Industry: Healthcare
Lease Count: 130 Locations
Portfolio Locations: Regional
Background
The client is a regional healthcare organization operating 130 locations across a multi-site medical portfolio. The portfolio includes a mix of medical office buildings, clinical facilities, and administrative locations.
Prior to engaging National Lease Advisors, lease-related responsibilities were fragmented across departments and systems.
Challenges:
At the time of engagement, the client’s lease data and reporting environment lacked centralization and operational alignment:
- Real estate tracked leases in spreadsheets
- Accounting maintained a separate lease accounting system not designed for lease administration
- No standardized lease abstraction format
- Limited visibility into critical lease dates and obligations
- Manual processes for subtenant invoicing and CAM review
Because systems were disconnected, leadership did not have a clear, consolidated view of the portfolio. Critical dates, renewal options, and financial obligations required manual tracking, increasing risk and inefficiency.
NLA’s Solution:
Portfolio Abstraction & System Implementation
NLA abstracted the entire lease portfolio into a centralized lease administration platform using a standardized data structure.
Our team:
- Reviewed and abstracted all lease documents
- Standardized key lease terms across 130 locations
- Built consistent reporting fields and data formatting
- Established a single source of truth for the organization
By replacing fragmented spreadsheets with a structured lease administration system, the client gained visibility and control across the portfolio.
Critical Date & Portfolio Visibility Enhancement
With clean, centralized data, the client achieved:
- Clear tracking of renewal options and expiration dates
- Improved awareness of financial commitments
- Reduced risk of missed deadlines
- Better coordination between real estate and accounting teams
Leadership now has real-time insight into the full lease lifecycle.
Customized Monthly Reporting
NLA implemented tailored monthly reporting designed to meet the needs of both operational and accounting stakeholders.
Deliverables include:
- A custom dashboard containing lease data in a visual format
- Portfolio summaries
- Critical date tracking
- Financial obligation reporting
- Lease-level detail views
Reports are structured for clarity, accuracy, and executive-level visibility.
Subtenant Invoicing & CAM Review
In addition to core lease administration, NLA supports ongoing financial controls by:
- Preparing and issuing subtenant invoices
- Reviewing Common Area Maintenance (CAM) statements
- Identifying discrepancies and potential overcharges
- Coordinating with landlords as needed
These controls ensure the organization captures all revenue owed and validates pass-through expenses.
Results:
- Centralized Lease Management Platform: The client now benefits from a structured, centralized lease administration system that provides real-time visibility into critical lease terms, expiration dates, and financial obligations. This has significantly reduced reliance on spreadsheets and improved overall operational control.
- Improved Visibility Into Critical Lease Dates: With standardized abstraction and automated tracking in place, the organization has strengthened oversight of renewal options and key deadlines, reducing the risk of missed dates and enhancing proactive portfolio management.
- Customized and Actionable Reporting: The tailored monthly reporting implemented by NLA delivers clear, executive-level insights into portfolio performance and financial commitments. Leadership now has consistent, reliable data to support decision-making.
- Stronger Financial Controls Through CAM Review & Subtenant Invoicing: By formalizing subtenant invoicing and reviewing CAM statements for accuracy, the client has improved revenue capture and strengthened oversight of landlord pass-through expenses.
Conclusion:
For healthcare organizations operating multi-location portfolios, lease data accuracy and visibility are essential. Fragmented systems create risk, inefficiency, and limited oversight.
This engagement demonstrates how a structured lease administration platform can:
- Align real estate and accounting functions
- Improve portfolio transparency
- Reduce operational risk
- Strengthen financial oversight
- Deliver scalable reporting for leadership
If your organization is relying on spreadsheets or disconnected systems to manage leases, National Lease Advisors can help centralize your data and create a reliable lease administration infrastructure.