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The Evolution of Document Management in the Insurance Sector

Monday, May 6, 2019

The insurance sector is a document-riddled industry. There are countless forms to file, store, and access, as well as copies and claims to sort on a regular basis. For this reason, document management must be a priority. Because when all these documentation are left unmanaged, they not only get in the way of optimal efficiency in your workspace, they can also damage the quality and accuracy of services that you deliver to your clients.

For instance, if you still operate on an ad-hoc system that mainly uses filing cabinets, it will take your team some time to access information that a customer may need right away. In other cases, inefficient document management may compromise compliance considerations, as when unauthorized use of data or security breaches occur. And there is always the risk of pulling the wrong information from the wrong file, which can lead to fraudulent claims.

Today’s insurance providers should consider a document management system that are in sync with current trends that are geared towards the elimination of these issues. Your ideal document management system should offer:

  • Efficient document profiling and scanning for easy access
  • Integration of productivity tools
  • Establishment of security protocols against data theft and unauthorized access; and
  • Workflow management and collaboration

As such, successful document management should look at boosting customer satisfaction, improving employee performance, curbing the risks of fraudulent claims, and satisfying regulatory requirements.

Rabbit Office Automation’s MaxxVault Enterprise Document Management delivers all that, and more. This comprehensive suite provides:

  • A secure and centralized document repository
  • A simplified way of reviewing documents
  • An improved document audit history for tracking document changes
  • Enhanced document quality control through workflow tracking and overview
  • Automated indexing, including document tracking and archiving
  • Fast and easy access to all versions of your document
  • Flexible document content management capabilities
  • Smooth content approval and publishing features
  • Advanced Optical Character Recognition (OCR) software for PDFs and TIFFS; and
  • Email alerts for new document tasks and reports

This suite also offers comprehensive protection against data loss through regular backups, as well as offsite data storage with MaxxCloud. And all documents and electronic records are kept in compliance with established industry regulations, including Sarbanes-Oxley (SOX), Health Insurance Portability and Accountability Act (HIPAA) or the Gramm-Leach-Bliley Act (GLBA).

Ready to set one up in your office? Talk to our team today to get started!

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