Optima Healthcare Solutions

Optima Healthcare Solutions

Location:

International

Industry:

Healthcare & Life Sciences

Business Type:

Software

Solution:

NetSuite ERP

Salesforce Sales Cloud

Salesforce Service Cloud

Pardot

NetSuite - Salesforce Integration

Optima Healthcare Solutions is a leading provider of cloud-based solutions for post-acute care providers such as contract therapy companies, skilled nursing facilities, outpatient clinics and home health agencies. More than 9,000 sites across the country entrust Optima to deliver software that improves patient care and business performance.

The Need for Predictability in a Growth Sector

“The basis of our exponential growth is that we provide the most complete solution covering the post-acute continuum,” explains George Fox, VP of Sales & Marketing Operations. “To support our growth goals, we needed to invest in the integration of our internal systems.”

Prior to this integration, Optima was using a legacy version of Microsoft CRM, which was later replaced by NetSuite. Optima chose Salesforce in order to manage the different stages of the customer relationship, and to track timelines for conversion to each new stage. This decision was also motivated by the need for stronger forecasting and reporting tools.

“We knew that an expert integration of Salesforce with NetSuite would give us the predictability we were looking for,” says Fox. “That’s why we chose Gurus Solutions. They have an expert for every system, and they can determine the exact system interdependencies. What won the day is the team’s knowledge and confidence in NetSuite and their willingness to work with us.”

Seamless Integration with a Solid Grasp of Stakeholder Requirements

Seamless Integration with a Solid Grasp of Stakeholder Requirements

Gurus’ Solutions Quickstart method for Salesforce implementation begins with a strategic business process review, followed by system configuration, including workflows, custom fields, alerts, page layouts, dashboards, and other views. During the personalization step, user profiles, roles, and security levels are defined. This is rounded out by a coaching and knowledge transfer module.

Jamie Montenegro, Accounting Specialist at Optima, spells out the factors that led to the success of the project. “We spoke with a few other consulting companies, but Gurus Solutions stood out in taking the time to truly learn about our business and our processes. They don’t just blindly gather requirements; they make recommendations based on best practices, always looking out for our best interests.”

After cleaning and exporting records from NetSuite into Salesforce, eight different flows needed to be mapped, integrated, and optimized, two of which were bi-directional, and six unidirectional. The technical team chose Dell Boomi as the connector, and Gurus deployed core features of Pardot with out-of-the-box integration.

“Because Gurus has a dedicated team for each project, no time is wasted on bringing people up to speed whenever you engage with them,” Montenegro elaborates. “Absolutely zero information is lost. Gurus’ iterative approach of cycling in iterations kept us all aligned, and helped us avoid surprises.”

Increased Transparency Strengthens the Sales Team

Increased Transparency Strengthens the Sales Team

Optima noticed the intended effects almost immediately. “Our billing process has significantly improved since we started using Gurus,” says Montenegro. “They helped create a high level of efficiency in our invoicing systems by introducing customization. We’re still growing and coming up with different billing scenarios, so this customization will come in handy when dealing with new challenges related to this.”

George Fox agrees. “The improvements in reporting have been phenomenal. We’ve come a long way from generating reports in Excel to now being able to drill into underlying details based on product line, close date, and other filters. We have the transparency and predictability required to know what we’re going to close in the quarter, how we’re going to get to the numbers, and what’s coming next. We can even monitor how many leads we get from individual marketing campaigns and determine the ROI on each one. Using Gurus Solutions to integrated Salesforce and NetSuite was absolutely the right choice. The calibre of their team has impressed our entire organization.”

Results Overview

Results Overview
  • Intelligent integration of NetSuite, Salesforce, and Pardot
  • Sherpa Method for iterative cycling led to an efficient project
  • Reporting provides unprecedented transparency and sales agility
  • Customization equips team to deal with future exceptions
  • Scalability has enabled tripling of sales staff

Jamie Montenegro, Accounting Specialist, Optima Healthcare Solutions

“Gurus Solutions stood out in taking the time to truly learn about our business and our processes.”

—Jamie Montenegro, Accounting Specialist, Optima Healthcare Solutions

“Using Gurus Solutions to integrated Salesforce and NetSuite was absolutely the right choice. The calibre of their team has impressed our entire organization.”

—George Fox, VP of Sales & Marketing Operations, Optima Healthcare Solutions

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