The Challenge
A behavioral health organization operating 90+ service locations across multiple regions was growing fast — but their data infrastructure hadn't kept up. Their leadership team faced a familiar problem:
- ✓Fragmented systems — clinical data in one EHR, payroll in another platform, financials in a third. No single source of truth.
- ✓Manual reporting — regional directors spent hours every week compiling reports by hand, pulling data from multiple systems and reconciling in spreadsheets.
- ✓Limited visibility — executive leadership couldn't answer basic operational questions without waiting for someone to build a report from scratch.
- ✓Data quality concerns — when numbers didn't match between systems, nobody could quickly determine which source was correct.
- ✓HIPAA compliance — any solution needed role-level security, proper data governance, and audit trails.
The organization needed a unified operational view that connected clinical, financial, and workforce data — without disrupting their existing systems or requiring a massive IT overhaul.
The Approach
VisionWrights delivered a phased engagement, designed so that each phase produced immediate, usable value.
Phase 1: Assessment & Strategy (Weeks 1-4)
- ✓Mapped the complete technology landscape: EHR, payroll, general ledger, scheduling, and reporting tools
- ✓Documented every manual report and the time spent producing it
- ✓Identified data quality issues that were undermining trust in existing reports
- ✓Recommended a unified analytics platform with specific integration architecture
- ✓Delivered a "walk-away" strategy document — an actionable blueprint the organization could execute on their own if they chose to
Phase 2: Platform Build & Integration (Weeks 5-12)
- ✓Connected source systems into a unified data layer
- ✓Built role-based dashboards: executive scorecards, regional performance views, and team-level operational metrics
- ✓Implemented row-level security (HIPAA-compliant access controls)
- ✓Created automated data refresh pipelines — no more manual data pulls
Phase 3: Adoption & Optimization (Ongoing)
- ✓Trained regional directors and executives on self-service analytics
- ✓Identified automation opportunities for the 5 most time-consuming manual reports
- ✓Established a data governance framework (data dictionary, lineage, quality monitoring)
- ✓Built an AI readiness roadmap for future enhancements
The Results
Operational Efficiency
The biggest impact came from eliminating manual reporting work. Five manual reporting processes were identified for automation:
- ✓Billing report automation: 570 hrs/month saved ($342,000/yr)
- ✓Productivity report automation: 570 hrs/month saved ($342,000/yr)
- ✓Verification report automation: 40 hrs/month saved ($36,000/yr)
- ✓Payroll preparation: 10 hrs/month saved ($15,000/yr)
- ✓Executive census report: 4 hrs/month saved ($1,920/yr)
Total: 1,194 hours per month of leadership time redirected from spreadsheet work to patient care. $736,920 per year in projected savings.
Immediate Impact
This looks outstanding. I'm very excited about it.
— Regional Director
Our managers are going to love this. You're saving hours every week by eliminating the manual busywork — now we can pull it in 30 seconds.
— Regional Director
Data Trust
If the hours-worked numbers are accurate, this is a game changer.
— Operations Leader
When your leadership team doesn't trust the numbers, they can't make decisions. When they do, everything changes.
Leadership Utility
This is perfectly timed for quarterly reviews — hours and revenue checks become a quick glance.
— Regional Director
Board prep that used to take a week became a 30-second dashboard check.