You can avoid putting any orders in jeopardy by integrating a specialized document retrieval system. Today’s technology allows you to trim hours from your customer inquiries – getting them the details they need in seconds – and with greater accuracy.

With CASNET, applying software solutions to your current workflow is easier and more cost effective than you may realize.

• Improve your organizational processes
• Consistency of system flow
• Enable better collaboration
• Gain faster retrieval to information
• Reduce overhead and expenses
• Protect and secure essential information assets
• Remain in compliance with laws and regulations

Give us a call, we can help.

In the company’s billing, adminstrative and coding operations alone, nearly 200 professionals work under two of EMP’s larger brand umbrellas – EMP Management Group and MBFS (Medical Billing and Financial Services, LTD) The combination of their commitment to quality patient care and patient satisfaction, coupled with their guarantee that physician recruitment is limited to emergency medicine residency trained, board certified physicians, has earned this professional team a reputation for being a leader among hospitals, professional associations and physicians.

Read the Case Study of How CASNET Helped EMP Solve the Paper Chase.

The Organization: A school district in the Cleveland-Akron area that was formed in the 1950’s after combining two smaller school districts.

The Problem: The administrative staff is required by state regulations to provide records requested to community members in a timely manner. Many of the districts documents are also defined by the state as permanent records and must be kept indefinitely. The district was also running out of storage space (an old elementary school building) to store the hundreds of boxes containing over one million records.

Even worse, there was no duplication of any of the paper files. If a disaster were to strike the storage building–all the data would be lost forever. Finally to top off this set of circumstances the school board decided to demolish the building for safety reasons. The district had to act quickly.

The Solution: We provide a two-part solution to this school districts problem. First, we picked-up all of their documents and converted them to digital images. In doing so we followed the guidelines established by the state to assure compliance with the Ohio Record Retention Schedule. This included indexing the documents so that they are categorized as defined in the schedule so state audits can be conducted more efficiently.

Second, we formed a relationship with the school’s Information Technology Center. This enabled us to provide the district a software application named OnBase. Using OnBase the district can now access and retrieve all of the images scanned.

The Benefits: Community member information requests can be responded to immediately. Each staff member is able to manage a higher volume of service transactions. Physical storage space needs are eliminated. Finally administrative staff members are more satisfied employees by being more effective in their roles.

Next Steps: Now that information is stored electronically the natural next step is to make it available to customers directly through the internet enabling self-service, delivered just-in-time.

The Organization: The Tax department of a US based city with a population of over 200,000.

The Problem: The city income tax administrator was looking to improve the efficiency of his department. He wanted to eliminate paper based document retrieval, reduce paper storage demand and costs and also cut the labor cost of providing customer service.

The Solution: We delivered three distinct solutions to solve the issues of this tax administrator.

• A document capture system which included advanced capture software and high volume scanners were installed to image the incoming documents and create an index using a barcode on the documents.
• An ECM systems was installed that stored and managed the images coming from the capture system in a secure manner. The ECM system was integrated with the city’s tax application so that when tax payers called with questions the staff was able to retrieve relevant documents from the system directly from the core tax application, eliminating the need for the manual paper retrievals and opening a second application.
• An Interactive Voice Response (IVR) application was developed to automate the direct withdrawals from the business checking accounts for companies needing to pay withholding taxes. This increase the speed of payments and eliminated the need to have a “live” agent handle the transaction.

The Benefits: In the end the city became more efficient in several areas and was able to reallocate the staff to different positions within the city as well as reduce their cost of storing paper documents. Additionally their critical and private tax information was stored in a secure redundant environment.

The Organization: One of the nation’s largest steel distributors.

The Problem: Two different departments were drowning in paper, sales and credit. Sales processes 150 orders a day with 10-15 pages of documentation for each order. The paper needed to be collected and then filed in an ever growing row of file cabinets. The credit departments had to manage credit applications and reviews, D&B reports and conduct formal reviews twice per year. Paper gathering of all the right files was very time consuming, not to mentioned the paper storage demands.

The Solution: We implemented an OnBase ECM Software Application with dedicated scanners in each department. We even set up the credit department to AutoFill the index values from their financial application. Now each of these departments can access the documents through their computer instantly. No longer do documents need to be filed. The paper chase is over.

The Benefits: Over 12 hours per day of labor is being saved just by not filing the paper not to mention the time saved by not having to retrieve a file when needed. The credit department now can use more time to make credit decisions and the sales department can access past order detail electronically again saving physical retrieval time as well as serving customers more rapidly.

I almost forgot, anyone need any extra file cabinets?

The Problem: This library’s clients are more knowledgeable than ever and keeping up with meeting their needs is crucial. Local clients and clients from around the world both call and walk in to get information stored on microfilm. The microfilm cannot be removed from the library, so how do you get this information out other than to print and mail it?

The Solution: We provided the library with a Microform Reader Printer, the MS6000 MKII. This unit scans to print as well as connects to a PC. So at the press of a button a client as far away as Germany can now have genealogy information sent to them for electronic distribution on wesites or sent as an email attachment.

The Benefits: Clients are now getting information lightning fast, whether it’s from around the world or walking into the local library and downloading the information to a USB drive. The ability to have the information that you need, the way you want it is priceless.

The Company: A US division of a Top 100 global manufacturer

The Problem: The customer service department was challenged to meet their client information needs in a timely manner.

This division processes hundreds of orders per day and the information around those orders, things like packing slips, bills of lading, PO’s where all kept in a paper form. This meant when a customer had a question about an order the customer service agents had to try and find the file.

Worse yet, if the order had aged a bit the files might even be stored off-site. Then once the paper was found a copy might be mailed or faxed to the customer, nothing was electronic. This delay in providing timely information was frustrating customers and the labor involved to serve them was growing.  The situation was not good in today’s ‘I need it now’ environment. Something had to be done.

The Solution: We provided to this customer an OnBase software solution along with a mid-range production level scanner. All paper documents are now scanned into the OnBase application. Each item is indexed in such a way that retrieval of a specific documents image is literally instantaneous.

This means that when a customer calls the customer service representative can pull up the needed information while the client is one the phone. If they need to send a copy to the client then can email it right from OnBase. Instant service! 

The Benefits: Customers are receiving the information they need immediately. Each customer service representative is able to manage a higher volume of service transactions. Physical storage space is eliminated. Customer service representatives are more satisfied by being more effective.

Next Steps: Now that the information is stored electronically the natural next step is to make it available to customers directly through the internet enabling self-service, delivered just in time.