Blog | HR |
10 Min Read
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June 13, 2024

WeCare Centers Sees 7 Key Benefits with Empeon’s HR & Payroll Solution

by Nina Santos

WeCare Centers, a New York-based nursing home group, switched from contracting out its HR and payroll back office to building its own with Empeon’s cloud-based HCM solution. After two and a half years of success with Empeon, Estee Lermer, Corporate HR and Payroll Director at WeCare, shares seven key benefits the company has experienced since making the switch.   

1. Faster payroll processing 

Among the key benefits WeCare Centers has seen using Empeon’s solutions is a faster payroll processing time. WeCare has 1,000 employees and processes payroll weekly or biweekly, depending on the state. They require a connected system where solutions work together. 

 

“The time clocks that Empeon has, and the fact that Empeon ties in time and attendance and payroll, is definitely a huge need of ours, and we find that it’s met greatly with Empeon,” says Lermer.  

 

“It’s very important to us that we don’t have to, every time we import payroll, pull a file from one system and put it into another system. I think that it’s very helpful that the time and attendance and payroll talk to each other.” 

“Everything’s in one software,” Lermer adds. “So I don’t have to log into multiple places… to pull files on attendance, to pull files on payroll deductions, to pull files on garnishments. It’s all housed in that one spot, and therefore it does save us time.” 

For WeCare, the central platform and automation features are key to managing multiple locations and saves processing time. 

 

“Everything’s in one software,” Lermer adds. “So I don’t have to log into multiple places… to pull files on attendance, to pull files on payroll deductions, to pull files on garnishments. It’s all housed in that one spot, and therefore it does save us time.” 

“We can automatically set up garnishments and deductions directly from Empeon. That’s definitely a big help as well.” 

2. User-friendly platform 

(Empeon) is super user-friendly. It has all the portals in one (place). Time and attendance, benefits, basically everything is in one (main dashboard)[…] 

For WeCare, the Empeon platform has been easy to understand and use, whether by HR directors, payroll administrators, and employees.   

 

According to Lermer, “I like the fact that it could be accessible from a computer and from a phone. (Empeon) is super user-friendly. It has all the portals in one (place). Time and attendance, benefits, basically everything is in one (main dashboard), instead of having to trickle out to other software, and this is a really great feature of Empeon.” 

WeCare also benefits from Empeon’s partnership with Keeper, finding a seamless integration between the two platforms.  

 

“We have recently partnered with Keeper, which is the Empeon partner for same day pay, and we like the integration of it. The systems talk to each other directly, and there’s no middleman. And it also removes our staff from having to get involved…it’s just a direct integration.” 

3. Mobile app for employee access 

With a workforce of 1,000 employees, empowering caregivers and staff with the ability to answer their own payroll questions and update their own data is critical. Empeon’s platform gives staff access to their private information, where they can review records and log time with secure self-service tools.   

 

“The employee app is a great feature that we use a lot and that is really specific to healthcare because employees are clocking in and out, and they can see their own timecard in real time,” Lermer says. “(Employees) can see if they are missing a punch, how much PTO they have, or any of their pay stubs without calling HR. (The information is) at their fingertips.” 

The employee app is a great feature that we use a lot and that is really specific to healthcare because employees are clocking in and out, and they can see their own timecard in real time, […]”

Empeon’s mobile app allows employees to view timecards, pay stubs, and tax statements anywhere, at any time. Staff can also submit requests for time off from the app at their convenience.  

4. Easier PBJ Reporting

“[…] being able to pull that PBJ report from Empeon, and especially that we’re able to pull it monthly, (is) a big deal. 

WeCare leans on comprehensive tools for proactive auditing and cost control, running monthly PBJ reporting audits rather than waiting for the end of the quarter.  

 

Once they pull the report, WeCare exports it to another software to identify potential compliance issues, such as missing RN hours or identify if an employee is working too many hours. 

 

“I think that being able to pull that PBJ report from Empeon, and especially that we’re able to pull it monthly, (is) a big deal. I don’t think that all software is able to pull (this data) monthly and being able to pull it monthly (lets us) be proactive instead of just reactive… this is something that’s changed (the PBJ process) for us 100%.” 

5. Custom Reporting

Empeon’s custom reporting feature is another attractive function. WeCare audits payroll before every processing date, which means HR directors look at all the payroll data, monitoring for slight changes compared to the previous weeks.  

 

Custom reports allow HR to dig into the data and identify trends or issues, leading to better payroll management and lower costs. For example, if payroll is down compared to the previous few weeks, they can identify the reasons why.  

 

“It’s a huge difference,” says Lermer. “The custom report feature is something that’s changed our entire payroll department because we went from just looking at a pre-process preview to… delving deeper.” 

“The custom report feature is something that’s changed our entire payroll department because we went from just looking at a pre-process preview to… delving deeper.” 

At the same time, WeCare integrates Empeon with Megadata Health Systems to monitor daily staffing and combines it with payroll reporting and direct reports from administrators. Megadata is an analytics platform for skilled nursing facilities that interprets data into detailed trend reports. 

 

The combination of Empeon’s reports with Megadata’s analysis allows organizations to drill down and identify variance in HPPD or percent change in overtime by facility, department, or employee. HR leaders can monitor how close facilities are to overtime or daily staffing budget limits and adjust in real-time. The result has been a significant reduction in payroll expenses.  

 

“We’re seeing our numbers come down because (the reports are) responsible to explain why staffing is up or down,” Lermer adds. “The labor distribution reports, as well as the overtime report, has really helped us with our payroll to keep our payroll costs down.” 

6. Faster Onboarding

“[…] everything is centralized in there, and all the facilities are using the same process. 

WeCare recently switched to digital onboarding, which simplifies hiring for each facility and corporate office, as well as saves time. Through Empeon’s Paths module, HR can create custom workflows for new hires, automatically moving new talent through documentation collection, orientation, and training. 

 

HR can interview a candidate, send out a link to start the onboarding process, and have the employee fill out their information. Once done, the workflow flips back to the HR department, where they can enter employment details.  

In addition, the all-in-one solution connects each facility with corporate, giving real-time insight into new staff in different locations and HR performance. The result is a hyperconnected organization. 

 

“That is a really great system,” says Lermer, “because, A, everything is in house so if I need to see from New York about the newest CNA in Pittsburgh, Pennsylvania, I can go on and see that, which is excellent. And B, everything is centralized in there, and all the facilities are using the same process.”  

7. Enhanced customer service

For WeCare, tech support and help from experienced compliance and HR professionals go a long way. Whether troubleshooting a processing issue or creating specialty pay codes, Empeon provides white-glove service.  

 

“Empeon is really willing to work with us,” Lermer says. “If there’s a week that we need to process payroll a few hours later, they’re willing to work with us. There’s someone that you’re able to speak to, that you’re able to call in and say, okay, I need this favor.” 

Toward a better payroll and HR system

Empeon powers a streamlined payroll cycle. With a user-friendly platform, intelligent tech, and automation, Empeon creates a seamless system rich with data, connectivity, and efficiency. HR teams work together in one central solution, sharing data for faster payroll processing, easier reporting, and deeper operational insights.  

 

Take a tour and see how easy it is. 


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