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Archive for August, 2011

Medical Record Scanning in Phoenix: How Document Management Solutions Benefit Healthcare Organizations (Part 1 of 4)

Wednesday, August 31st, 2011

This blog post is the first of a 4-part series that will describe how document management solutions benefit healthcare organizations.

Improved economics and government mandates provide the growth drivers behind medical record scanning in Phoenix.  To justify healthcare investments, a document management solution must deliver an acceptable financial return and meet regulatory requirements.

Basically, document management systems convert paper files to electronic documents and automate manual processes. Healthcare organizations can transform patient records into electronic images and upload them directly into Electronic Medical Records (EMRs).

Whether you’re in a clinical setting, healthcare billing center or administrative department, a medical record scanning in Phoenix solution can best serve your organization. Fast and efficient processing of information throughout a healthcare organization is a critical component in patient care and financial performance.

For more information about document management solutions, continue to visit our blog or contact OSAM Document Solutions, Inc.

Accounts Payable Workflow in Phoenix: How Document Management Solutions Benefit Accounts Payable Departments (Part 4 of 4)

Monday, August 29th, 2011

Accounts payable workflow in Phoenix eliminates the high overhead and delays associated with manual paper processing.  By automating and digitizing the invoicing process, a document management system for accounts payable improves how your business operates.  Specific benefits include:

  • Replacing costly, error-prone paper processes with automated records management
  • Capitalizing on vendor discounts and avoiding late fees
  • Improving vendor relationships and increasing favorable terms
  • Resolving vendor disputes instantly with supporting documents easily retrieved
  • Providing flexibility to submit invoices in various formats
  • Eliminating invoice hold-ups and automating document routing
  • Optimizing approvals, payment cycles and reporting
  • Automating invoice and check match ups
  • Removing the need for additional staffing with volume increases
  • Facilitating audits with quicker access to needed documents and transaction histories

Implementing accounts payable workflow in Phoenix leads to higher performance levels for your business. When you replace a manual process with an electronic one, you get a better managed, more efficient and increasingly profitable business.

For more information about document management solutions, continue to visit our blog or contact OSAM Document Solutions, Inc.

Accounts Payable Workflow in Phoenix: How Document Management Solutions Benefit Accounts Payable Departments (Part 3 of 4)

Friday, August 26th, 2011

This blog post is the third of a 4-part series that will describe how document management solutions benefit accounts payable departments.

The above accounts payable workflow in Phoenix could be further hindered in the following situations:

  • Businesses typically process two types of invoices.  Some invoices originate from a purchase order and others don’t.  Although purchase order invoices are pre-approved, accounts payable still needs to make sure the line items agree.  Discrepancies usually don’t show up until the paper invoice arrives, gets keyed into the system and is matched line-by-line against the purchase order.
  • Purchases made without purchase orders have their own issues.  The accounts payable department does not know the invoice exists until it shows up.  Because no prior approval took place, these invoices are shuffled through a time-consuming approval process.
  • When invoices have problems, resolution involves back and forth communications among suppliers and internal departments to collect necessary information.  This added work generates more paper and substantially increases processing costs and time.  In fact, many companies require dedicated staff just to resolve invoicing disputes.

Creating a Better Way to Do Business

The benefits of document management systems and automated accounts payable processes are quite evident.  Accounts payable workflow in Phoenix streamlines the invoice payment process to under six days:

  1. Invoice received at company and scanned into electronic format
  2. Invoice electronically and automatically distributed to accounts payable with associated purchase order
  3. Invoice manually reconciled with purchase order
  4. Invoice electronically and automatically distributed for approval
  5. Invoice electronically forwarded back to accounts payable for payment
  6. Invoice transferred to ERP application
  7. Invoice selected for payment and checks printed using an electronic form
  8. Check is electronically and automatically stored with invoice and purchase order

For more information about document management solutions, continue to visit our blog or contact OSAM Document Solutions, Inc.

