MediCare Plus Hospital Network.
Unified financial operations across 8 hospitals in 3 cities. 90% reduction in unauthorized transactions. Real-time branch visibility for the first time in 12 years of operations.
Company Profile
MediCare Plus Hospital Network
8 multi-specialty hospitals across Delhi, Jaipur, and Lucknow. 1,200 employees including 200+ doctors. Central finance team of 8 in Delhi head office plus 2 finance staff per branch (24 total). Annual revenue: ₹95 Cr. 400+ vendor relationships for medical supplies, equipment, pharma, and facility maintenance.
Industry & Scale
Healthcare - Multi-Location Hospital Network. Hospitals: 8 across 3 cities. Banking: 4 bank relationships (HDFC, SBI, ICICI, Yes Bank) across 14 accounts. Monthly vendor payments: 2,200+. Monthly transactions: ₹8 Cr.
The Crisis Event
In a routine quarterly reconciliation, CFO Dr. Anil Kumar discovered that the Jaipur branch had been processing vendor payments to a medical equipment supplier without proper dual authorization for 5 months. Total unauthorized spend: ₹35 lakhs. The vendor existed - the supplies were real - but the procurement followed zero approval protocol. The branch manager had been approving his own payment requests. This single incident triggered a complete overhaul.
The Systemic Problem
₹35L Unauthorized Spend - And That Was Just One Branch
The Jaipur incident was the one that got caught. An internal audit revealed similar issues at 3 other branches: procurement staff initiating payments, branch heads approving their own requisitions, and vendors being added without centralized KYC. The total exposure across all branches was estimated at ₹1.2 Cr in payments that bypassed proper authorization during the previous financial year.
Zero Real-Time Visibility for 12 Years
Each branch had its own HDFC or SBI portal login. Each branch managed its own vendor list. Each branch processed its own payments and reported to head office monthly via Excel. Dr. Kumar: 'I was running 8 hospitals but had the financial visibility of someone reading last month's newspaper. By the time I saw the numbers, the money was already gone.'
40+ Hours Per Week Lost to Manual Processes
Each of 8 branch finance teams spent 5+ hours weekly on: logging into banking portals, processing individual payments, preparing branch reports, manually reconciling vendor invoices against POs, and compiling data for head office. That is 40+ person-hours per week - equivalent to a full-time employee - consumed by processes that add zero clinical value.
No Maker-Checker, Anywhere
Not a single payment across all 8 branches had enforced dual authorization. The 'approval process' was an email to the branch head. Some branches didn't even do that - the finance person would process the payment and inform the branch head afterwards. When auditors asked for approval evidence, branches produced WhatsApp screenshots.
SpacePe Deployment - 3 Weeks Across 8 Branches
Week 1: Infrastructure & Configuration
Connected all 14 bank accounts across 4 banks and 8 branches. Real-time balance sync verified within 6 hours. Configured organization hierarchy: Head Office → 3 Regional Clusters → 8 Branches. Imported master vendor list (400+ vendors) with centralized KYC verification - 23 vendors failed PAN verification and were flagged for review.
Week 2: Controls & Workflows
Configured 3-tier RBAC per branch: Branch Finance Staff (initiate payments up to ₹10,000), Branch Manager (approve up to ₹1L), Central Finance Head Office (approve above ₹1L, vendor additions, new beneficiaries). Set up maker-checker for every payment - no exceptions, no overrides possible at branch level. Configured automated alerts: any payment above ₹50K triggers real-time notification to CFO's phone.
Week 3: Training, Parallel Run, Go-Live
2-hour video training per branch team (16 sessions total). Half-day in-person workshop for central finance team. 5-day parallel run across all 8 branches - every transaction processed in both old system and SpacePe. 4 discrepancies found during parallel run, all traced to data entry errors in the old system. Go-live on Day 21. Dr. Kumar: 'I remember the first morning after go-live. I opened the app at 6:30 AM and saw all 8 branches. Cash positions, pending approvals, flagged transactions. I called my wife over to look at it. She didn't understand why I was so excited about a phone screen. But after 12 years of running blind, I could finally see.'
Results - Measured at 90 Days
90% Reduction in Unauthorized Transactions
From 15 incidents per quarter to 1-2 (and those were immediately caught and reversed within hours). Maker-checker enforcement across every branch, every transaction, no exceptions.
8 Branches Unified in 21 Days
All 8 hospitals on one platform with centralized visibility and decentralized operations. Branch managers retain operational speed within configured limits. Central finance has real-time oversight.
5+ Hours Saved Per Branch Per Week
40+ person-hours per week reclaimed across the network. Branch finance staff now spend that time on vendor relationship management and cost optimization instead of data entry.
First-Ever Real-Time Branch Visibility
CFO can see all 8 branches' cash positions, pending approvals, and anomalies in real-time from his phone. Board reports generated in 2 minutes instead of 2 weeks.
₹1.2 Cr Annual Risk Reduction
Unauthorized payment exposure eliminated. Vendor KYC centralized. Procurement-to-payment audit trail complete. Insurance premiums for financial malfeasance coverage reduced by 15%.
External Audit Praise
Statutory auditors noted 'significant improvement in internal financial controls' in the most recent audit report - first positive control observation in 5 years.
SpacePe Modules Deployed
Approval Workflows
3-tier maker-checker: Branch Staff → Branch Manager → Central Finance. Zero bypass capability at branch level.
Multi-Branch Management
8 branches across 3 cities. Per-branch RBAC. Regional cluster groupings. Centralized vendor master.
Analytics & Reporting
Branch-level P&L, vendor spend analysis, cash position by branch, and board-ready consolidated reports.
Treasury Management
Cash positioning across 14 accounts at 4 banks. FD tracking with maturity alerts. Inter-branch fund transfers.
Bills & Vendor Management
OCR bill upload. 3-way PO matching. Centralized vendor KYC. Vendor scoring and payment history.
Expense Management
Staff expense claims with receipt upload, category mapping, and approval workflows per branch.