Pathways: Saving One FTE with Real-Time Healthcare Analytics

[ CLIENT SUCCESS ]

Pathways: Saving One FTE with Real-Time Healthcare Analytics

Industry

Healthcare

Solution

Data & Business Intelligence

Client Since

2020

About Pathways

Pathways provides a broad range of community-based behavioral health services across 18 states plus the District of Columbia. The organization primarily partners with government agencies and school districts to deliver its services on site, but it also staffs and maintains many of its own outpatient facilities. Pathways is a growing enterprise with more than 5,000 staff and ongoing plans for expansion. The company understands that in addition to dedicated personnel and a strong management team, it takes rapid access to decision-making data to scale successfully. That’s why Pathways depends on BT Partners.

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“We’re all reading from the same book now. There’s not a single department within Pathways that hasn’t been helped by BT Partners and Domo.”

Robert Parrott

Director of Financial Planning & Analysis, Pathways

The challenge

Like most healthcare organizations, Pathways relies on a multitude of software applications to manage its operations. Pathway struggled to gain visibility across the disconnected applications. Without the ability to review all financial and operational data cohesively, the company risked making decisions without understanding the big picture.

“Our biggest challenge was not the lack of data. Our problem was too much data and no way to tie it together,” recalls Robert Parrott, Director of Financial Planning & Analysis for Pathways. “We have many source systems but each dataset was siloed. Any analytics we managed were all prepared manually in Excel. As we all know, spreadsheets are prone to errors, and of course there was the problem that no one knew if they were looking at the latest version of a document.”

Why BT Partners?

Pathways selected BT Partners for their expertise in healthcare analytics and their proven ability to integrate data from multiple systems into meaningful, actionable views. The team came highly recommended and quickly demonstrated a strong understanding of Pathways’ environment.

“Working with BT Partners is a pleasure,” Parrott concludes. “Even though they were familiar with our industry and the applications we are using, they approached the project with a genuine curiosity and openness that gave us superior results. I’d call our relationship a highly successful collaboration. Things change rapidly in the healthcare industry, and the combination of BT Partners and Domo help us pivot. By unlocking our data, they allow us to see how the world affects our business.”

The solution

BT Partners implemented a comprehensive analytics platform that aggregates data from Pathways’ various business applications into unified, real-time views. They developed customized dashboards and automated reporting packages tailored to the needs of finance, operations, and leadership teams.

Key enhancements include performance monitoring, employee retention analysis, billing error detection, and streamlined financial reporting. The solution prioritizes intuitive, accessible tools that empower users across the organization with relevant insights.

Planning the implementation, Pathways and BT Partners focused on integrating the financial information first, saving operational data inputs for round two. “Phasing the implementation like that worked well for us since it gave us usable data really quickly,” says Parrott. “In fact, after seeing how well Domo works and how easy BT Partners was to work with, we’ve expanded our scope even further and are now looping in other business applications more quickly than expected.”

Results & business impact

A particular concern for Pathways, and healthcare organizations across the country, is high employee turnover and the vacancies created. The company sought to better understand employee retention rates and the factors affecting those rates. BT Partners connected ADP with Domo, allowing the company to leverage payroll and timesheet data alongside financial data — and the results have been transformative. “Now more than ever, we need to keep a close eye on retention rates,” explains Parrott. “We want to understand what positions people are leaving, how long they’ve been with the company, and what a particular vacancy will cost us in terms of lost revenue.”

BT Partners built a retention dashboard that provides Pathway’s management team with this information in real time. “Previously, we could look at monthly reports, but now we have this information available on demand when we can still react and work to address situations before they become problems,” Parrott says.

Pathways has also significantly reduced time spent on manual reporting and improved access to timely, accurate data. Real-time dashboards have enhanced visibility into key metrics such as retention rates, billing accuracy, and financial performance, enabling faster issue resolution and better strategic planning. The organization estimates saving the equivalent of one full-time employee in reporting effort alone.