Faster Approvals, Lower Costs: TrueCare’s Digital Transformation with ShareFile

Faster Approvals, Lower Costs: TrueCare’s Digital Transformation with ShareFile

Challenge: Outdated Systems and Inefficient Workflows

When Ben Whitehill joined TrueCare as Vice President of Information Technology in 2021, he faced an organization heavily reliant on outdated, paper-based processes. The organization’s approval processes required multiple rounds of printing documents, wet signatures, scanning, and reuploading to their system. The inefficiencies weren’t just a minor inconvenience; they were happening dozens of times a day, especially in finance, accounting, and billing. Invoice approvals, for example, required multiple levels of sign-offs, adding unnecessary lead time to critical decisions.

"Everything was stamp, sign, scan, email, print and repeat with approvals. It was just so wasteful."

Ben Whitehill

VP of Information Technology

TrueCare

Additionally, lots of services were on-premise, and unfortunately, an A/C accident triggered a fire suppression system that killed power to all of their servers. The downtime created by this incident amplified to Ben just how much of the systems were reliant on their on-prem systems and the risks that came with them. Recognizing the need to change, Ben set out to create an e-signature and document storage policy with ShareFile at the core.

With ShareFile, TrueCare has been able to:

• Significantly reduce printing costs: TrueCare was spending hundreds of thousands of dollars annually on printing and off-site storage. The savings from reducing paper use alone offset the investment in ShareFile.
• Slash approval times at scale: With ShareFile, TrueCare was able to reduce certain approval times by 80%, ensuring value could be delivered to staff and patients faster. With hundreds of administrative staff and over 500 signatures sent per month on average, the organization could free up ample resources to improve outcomes.
• Ensure compliance through secure document sharing:HIPAA compliance through ShareFile helped TrueCare ensure that any external document sharing and internal document storage is done securely and properly.

User-friendly experience and effortless adoption

For Ben, the most important aspect of an e-signature tool is it being easy to use by all team members of different technological expertise. At TrueCare, there are a lot of clinical staff that are very good at what they do, which is caring for their patients, but may not be the most technologically savvy. With the help of ShareFile’s Customer Success Engineering team, Ben was able to prepare tutorials and training material that made the transition for the staff incredibly seamless.

He began pushing adoption in the finance department, an area where the manual processes around vendor onboarding, budget approvals, and invoices had already built momentum for change. ShareFile’s simple drag and drop functionality, along with easy-to-build templates made the process easy to grasp and easy to replace the alternative. The simplicity of documents being executed in ShareFile and available in the cloud to send externally, if necessary, provided an extra level of ease.

"I was surprised at how easy it was for us to use. There’s a lot of complex software out there, but if you have staff that don’t understand how to use it, they’ll use it wrong or won’t use the important features that are core to that application. It doesn’t get much easier than ShareFile."

Ben Whitehill

VP of Information Technology

TrueCare

What’s next for TrueCare

The first phase of TrueCare’s digital transformation was focused on internal approvals and key departments. In 2025, Ben wants to double the amount of employees leveraging ShareFile e-signature, with more focus on standardized templates and consulting with more departments to help find solutions with ShareFile. Already though, Ben is noticing teams getting more out of the solution than he expected. “Every time I go back into ShareFile and look at our templates and documents executed, I am thrilled to see teams learning to leverage and maximize the tool,” Ben shared.

TrueCare’s journey with ShareFile is a testament to how the right technology can drive efficiency, reduce costs, and enhance workflows—without overcomplicating the user experience.