With an estimated 664 cases in 2015 and 8 offices spread across the state, analysts like J.R. (Analyst Supervisor) from the Attorney General’s Medicaid Fraud Control Unit (MFCU) would spend a good portion of their day reviewing data for proof of Medicaid fraud, money laundering, and occasionally racketeering.
After working for the agency for over four years, J.R. remembers the case that prompted her search for a better solution that would automate the data entry into Excel. Her assignment included a suspected provider who allegedly laundered money using Medicaid funds.
The audit involved five years’ worth of statements with an estimated of three to four pages per month. This would require J.R to hand key about 5000 transactions. She estimates that entering the data manually for this case would have taken her over six weeks to complete.
To analyze the data, she would need to record the date, amount, check number, description for each statement, in addition to, making sure that the data she entered was accurate.
As an experienced Certified Public Accountant and Certified Fraud Examiner, J.R. explained, “The taxpayers pay my salary… I want to use my true talents instead of pending all my time doing
clerical data entry.”
This prompted J.R. to search for a solution. She touts, “This is the electronic age; there has to be something that can help us get the data in faster.” After much research of other products, such as Cogniview and Money Thumb, J.R. made the recommendation to her Chief Auditor that ScanWriter is the best solution.
MFCU procured eight licenses of the ScanWriter for Excel in 2016 for each office location. The auditors and occasionally the analysts would use the software to collect and gather data for their assigned cases.
ScanWriter offers advanced features to capture data from any PDF and includes the option for custom enhancements to ensure that the data is captured in the most accurate way. The agency selected ScanWriter because of the built-in specialty of supporting over 10,000 financial institutions with more being added every day.
To further their justification, the team does not have to spend their time telling ScanWriter what to capture since each page of the statement can have a different format; ScanWriter automatically and intelligently captures the data off each page.
Additionally, the solution’s output creates an organized Excel spreadsheet containing the dates, description, business name, amounts, balances, and more in the appropriate column. The users are not required to spend the time reformatting the data.
Once ScanWriter processes the statement, the users are able to confirm the accuracy by using one or all three accuracy verification features. This streamlines the preparation and gives the auditor confidence that the figures match the source
The MFCU uses the bank statements to understand the money flow and to show the ill-gotten funds from the suspects’ bank account. When tracing the financial funds, J.R. touts, “The Get Business Name is a useful tool… it parses out the business name… I know who they [suspects] are paying and where the money is going.” This allows them to possibly file for forfeiture and can lead to an arrest or seizure of funds.
Each case requires a different type of analysis. ScanWriter offers a fast and accurate solution. For newer users, J.R. suggests, “Each user should go to more than one training… I encourage them to ask questions. There are so many useful functionalities…”
To complete the analysis on five years’ worth of bank statements, ScanWriter helped J.R. complete the project in onethird of the time compared to manual data entry, she adds, “It [ScanWriter] is really helpful for us to trace the money… especially the money going out.”
In addition to completing the case faster, ScanWriter gave J.R. a precise look in the money trail. In the case mentioned earlier, she found that there was no evidence of money laundering activity. J.R. clarifies that this as a benefit of ScanWriter because “You want to be sure that all your data is right before you proceed with allegations and you can’t spend all of your time just getting the data.”
This allows the team to utilize their resources on other cases where fraud is more prevalent. The auditors can instantly see the patterns of how the criminal got the money, laundered the currency into different companies, disperse the funds, and pinpoint the exact account of where the money resides.
Without ScanWriter, the auditors could spend months on a single case; subsequently, J.R. explains, “It [case] would have taken so much longer.” Having the evidence instantly available allows us to minimize the cost of analyzing any size project.
In this case with five years’ worth of statements, the estimated time to enter each transaction by hand would have taken about 180 hours to complete; however, with ScanWriter, it took less than 60 hours for accurate data.
ScanWriter changes the way their agency processes the financial aspect of their cases as J.R. states, “It was nice to find a program that did what we needed… spit out an Excel file so we can trace the money and find other bank accounts associated with the case. “The team at MFCU continues to exemplify efficiency and J.R. exclaims, “As stewards of the state, we want to use the taxpayer money in the best way. We hope to continue serving them well.”