Accounts Payable Workflow in Phoenix: How Document Management Solutions Benefit Accounts Payable Departments (Part 2 of 4)

Wednesday, August 24th, 2011

This blog post is the second of a 4-part series that will describe how document management solutions benefit accounts payable departments.

The High Cost of Manual Accounts Payable

Each time you purchase something on credit, you create an account payable for your business. This amount is owed to your supplier usually within 30 days.

Vendors frequently give incentives to customers for paying early.  To get these discounts, companies must process and approve invoices in as little as 10 days.  However, few accounts payable departments can receive an invoice through the mail, approve it, cut a check and mail payment to the supplier within such a short time period.  And the task becomes impossible if invoicing errors need to be resolved.

The manual steps in processing paper invoices illustrate why the process can take upwards of 30 days:

1.      Invoice received at company

2.      Invoice manually distributed to accounts payable department

3.      Invoice manually matched to original purchase order

4.      Invoice manually reconciled with purchase order

5.      Invoice manually distributed for approvals

6.      Invoice manually forwarded back to accounts payable for payment processing

7.      Invoice entered in Enterprise Resource Planning (ERP) application

8.      Invoice selected for payment

9.      Check stock manually loaded into printer

10.  Check printed

11.  Check manually retrieved from printer

12.  Check manually copied

13.  Check manually distributed to vendor

14.  Check copy manually matched to invoice and purchase order

15.  Check, invoice and purchase order manually filed

For more information about document management solutions, continue to visit our blog or contact OSAM Document Solutions, Inc.

Accounts Payable Workflow in Phoenix: How Document Management Solutions Benefit Accounts Payable Departments (Part 1 of 4)

Monday, August 22nd, 2011

This blog post is the first of a 4-part series that will describe how document management solutions benefit accounts payable departments.

Accounts payable workflow in Phoenix allows organizations to capitalize on solutions that eliminate unnecessary cost and add value.  Basically, you can automate accounts payable to process more invoices in less time.  Businesses save money by eliminating paper and streamlining the invoice approval process.

The superiority of electronic processes over paper processes is widely accepted in business circles.  However, the migration to document management solutions has not been as pronounced as you would expect.  Some specific findings by research firm Gartner, Inc. include the following:

  • U.S. companies spend as much as $150 to process each accounts payable invoice.
  • More than 95 percent of all business-to-business transactions are still settled with paper invoices and checks.
  • As much as 70 percent of invoice processing costs involve document handling, data entry and related manual tasks.

For more information about document management solutions, continue to visit our blog or contact OSAM Document Solutions, Inc.

Document Management in Phoenix: How Document Management Solutions Benefit Government Agencies Center (Part 4 of 4)

Wednesday, August 17th, 2011

Cost and time savings clearly benefit government agencies.  In addition to that, document management in Phoenix provides self-service solutions and promotes agency transparency.  These two areas greatly impact an agency’s mission.

  • Self-service:  Document management technologies can support self-service and online service options that stretch the availability of government without increasing staff.   Increased accessibility to government services, along with innovative delivery methods, advances the mission of government.
  • Transparency:  Transparency furthers an agency mission while simultaneously addressing growing legal requirements. Technologies like document management can combine with web-based applications to meet increasing responsibilities for government transparency.

The tight budget and staffing climate adds scrutiny to government spending.  Paper trails typically fail to meet the transparency expectations of constituents.  As a result, transparency is becoming even more of a selling point for document management in Phoenix.  The same document management solution that saves time and money can also provide access to public records through a web site or kiosk.

Document management solutions help government agencies weather tough economic times without reducing service.  In addition to cost reductions resulting from increased efficiencies, document management in Phoenix creates customer service improvements in the form of self-service and transparency initiatives.

For more information about record management solutions, continue to visit our blog or contact OSAM Document Solutions, Inc.

