Hospital finance and operations staff told the Weston County Hospital Board they are working to resolve a series of billing, inventory and IT-migration issues that are affecting revenue reporting and patient charge data.

Why it matters: Board members were shown that data from the prior electronic health record and billing system (Meditech) has not been fully migrated into the hospital’s accounting software (Sage). That incomplete migration — together with missing charge-master entries and inventory pricing anomalies — produced overstated or unexplained balances that staff said they are now correcting. The board was told these issues affect reported bad-debt totals, accounts-receivable activity and the hospital’s public price-transparency posting.

What staff reported: The CFO and finance staff said the migration is a quasi-manual process requiring detailed trial-balance exports and journal uploads; staff estimated roughly 20 months of monthly journal entries need conversion but planned a compressed schedule. They described one-off mapping fixes, identified a large cumulative bad-debt figure in Epic that does not align with the general ledger, and reported accounts-receivable days near 52.4.

Inventory and charge-master: Staff said some inventory items were missing or had anomalous prices (examples included discontinued items and unusually high prices for some supplies). Staff are verifying item-level pricing and preparing a corrected charge-data master for upload. Management told the board that fixing the inventory/charge-master will enable improved billing for supplies and reduce unbilled charges and lost revenue.

CMS price-transparency and payer contracting: The hospital acknowledged an earlier CMS notice for a formatting error in the posted machine-readable price file. Staff said they submitted a corrective action plan and expected to have the corrected file uploaded by a deadline; if errors persist CMS issues additional notice periods. The finance director also reported ongoing discussions with payers and third-party groups about potential contracts and membership volumes; the board asked staff to bring concrete contract terms back to finance committee for review.

Board direction and timeline: The finance director said she will meet with auditors and continues remediation work; staff set near-term deadlines for the migration tasks and asked to complete a majority of the conversion and inventory corrections in coming weeks. Board members asked for progress reports to the finance committee and asked management to ensure any large write-offs are transparent to the board.

What’s next: Management will provide a timeline to the finance committee for the Meditech-to-Sage upload, a corrected charge-data master for review, and a reconciliation of bad-debt totals between Epic and the general ledger.