How a Southeastern U.S. Health System Embraced Digital Contract Management to Reinforce Compliance and Save Time



Southeastern U.S. Healthcare Organization





  • A manual, paper-based contract management process prohibited staff’s ability to pinpoint the location of specific contracts.

  • The system lacked visibility into their complete portfolio of contracts, jeopardizing compliance and potentially risking lost revenue.

  • Significant staff resources were spent physically looking through files for historical contracts.

  • It was challenging for staff to keep up with ever-increasing contract volume enterprise wide.

  • Absent a digital solution, the organization lacked oversight into contract management activities, such as signing authority and other key contract steps.

  • Teams responsible for managing contracts worked independently and thus were misaligned, potentially resulting in unauthorized or duplicate contracts.


symplr Contract management software


  • Automated contract workflow

  • 10-15 hours saved weekly when using symplr Contract’s digital workflows and central contract library 

  • Transparency into complete contract library with a historical view and reporting capabilities 

  • Complete oversight and increased control over contract management with order ofoperations mechanisms built into workflows 

  • Cross-functional team alignment with collaboration tools during contract review

  • Culture of compliance with reduced risk and process variability 

When the healthcare organization’s Staff Attorney started with the system, she relied on 
manual processes to execute their contracts. “We were completely paper,” she noted. 
”Everything was form based, including the signature process, and I would have to scan things 
in if I wanted to use my computer to manage any contracts.” For her and her leadership team, 
the ability to quickly locate and reference contracts was a top priority. However, in their mess, and a nightmare to keep up with anything,” she said regarding their contract process. 

Unable to manage contracts with efficiency and compliance, she was tasked to find a solution. 
Her key priorities were facilitating productive, on-demand contract management to replace 
manual processes, save time, and increase visibility across the system. When it came time to 
select a vendor, the focus on a smart, intuitive contract workflow tool drove their decision to 
select symplr as their partner. “The team answered all of our questions and really came 
alongside us to meet our specific needs.” Coming from a non-healthcare background, she was 
used to managing contracts electronically, so “moving to symplr was easy and a streamlined 

Time management quickly came into focus when transforming their contract management 
processes. Even with a team of four, contract review takes up the majority of the day-to-day 
process. “I read about 98% of contracts that flow through our organization,” she noted. “Just 
today, I reviewed 10 contracts,” and the day wasn’t over. In her current workflow, there are 160 
contracts pending, and with many contracts 20-30 pages long, efficient processes and instant 
visibility into the contract library both play critical roles to keep the contract engine moving 



“When I sign in in the morning, I pull up my email and symplr, and symplr Contract is up all 
day long,” says their Staff Attorney. For her and her team, symplr Contract is a project 
management tool to ensure everything is moving forward with efficiency and compliance. The 
magnitude and diversity of contracts that circulate through the organization is significant and 
demands a centralized workflow where contracts don’t get lost in the shuffle. “The sheer 
volume of contracts is overwhelming. I also review contracts that comes through supply chain, 
and if I didn’t have symplr, it would be very difficult to keep up with the volume coming 
through every day.” 

A growing health system, the organization has expanded by adding a new freestanding ED 
and a new cancer center, each contributing the number of contracts in their workflow. “We are 
always buying new things, and the contracts that come through supply chain alone are 
significant.” For her and her team, having one place to manage everything related to contracts 
frees up valuable time. “Previously, I had 40 binders with thousands and thousands of 
contracts that I would need to manually pull up to see a historical version of a contract to 
understand what’s happened over the years. Having that right at your fingertips is so much 
easier. I just look in the library in symplr, and it’s right there.”

When it comes to added value for her and her team, time-savings and organization are both at 
the top of her list. She shared, “I save at least 10-15 hours a week since everything is in one 
place, and I don’t have to track down contracts anymore. Having it in one place allows us to 
easily control and maintain proper oversight.” With symplr, we’re gaining crucial efficiency 
because we’re not working on three different contracts if we only have to work on one.” 
Automating the contract workflow to decrease manual tasks means she can spend more time 
on what matters most: leveraging her legal expertise to strategically evaluate contracts. 



With complex contracts circulating through departments daily, the healthcare organization 
needed a flexible tool that could support contract management with nuance and adapt to 
unique team needs. When leveraging symplr, “Anything related to what I’m doing, it knows 
what I’m looking for. I can change the workflows and make it what I need based on the 
contract type. The flexibility is key,” noted their Staff Attorney.

But what surprised her the most was the range of use cases beyond traditional contract management. Her team has even used it to manage project requests for the maintenance department. “Even if someone wants to change the flooring, we can do a project request and get approval. What it can do was unexpected. You can use it for complex contracts and for simple things too.” 




The health system has worked diligently to ensure all contracts go through symplr to protect 
due process and visibility. According to their Staff Attorney, “If we have a contract, it has to go 
into symplr so we can review, approve, and sign it. All supply chain, education, software, MIS 
contracts, even if it’s a click bait/wrap contract, it still goes through symplr first for review and 
approval before anything.”

For her, this standard process is fundamental to her daily contract queue as she works closely alongside materials management and supply chain to ensure compliance. Fundamentally, strong digital processes have transformed behaviors and driven governance across departments.

Centralized workflows served as a compliance mechanism along the way. “We had a lot of people thinking they could sign something themselves, but even if they had buying authority, this new process protects them and the organization.” “Now, the right parties see what is being signed and are the ones signing the contracts.

People don’t always know what they’re signing, and they could end up buying something they didn’t mean to buy.” Having the right professionals in the workflow protect the organization at large and 
help avoid penalties down the road. This is especially critical when it comes to fostering compliance. “If someone is signing something that has a compliance component to it, the compliance department also reviews it to protect the organization. This is a great way to protect the hospital and staff,” said their Staff Attorney. 




When it comes to risk assessment, symplr Contract has supported transparency and 
accountability for the organization. “symplr helps us complete risk assessments for anything that has a MIS touch to it. We can only do this because we have everything in one place. Now that we have it all in one place, the people who need to know can see what is happening and support the evaluation.” For their Contract Attorney and her colleagues, operating in silos is no longer the norm. Contract management is now a collaborative, accountable process with protective mechanisms guiding the review. 

Processes that support a strong learning culture have also driven the growth in contract excellence and collaboration. “The tool gives me a chance to be interactive with other departments such as supply chain. I don’t have to give them as much feedback on contracts as I did before implementing symplr. They’re more proactive in their contract negotiation thanks to us collaborating,” she said. This learning environment supported by standardized contract Tools has driven an evolution from a reactive to a proactive culture in their contract management environment. 



In addition to supporting cross-functional teams, the benefit of having all contracts in one 
place was also a significant benefit for the healthcare organization’s leaders. “The c-suite 
knows what’s happening and they have access to department contracts so they’re not in the 
dark. All the VPs are so much happier than when we were on paper. They have realized the 
value and they’re very happy with it,” noted their Contract Attorney. 

Ultimately, the need for transparency, reporting, and strategic contract management have 
been particularly critical for their team in light of the current fiscal climate. “Especially now 
when times are so difficult for hospitals, it is important to know what you’re spending. We can 
easily go in and see if there are contracts we need to renegotiate and take action on. It’s all just 
there for us to pull out of the library,” she noted. For the healthcare organization today, 
contracts never take a back seat. 



As a super-user of symplr Contract, their Contract Attorney highlighted the customer success 
team as a key resource for her and her team. “They are just the best. Whenever I have need 
anything or just to discuss anything, they are there,” she said. 

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