Insurance providers process piles of paper records every day, from applications to claims and inspection forms. Additionally, they struggle with old technology, legacy systems, and onerous processes, which can impede the workflow. Efficient organization is key to meeting the needs of customers while also following compliance guidance, laws and regulations.
Manual processing of insurance documentation is labor intensive, error prone and time consuming. Large record volumes can make it difficult to offer timely service and can constrain resources – staff as well as space. Conventional recordkeeping systems often limit the access to information, preventing providers from being innovative, responsive and efficient.
With sensitive records, there is a significant risk associated with losing or misplacing documents, increasing liability and leaving the organization vulnerable to compliance audits. Digitizing these documents and processes enables organizations to manage and access these documents more effectively. And it ensures an accurate audit trail showing proper custodianship of documents to comply with guidelines by Know Your Customer regulations, Anti-Money Laundering regulations, SEC, FDIC and FINRA.
Selecting the best scanning solution
Efficiency is important for effective claims processing, but it’s a challenge when a single claim may require hundreds of documents, including “wet signatures” (ink on paper). Efforts to digitize the process are an attempt to minimize loss of information, streamline communications and keep personal information secure. The use of scanners has helped solve the problems with paper processes for many in the industry. But how can you select the right one for your situation, in a market crowded with options?
Consider the following.
- Skip the complications. The best document scanning solutions should make it easy for people unfamiliar with scanners to implement and begin scanning without the need for IT personnel, or spending much time learning the system.
- Look for clarity and fidelity. Illegible or poor-quality images of documents can delay processes and create mistakes.
- Make sure files will be easy to share. File compression capability makes it easier to send files via email and you’ll need less storage space.
- Think small. Does the scanner take up a lot of room on a desk or require its own workstation?
- Is it accommodating? You need a device that can handle items of various sizes and thicknesses, such as passports or other IDs, pay stubs, receipts, and legal and double-sided documents.
- What about security? You’ll want to ensure that highly personal information – like identification and bank statements – is saved in a secure manner and accessed only by authorized people. Make certain the scanner you choose can easily work with your secure file management system.
Faster, more accurate document management for claims
Fujitsu image-processing solutions make it possible to run your insurance organization efficiently while maintaining security. For example, the Fujitsu fi-7160 and fi-7260 color duplex workgroup scanners offer exceptional high-capacity paper handling and high productivity. The selectable RGB color dropout allows for a compressed file size, taking up less digital storage. Superior feeding technologies reduce misfeeds and paper jams, meaning your scanning time is improved and frustration levels remain low.
In addition, the scanners are equipped with a 50-page automatic document feeder (ADF) and they use the newest image-perfecting technology PaperStream IP, which enhances standard TWAIN and ISIS applications by integrating cutting edge image processing technologies, without the need to change or modify any software. Engineered by experienced Fujitsu experts, PaperStream IP saves both time and money by reducing the number of rescans and cuts the amount of time it takes to setup a profile to just seconds.