Paper-laden systems increase the cost of doing business and the likelihood of compliance issues.
- Improve data security & accessibility
- Enhance worker productivity
- Expedite mail delivery
- Affordably outsource operations
- Improve HR record security & reporting
- Improve equipment reliability and life span
- Automate invoice processing
- Outsource payment processing
- Automate labor-intensive processes
- Enhance customer support resources
- Process client surveys with ease
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.
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.
InStream solutions can convert these documents to electronic images and route them via electronic workflows to designated recipients. The electronic workflows can be used not only to monitor mail turnaround times, backlogs, and user productivity but the electronic routing improves those turnaround times for the organization. Once the mail is processed, it is stored in a secure electronic document management (ECM system) so it can be retrieved for subsequent use or sent to others when needed. Outsource mailroom services can include core business form processing and data entry to provide additional time and cost savings for clients.
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.
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.
Most document scanner maintenance is performed onsite, and these affordable and flexible plans can be customized based on business needs.
Paper invoices and receiving documents that arrive in company facilities are scanned and sent electronically for processing. The established rules and approvals for processing each invoice, whether simple or complex, are enforced by the system. Purchase order and contractually based invoices are verified to the originating documents. Approved invoices are sent to accounting, inventory management software, and purchase order software.
More staff time becomes available to focus on exceptions and incorrect invoices. Earlier fraud detection and compliance improve through better processes and reporting. Duplicated invoices are quickly detected and approval processes must be followed. The scanned images are easily accessible for subsequent retrieval, audits and more.
The first efforts at remote deposit automation required clients to wait days to get information about payments for posting to their accounting systems. Even now, typical solutions don’t include the needed remittance files to automate the posting process. InStream’s virtual lockbox services allow organizations to outsource the processing of incoming checks and receive funds more efficiently, as well as generate a posting file for posting to accounting systems. Checks and remittance advices are scanned processed and create electronic payments to client bank accounts using specialized banking lockbox software. This solution is particularly valuable for organizations receiving large numbers of payments with short turnaround time requirements.
Unlike traditional lockbox services, which usually require deposited checks to be sent back to customer for posting, virtual lockboxes offer online viewing. All check and remittance advices are stored online in a document repository hosted by InStream. Clients can access the repository to see what was deposited each day. InStream can also send daily images and data through electronic workflows to specified departments if additional processing is needed, and virtual lockbox solutions can be expanded to to process change of address forms and other correspondence that usually arrives with checks.
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.
InStream management has significant experience with phone support, order processing, and any correlated fulfillment. Resorts, retailers, manufacturers, technical companies, etc. all have the need for these services. From simple order processing, to complex technical support, InStream has the expertise in technology, customer support, and fulfillment to cost-effectively provide these services.
Survey techniques are evolving, and new tools are available. Customer demographics and products, as well as business needs, will determine the most suitable survey tools. InStream helps clients process mailed surveys and can build labor saving e-forms for customer to complete.