Optimization of Timesheet Submission Process for Improved Efficiency & Accuracy
Optimization of Timesheet Submission Process for Improved Efficiency & Accuracy
Project Overview:
While working at AdventHealth, I led a project to streamline the timesheet submission process for physicians. The original process involved multiple handoffs, inconsistencies in formatting, and frequent errors, leading to inefficiencies and delays. I defined and implemented a standardized workflow that improved accuracy, reduced back-and-forth corrections, and increased efficiency. This included creating clear submission guidelines, establishing naming conventions, and proposing the use of DocuSign better tracking and reporting.
Key Responsibilities & Tasks:
Process Mapping & Standardization:
I outlined a step-by-step workflow to standardize the entire timesheet process, from submission to final approval. This included defining the responsibilities of each stakeholder:
Executive Assistant: Completes and submits the timesheet.
Practice Manager: Reviews and approves the timesheet.
Physician: Signs off on the timesheet.
Vice President: Grants final approval.
Executive Assistant: Submits the approved timesheet for payment processing.
Standardized File Naming & Storage:
To ensure consistency and easy retrieval, I implemented a uniform file naming convention (e.g., Physician Last Name MM.YY Timesheet).
This made it easier to organize and locate timesheets during audits or reviews.
I established digital storage guidelines using OneDrive, ensuring all executed timesheets were properly stored and accessible to relevant staff.
Error Reduction & Quality Control:
I introduced accuracy checkpoints to catch and correct errors early:
Practice managers were required to verify that only eligible meetings were listed according to physician contracts.
Timesheets were reviewed for completeness and accuracy before progressing to the next stage.
This reduced the number of back-and-forth corrections, improving processing time.
Efficiency & Future Optimization:
I identified areas for continuous improvement, such as exploring the use of a shared Excel spreadsheet to log physician hours. This would create a centralized record, reducing the need for repetitive documentation and improving tracking efficiency.
Objectives:
Standardize the timesheet submission process to reduce errors and improve efficiency.
Implement clear guidelines for file naming, storage, and accessibility.
Improve accuracy and consistency by defining clear responsibilities and approval steps.
Propose the use of a shared Excel database for streamlined hour tracking and reporting.
Results & Impact:
Increased Efficiency:
The standardized process reduced the number of handoffs and corrections, streamlining the workflow and speeding up timesheet approvals.
Enhanced Accuracy:
Clear formatting rules and approval steps significantly reduced errors, ensuring timesheets were consistent and audit-ready.
Improved Organization & Accessibility:
The use of standardized file names and a centralized OneDrive folder improved document organization, making it easier to retrieve and reference timesheets.
Skills & Tools Utilized:
Skills:
Process Mapping & Optimization
Standardization & Quality Control
Workflow Documentation
File Management & Organization
Efficiency Improvement & Troubleshooting
Tools:
Microsoft Excel (for tracking and logging hours)
OneDrive (for centralized storage)
DocuSign (for digital approvals)
Outlook (for communication and timesheet submissions)
Conclusion:
By streamlining the timesheet submission process at AdventHealth, I successfully reduced inefficiencies, improved accuracy, and enhanced document organization. The standardized workflow and naming conventions ensured a more consistent and reliable process. My efforts also identified opportunities for future enhancements, such as implementing DocuSign application, to further improve efficiency and transparency.