Headquartered in Jacksonville, Florida, Brooks Rehabilitation is a post-acute rehabilitation system with 14 business entities. For more than four decades, the company has delivered advanced therapy and medical care, along with the compassion, motivation, and hope to help people reach their highest level of recovery. Services include inpatient rehabilitation, nursing, assisted living and memory care, outpatient therapy, home care, community programs, and research.
For Brooks Rehabilitation, caring for patients is paramount. Yet providing high-quality care takes more than hiring skilled, compassionate providers. It also means adapting to and maintaining compliance with numerous regulations surrounding accounting accuracy and visibility.
Yet even as Brooks’ healthcare team made the switch to electronic medical records, the organization’s accounting team still struggled with a paper-based financial close. According to Hannah Marshall, senior accountant, “We had binders of journal entries for each user, organized by month. Our old process was to create the journal entry in Excel®, key it into our EHR, then print it out and attach proper backup documentation. Once the month was closed, all accountants had to hole-punch their entries, file them in a binder, and then give the binders to the managers for approval. The binders would sit in offices and collect dust until managers had a chance to approve them.”
The manual process and hard copy documentation severely hampered workflow—increasingly risky as the company expanded to serve more patients in need. “We were challenged by a lack of approvals. Sometimes entries were approved after the close was completed,” said Marshall. “Because everything was paper-based and highly manual, there was simply no visibility or oversight. It was very difficult for upper management to know where we stood during the close.”
In step with Under Armour’s mission of relentlessly pursuing innovation, over the last two years the company has acquired several new mobile app businesses and aptly named this market “Connected Fitness.” For Boyle, these businesses — MapMyFitness (acquired in December 2013), MyFitnessPal and Endomondo (brought on in the first quarter of 2015), and Under Armour’s own app, UA Record — represent not only a new reportable segment, but also three new company codes that operate on completely different non-SAP ERP systems and need to be incorporated into the company’s monthly close process. Using BlackLine, the company has been able to gain visibility into account balances and important information regarding the newly acquired entities. “BlackLine has been really useful in terms of gaining quick visibility into the ending balances in each of the accounts, giving our leadership a chance to review transactional details and key account balances without having full integration of those other ERP systems,” says Boyle. “That will continue to evolve as we go forward.”
Goals: Adopt a less manual and more scalable approach to monthly account reconciliations and book closing processes, as well as journal-entry retention, support, and review
Strategy: Implemented a scalable, automated, cloud-based solution for account reconciliations, journal entry, and financial tasks that integrates with SAP ERP and delivers push-button reporting and real-time access to data
Outcome: Shaved days of work off the desks of Under Armour’s accounting employees, who are now able to spend more of their time analyzing balances, reviewing results, and ensuring relevance and accuracy, rather than monitoring completeness and executing administrative tasks