Utility Bill Processing & Payment Accuracy for a Leading Healthcare Group

Utility Bill Processing & Payment Accuracy for a Leading Healthcare Group

Client Overview

The client is a U.S.-based healthcare group that manages a network of nursing facilities across multiple states. With high utility consumption across locations, timely and accurate payment of utility bills—including electricity, sewer, gas, telecom, and internet—was critical to daily operations. Utility interruptions could result in severe operational disruptions and compliance issues.

Challenges Faced by the Client

1. Lack of Internal Manpower

The client lacked in-house resources to manually process and pay invoices for over 100 utility accounts. They needed additional support for new facility openings and vendor onboarding.

2. Risk of Missed Utility Payments

Essential services such as electricity, gas, and the internet were at risk due to delayed or missed payments. Utility shutoffs could directly impact patient care and facility operations.

3. Administrative Burden

Managing account setups, vendor registrations, and issue resolution with utility providers was overwhelming for their limited team. 

Why the Client Partnered with ARDEM

1. End-to-End Utility Bill Processing Service

ARDEM offers invoice processing, payment management, and vendor communication—all under one roof.

2. Manpower Support for Invoice and Payment Processing Without Hiring

The client wanted to extend its operational capability without adding full-time staff for invoice processing or payment processing services.

3. Expertise in Healthcare Utility Compliance

ARDEM’s knowledge of critical utility management in healthcare settings gave them confidence.

4. Business Process Outsourcing Services with Precision

ARDEM’s dual-entry validation and QC model ensured all invoices were processed accurately and on time.

How ARDEM Solved These Challenges

1. Complete Utility Invoice Processing and Payment Management

We registered utility accounts on vendor portals using client-provided credentials. Our team downloaded invoices for 118+ utility accounts each month. We took care of utility bill data entry into the ARDEM Collaboration Platform. Our dual data entry and quality control reviews ensured 100% accuracy.

The payment processing was done by generating payment suites and completing payments directly through vendor portals or via phone when required.

2. Zero Missed Payments for Utility Bills Processing

ARDEM processed utility bills as soon as statements were available, eliminating the risk of overdue payments. The team ensured that no backlogs were created, maintaining 100% current processing.

3. High Accuracy and Simplified Operation

Leveraged half an FTE on night shift to manage daily invoice intake (5–6 invoices/day). We delivered 100% accuracy with QC done by a senior processing officer. We supported growth as more utility accounts were added each month.

How the Client Benefited from ARDEM’s Utility Bill Processing Services

✅ 100% Accuracy in Invoice and Payment Processing 

Dual data entry and QC ensured payments were completed without error.

✅ On-Time Utility Payments 

Invoices were paid promptly on the day they were generated—no late fees, no disruptions.

✅ End-to-End Vendor Management 

ARDEM managed vendor registrations, logins, issue resolution, and new account setups.

✅ Efficient Resource Utilization 

The client benefited from a scalable model using just half an FTE while meeting full invoice processing needs.

✅ No Backlogs 

The process remained current at all times—avoiding operational delays at healthcare facilities.