an imaging practice serving VA entities across U.S.
Need
Manual billing made it hard to keep up with high transaction volumes.
Outcome
Automation freed staff to focus on growth and improved billing speed.
Understanding the situation
Southeast X-Ray — a multi-location medical imaging practice managing billing for medical radiology procedures — faced significant operational hurdles.
The team struggled to keep up with the demands of processing thousands of invoice lines each month. Matching payments to invoices — especially when payments covered hundreds or thousands of transactions — required painstaking manual and labor-intensive effort.
This approach limited the company’s ability to scale and take on additional customers, as the existing workflow was not sustainable for higher volumes.
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Exploring the challenge
To address these challenges, Southeast X-Ray engaged CLA’s digital services team.
CLA designed and implemented a data model using Microsoft’s Power Platform, leveraging Dataverse for data storage. This model captured invoice information from the billing system and payment details from customers, enabling automated matching of payments to invoices.
Automation has transformed our billing workflow. What used to take days now happens in the background, reliably and accurately
The technical approach included:
- Automated data ingestion — Each morning, a flow checks an SFTP server for new billing files which average around 1500 lines per day. These files are processed and evaluated based on the customer.
- Invoice and payment matching — For high-volume customers, CLA created individual invoice records in Dataverse and mirrored them in Sage Intacct. Payment files, received twice monthly, are also ingested and stored. A unique key was created based on attributes of the encounter and used to match payments to invoices accurately.
- Bulk invoice processing — For lower-volume clients, monthly invoices are generated and processed in batches after the start of each month.
- User interface for billing professionals — CLA created a custom user interface for billing staff to review and resolve mismatches, such as discrepancies in service dates or CPT codes between invoices and payments.
This approach replaced manual entry and reconciliation with automated processes, allowing Southeast X-Ray to handle larger transaction volumes and reduce the risk of errors.
Achieving results
CLA’s automated workflow setup delivered substantial improvements for Southeast X-Ray. The most notable impact was the significant reduction in time spent on invoice creation and payment application within Intacct. The automation of payment-to-invoice matching, previously a major bottleneck, now operates seamlessly, freeing staff from tedious manual work.
Since going live at the start of the year, CLA has provided ongoing support, mostly related to adding new customers or addressing data quality issues from the billing platform. The automation has proven robust, requiring minimal intervention.
