Case study·Healthcare REIT

Tenant-operator monthly health pack

From a five-day month-end scramble — to a portfolio health pack with operator risks surfaced early

61%
Monthly review prep downFrom a 5-day scramble to under 2 days of focused review
“We saw tenant risk while there was still time to act.”
Head of Healthcare Asset Management · UK healthcare real-estate investor / care-home REIT manager
UK healthcare real-estate investor / care-home REIT manager·78 care homes across one portfolio, ~6,200 beds, 9 tenant operators·8-week pilot·United Kingdom
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01Pilot envelope
Pilot length8 weeks
First signal10 days
First ROI45 days
Team alongside8 seats · 3 colleagues

8-week portfolio pilot; connected monthly tenant submissions and asset notes; Co-ordinator defined rent-cover and operator-risk thresholds.

02What it owns
Reports toHead of Healthcare Asset Management, with Finance director approving the rent-cover and EBITDARM definitions.
Owns
  • Operator return ingest — normalising the 9 tenant templates into one consistent view of rent-cover, EBITDARM, occupancy and agency spend
  • Threshold monitoring — flagging assets that breach the rent-cover, occupancy or EBITDARM thresholds the Co-ordinator agreed
  • Per-asset health note — short trend, threshold flags and site-note context for each asset manager before the monthly review
  • Missing-submission queue — list of late or partial operator returns with a drafted chase email per asset manager to send
  • Source-linked monthly pack — health pack circulated to asset, finance and IR with every claim linked back to the operator return or Yardi IM record
Does not do
  • Operator conversations — drafts the asset manager talking points, never contacts the operator directly
  • Covenant decisions — surfaces the breach and the trend, the Head of Healthcare Asset Management decides the response
  • Investor send — IR brief stays in dry-run until the Head of Investor Relations releases it
Done looks like

Asset managers walk into the monthly review with a per-asset note already linked to source, IR closes the investor brief without re-reconciliation, and operator risk shows up in the pack while there is still time to act on it.

03The team
AI teammates3
RachelReads each operator's monthly return, normalises it against the master template, and tracks rent-cover, EBITDARM and occupancy against the agreed thresholds.
MarcusDrafts the per-asset health note for each asset manager — trend, threshold flags, site-note context — ready for the monthly portfolio review.
NatalieIdentifies missing or late operator submissions, drafts the chase email for the asset manager to send, and tracks the open list until it closes.
Human team8
  • Head of Healthcare Asset ManagementAsset
  • 4 Asset managersAsset
  • Finance directorFinance
  • 2 Finance analystsFinance
  • Head of Investor RelationsInvestor relations
  • Investor relations associateInvestor relations
  • Data ownerData & systems
  • CIO sponsorLeadership
04Connected stack
SharePointExcelYardi Investment ManagerOutlookMicrosoft TeamsPower BI
05What it returned
61%Monthly review prep downFrom a 5-day scramble to under 2 days of focused review
17Missing submissions chasedAcross the pilot's two monthly cycles, all closed before the review
6Operator risks escalated earlierSurfaced one to two cycles before they would have been caught manually
  • Day 0
    Co-ordinator sessionHead of Healthcare Asset Management, Finance director and Data owner agreed the rent-cover, EBITDARM and occupancy thresholds and the source-of-truth per field.
  • Day 10
    First reviewed health noteRachel normalised the latest cycle of operator returns against Yardi IM; Marcus drafted the first per-asset health note for one asset manager.
  • Day 18
    Read-only goes liveHealth notes circulated to all four asset managers in Teams; the asset team corrected three threshold definitions and two field mappings.
  • Day 28
    Missing-submission queue activatedNatalie opened the late-return queue for the cycle; chase emails were pre-drafted for each asset manager and 17 outstanding submissions closed.
  • Day 38
    Investor relations cutMarcus produced the IR-ready section of the pack; Head of Investor Relations approved the source-linked operator commentary as a dry-run.
  • Day 45
    ROI reviewCIO sponsor and Head of Healthcare Asset Management signed off on the three baseline metrics; pilot held to one portfolio with no production Yardi writes.
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