Government

Provide improved data delivery and connect information across agencies and organizations, with improved data access from legacy systems.

With document capture, incoming assets of all kinds, whether paper, images, eforms, or other electronic documents, are converted to electronic images and stored.

The data capture process reads the information contained in these document assets, and the storage in a repository creates a centralized location for all documents—regardless of their origin. Converting paper documents to electronic images allows the images to be backed up to off-site storage that is a lifesaver in the case of a disaster such as floods or fires.

Finding and sharing documents becomes much easier once documents are scanned and indexed with data that allows retrieval of the documents and the generation of useful reports. The scanned images can be used to support online requests for documents, public-facing websites, and more. Additionally, facility space that was previously used to store paper can be repurposed.

Most companies, even those with high volumes of incoming documents, still rely on paper processes.

When working with a client to implement an electronic workflow, InStream first does in-depth analysis of the client’s internal paper processes to find best way to optimize the work. Only then is the flow of the organization’s work converted to electronic document processes. Electronic workflows allow organizations to develop key reports for administrative processes and operations, monitor worker productivity and backlog in real time, outsource administrative processes to become more efficient, and identify trends that help in planning staffing. The number of documents assigned to and processed by each worker can be monitored, reported or reassigned within the company or to an outside resource.

With budgets at all levels of government and government agencies under pressure to do more with less.

InStream’s ECM and workflow solutions for “i-series” and AS400 legacy systems help organizations to extend the life of their current systems while continuing to integrate that data across other applications and departments, postponing system upgrades that might not yet be budgeted. When the time is right for upgrades from these legacy systems, InStream’s deep knowledge in system migration for these critical repositories will streamline the upgrade process.

InStream offers a number of secure outsourcing services, with both domestic and offshore options available, beginning at the point of mailroom services and capture.

Once incoming paper forms are converted to electronic images, outsourcing at any level of complexity becomes significantly more efficient and cost-effective. Organizations can outsource enrollment, survey, and prior authorization processing. InStream can offer HIPAA, CMS, and state-agency compliant processing at any document processing stage.

InStream’s service can manage the flow of electronic documents through secure electronic workflows between one or more client facilities, to remote employees, or to the offices of an outsourcing company and back, as though all participants are in the same office. Organizations can choose from domestic or offshore outsourcing. InStream’s outsourcing teams are subject matter specialists, providing knowledgeable additional resources during expanded hours of service, for time-sensitive projects, or seasonal tasks.

With EEOC and FCRA standards, as well as increases in employee litigation, HR departments are facing more scrutiny than ever.

Converting documents to electronic records adds a high level of both accessibility and security. By storing your electronic HR documents in a single repository, historical records are easy to find and reference with the appropriate security controls. InStream solutions empower organizations with multi-site footprints to efficiently and securely manage employment data. Remote locations are empowered to use these tools to deliver data to the home office, reducing the risks of site-stored data getting lost or disconnected from centralized repositories.

Using e-forms and electronic workflows, paper-laden processes like the on-boarding process can easily be converted to electronic forms. With electronic workflows, candidate information can be automatically routed to hiring departments. Care facilities can follow both initial credentialing of physicians and other health care professionals, as well as any related recertification process to maintain current credentialed status. The system can store and track initial hiring forms along with annual reviews, reprimands, and status changes, as well as status of ongoing background checks and routine drug testing. Regulatory, insurance and other compliance information can be retrieved much easier from the indexed form data.

Maintaining document scanning equipment extends the useful life span of the hardware and drastically improves its performance.

Most document scanner maintenance is performed onsite, and these affordable and flexible plans can be customized based on business needs.

The Sharepoint experience is now enhanced with better archiving capabilities, improved workflow functionality and streamlined document search, all of which maximize the value of Sharepoint investments.

A strong SharePoint solution allows organizations to focus resources on critical processes without the expensive investment in a traditional document management solution.

Eliminate headcount and improve efficiency in processing incoming mail.

InStream can receive, open, and convert incoming paper mail to electronic images that can be immediately and securely channeled to the appropriate recipients or have additional processing steps completed. InStream can use OCR software to scan and index documents for keyword searches, enter needed information from each document, fulfill brochures or product orders placed on the documents, and a myriad of other tasks. If a client prefers to internally process documents electronically with its own staff, InStream can build the needed workflows to formalize those processes, so that work is performed to compliance specifications and within established standards for efficiency.

Processing incoming checks is a labor intensive process that requires internal controls to protect payments.

A logical extension of the mailroom, InStream’s virtual lockbox services offer government organizations multiple delivery options for incoming correspondence. These services include an outsourced combination of specialized lockbox and full-featured document management software, electronic workflows, data exports to accounting and legacy systems, and the trained staff to perform the work seamlessly. Checks and remittance advices are scanned and processed to create electronic payments for client bank accounts using specialized banking lockbox software. InStream also works with virtual lockbox clients to optimize remittance advice formats for automating processing, which substantially reduces payment processing costs. This solution is particularly valuable for organizations receiving large numbers of payments with short turnaround time requirements.

Unlike traditional lockbox services that require banks to return copies of deposited checks to agencies for posting, virtual lockbox services provide immediate, secure viewing of all remittance transactions and posting files for organizational accounting systems. InStream can also send daily images and data through electronic workflows to specific departments if needed, such as processing changes of address, correspondence processing, credit department notifications, and more. InStream’s virtual lockbox services can also be combined with other services like secure forms processing, customer callback services, and mailroom outsourcing.

Seasonal, labor-intensive, and paper laden processes can be automated or outsourced for significant savings and simplification.

InStream can build electronic workflows so that clients can improve their own organizational processes, or if preferred, InStream can build workflows that automate processes to flow through secure InStream facilities for assistance in task completion.

Call support for government departments and agencies is an essential customer-facing task requiring specialized equipment, and demands for public information often coincide with other peak seasons for government organizations.

InStream management has significant experience with phone support and related fulfillment processes. Local, state, federal, and related government agencies all have the need to meet these demands for information sharing, without adding additional staff. InStream has the expertise in technology, customer support, and fulfillment to cost-effectively provide these services.

From census and demographic surveys, to student information records and annual consent forms, InStream can help government organizations build labor-saving e-forms for faster processing, reducing costs and increasing the speed at which data can become accessible.

Processes that feel natural and intuitive