Document Management in Phoenix: How Document Management Solutions Benefit Government Agencies Center (Part 3 of 4)

Monday, August 15th, 2011

This blog post is the third of a 4-part series that will describe how document management solutions benefit government agencies.

Improving ROI and Enhancing Agency Mission

Document management in Phoenix creates benefits that positively impact return on investment, including:

Reduced cost of physical storage.  Physical file storage, archival storage and offsite storage can largely be eliminated.

Reduced cost of supplies.  Since paper copies are cut significantly, so are the associated costs.

Staff realignment.  Because it takes less time to do a task, staff can either be reduced or reassigned to higher-value tasks.

Improved efficiencies.  Document management in Phoenix facilitates automatic document retention, fast and easy electronic file retrieval, and simultaneous viewing of the same document by multiple people.

For more information about record management solutions, continue to visit our blog or contact OSAM Document Solutions, Inc.

Document Management in Phoenix: How Document Management Solutions Benefit Government Agencies Center (Part 2 of 4)

Friday, August 12th, 2011

This blog post is the second of a 4-part series that will describe how document management solutions benefit government agencies.

Document management in Phoenix helps all types of government agencies improve performance.  Agencies that benefit include:

  • Local Government:  Multiple departments -  records, accounts payable, public works, community development, clerk of the board, fire, police, information technology, courts, human resources and more – can use document management solutions to improve customer service, meet records compliance requirements, and increase employee efficiency.
  • County Government: Counties have used document management systems to make government operations more accessible to constituents through customer service centers, external-facing web sites, and self-service kiosks.  Typical county departments that benefit from document management include records management, transportation, clerk of the court, treasurer, assessor, clerk of the board, public fiduciary, materials management, recorder, sheriff’s office, information technology, finance and more.
  • State Government:  Like many agencies, Arizona’s state government has been plagued with job cuts.  Successful document management in Phoenix allows each department within state government to provide, at a minimum, the same level of service to their constituents without additional staff.
  • Court Systems:  Document management solutions support various judicial systems including limited jurisdiction of cities/towns, general jurisdiction of counties, and the Arizona Supreme Court.

For more information about record management solutions, continue to visit our blog or contact OSAM Document Solutions, Inc.

Document Management in Phoenix: How Document Management Solutions Benefit Government Agencies Center (Part 1 of 4)

Wednesday, August 10th, 2011

This blog post is the first of a 4-part series that will describe how document management solutions benefit government agencies.

Government agencies must maintain high levels of constituent service even with shrinking resources.  Document management in Phoenix is a solution that helps government agencies of all types maintain and even improve service levels.  Among the benefits to local, county, and state agencies are cost and time savings, self-service solutions and increased transparency.

In today’s challenging environment, document management in Phoenix enables government agencies to do more with less.  Although limited resources and strained budgets are the norm, an agency is nonetheless expected to maintain high levels of service to its constituents.   Innovative solutions like document management improve agency services without requiring additional staff.  In fact, these document management solutions even empower constituents to do more for themselves through self-service web sites and kiosks.

For more information about record management solutions, continue to visit our blog or contact OSAM Document Solutions, Inc.

Document Imaging in Phoenix: How Document Management Solutions Benefit Human Resource Departments (Part 4 of 4)

Monday, August 8th, 2011

The first step in transitioning to a document management system is to assess the applications and processes currently in place.  Any new system should easily integrate with your current environment.  Once installed, the system must allow existing information and processes to transfer smoothly.

You should not have to recreate entire department processes to fit a new document management system.  If significant changes are required with a particular solution, you should continue your research and analysis to determine a more viable option.

Document imaging in Phoenix creates a more efficient human resource department with less paper shuffling.  By reducing the time employees spend on low-level tasks, document imaging allows personnel to work on more essential things – like finding and keeping the best employees, meeting compliance standards, and managing time-sensitive payroll processes.

For more information about record management solutions, continue to visit our blog or contact OSAM Document Solutions, Inc.