TSG implements Pegasus Opera II Document Management for Meallmore
Meallmore Ltd opened the doors of its first nursing home for the elderly 25 years ago in Daviot, just south of Inverness. In the ensuing years Meallmore has evolved into a leading provider of nursing and residential care, with nineteen care homes throughout Scotland. It is a family run organisation with a dedicated management team, including registered nurses and social care workers whose expertise is evident in the excellent standard of care provided by each of the homes.
Having evolved from three homes to nineteen over the last nine years, Meallmore has adapted accordingly in terms of staff growth and processes. They now work out of purpose built offices and IT is absolutely fundamental to the running of the organisation given their geographic spread.
'The Document Management module enables us to retrieve purchase invoices with ease and has made the processing of these invoices more efficient and resourceful for our staff'
The customer objectives
With so many care homes across Scotland, Meallmore needed to improve the workflow around the processing of purchase invoices. Across all the care homes they process several hundred invoices per month which was beginning to create major issues in terms of accessibility of copies and the physical storage of large quantities of paper documents. The archiving of old data was also being stored in lever arch files and then kept in boxes.
Angela Morrison, Finance Manager at Meallmore explains that ‘it was merely a matter of time before Meallmore reached maximum capacity for their paperwork storage’, so they requested the advice and expertise of TSG, Meallmore’s trusted IT Partner for the last nine years.
The TSG Solution
After reviewing Meallmore’s requirements for a more efficient way to store invoices and other paperwork, TSG recommended the add-on Document Management module for Pegasus Opera II.
Meallmore already used Pegasus Opera II as their business software platform, so it was practical to implement Document Management to help reduce paperwork and improve the workflow around the processing of Purchase Invoices.
Pegasus Document Management is a great way to help Meallmore go green and reduce paper waste. Pegasus Document Management is a complete image capture and file management system designed to help organisations move towards a paperless office, storing all documents electronically for instant access.
The benefits of Pegasus Document Management to the Care Home Industry
Since introducing the Pegasus Opera II Document Management module, all purchase invoices at Meallmore are now scanned and attached to the relevant ledger entry.
Aside from the significant cost savings to the organisation, staff can easily access information on any care home spend. Reviewing ledger entries AND accessing the associated supplier invoices without having to search through numerous files to find the hard copy is now a simple task. Angela finds this extremely valuable when preparing monthly Management Reports. ‘The Document Management module enables us to retrieve purchase invoices with ease and has made the processing of these invoices more efficient and resourceful for our staff. We used to have to review our purchase ledger transfer report to make sure that everything had been assigned to the correct nominal code which took a lot of time. I’m pleased that we can now spend more time getting on with other important tasks with the time we save on this process.’
Meallmore has also changed the system for archived data – now only holding on to them for a maximum of three months after which they are sent for shredding which offers a considerable benefit on the usage of limited storage space.
Meallmore has the added benefit of being able to rely on a robust software solution through TSG’s SystemCare service which supports their Pegasus software investment. SystemCare is an advanced IT support service designed to ensure that Meallmore’s IT system is proactively monitored in order to help to protect against IT system failure and data loss.
The future for TSG and Meallmore
Delighted with the Document Management software, Meallmore is already looking at ways in which the organisation can use it to their benefit for other electronic document storage purposes.
The next function they intend to use it for is to easily scan and electronically store personnel data (e.g. UK permission to work certificates, P45’s, copies of driving licences). These documents will then be attached to the relevant record on the employee payroll and personnel file within Opera II.
Aside from Pegasus Document Management software, TSG is also now assisting Meallmore in their initial research into implementing a company Intranet.