Carolina Family Health Center: MIP Accounting Success Story

Results

With MIP, we can create segments to allocate and track grant money across multiple programs and fiscal years,” explains Kimberly Terry, CFHC Director of Finance. “You have to understand the full capabilities of what MIP can do to get the most benefit out of it. Because, when you set up the system to do exactly what you need it to do – for example, categorize programs and funding sources using segments – it makes tracking and reporting much easier in the long run. It’s all about the input.”

Terry says MIP also helps CFHC with its segregation of duties. “We give role-based access to MIP to different individuals in the finance department and across the organization,” she explains.

“So, for example, one person in finance has access to enter accounts receivables, while another checks the data entry to ensure it was done accurately. Then, the data is posted by the Director of Finance after review. Nobody’s perfect – so any time you have humans inputting data, there’s opportunity for error. But this way, 99 percent of the time, we’ll catch any errors immediately.”

And with countless stakeholders – from internal program directors to the board, to state and federal grantors – financial reporting can be time-consuming and complex.

“We generate and send reports monthly, quarterly, annually, depending on the stakeholder,” says Terry. MIP enables the team to customize reports to reflect what each stakeholder needs, when they need it. “For example, using DrillPoint Reports,” explains Terry, “I can generate profit and loss statements by department, by location, and against budget. I can get data out of MIP in multiple ways for multiple reports to satisfy multiple audiences.”

Additionally, CFHC has transformed how it handles HR and payroll. HR Modules streamline work and eliminate costly duplicate entry.

“Before we implemented the HR modules, we were having to enter payroll information into MIP and then enter it again into our payroll system,” explains Terry. “EWS was a game changer for us. Because before, all employees had to swipe their personal card at a time clock to log their hours. Then, we had to print out the time clock logs, manually calculate hours worked, then get each employee and his or her manager to sign off on the calculations. We were doing this for 140 employees.”

“With EWS, employees now log their hours in the system and supervisors approve them online. There’s no manual entry required, and the data is automatically shared with MIP,” says Terry. “EWS saves the Payroll team a day and a half worth of time every single pay period. EWS allows mileage reimbursements to be entered as well, to be paid through payroll.”

The HR modules have also helped CFHC streamline the management of work scheduling, giving supervisors visibility into clinic-by-clinic coverage, and benefit elections and tracking.

In addition, the team has integrated Aatrix, which automatically pulls data from MIP for e-filing tax forms, including W2s and 1099s.