Healthcare Support Organization Focuses on their Clients leaves Accounts Payable Document Management to The Experts

This Southwest organization provides non-clinical business, marketing and administrative services to healthcare practices nationwide.

Their biggest challenge: Inefficient processing of incoming AP invoices.
In managing incoming paperwork they relegated the function to personnel who had other demanding responsibilities. As such, both their principle function and the handling of incoming invoices and other AP paperwork suffered.

Even though they were scanning incoming paperwork, they were using and sharing multifunctional devices (MFDs) and low speed scanners. Trying to handle incoming mail with varying volumes from day-to-day, sorting paper documents, capturing relevant information, and checking on quality and accuracy of images and data was extremely inefficient and slow.

As a service providing organization they understood the value of focusing on their core business, their clients and their specific needs. They also knew that outsourcing to experts who could provide a service more efficiently would yield better results – improved accuracy, lower costs, and speed in delivering the services.

But Why DataBank?

Having heard what DataBank has done for other businesses and the document management services they provide, they contacted one of DataBank’s Regional Centers where one of DataBank’s Certified Records Managers responded immediately.

They saw the attention to detail and consultative approach he took to first understand their needs, their current processes, incoming document types, their condition, and volumes (over 10,000 invoices per month). He then developed a taxonomy scheme and detailed statement of work which covered all facets of processing and services that would be provided . . .
And, of course, a competitively priced proposal was provided that they saw would lead to a positive impact on their organization, and at an attractive ROI.

What Services is DataBank Providing?

DataBank picks up invoices daily basis from two locations, at a PO Box and from an old location until vendors switch to the PO Box. Mail is opened, invoices are sorted based on predefined state, practice or corporate queues, documents are scanned, data is captured, images are organized in folders for each of their AP queues, and all images and information are transmitted and imported to the company’s DocLink Imaging system used for AP workflow approval processing. DataBank stores the physical invoices for 90 days and then provides for certified destruction of the records.

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