Saying No to Paper Claim Files with a Paperless Office System
Hard copy claims can add up to a mountain of paper that, while seemingly innocuous, can lead to many issues including increased costs, decreased efficiency and an adverse impact on the customer experience. This is why a paperless office system is growing in popularity, fostering a host of benefits for companies who have pitched the paper. Let’s look at the differences between an office with a paper system and one that has gone paperless.
Problematic Paper Office Systems
Numerous problems come from a paper-based office system:
- Files have irreplaceable information that, once lost or damaged, can never be recovered.
- Paper can be destroyed by fire or floods – or simple coffee spills.
- Paper can be stolen or lost.
- Paper files can only be in one place at one time.
- Paper takes up a lot of room, which means storage and security costs.
- Paper is not easy to transport or transmit.
- Paper is not the environmentally-friendly choice.
A Paperless Office System
In contrast, a paperless office system offers an array of benefits that are attractive to companies, staff, partners and customers:
- Quality control and efficiency can be enhanced by allowing many people to receive and view files at the same time.
- It offers superior compliance because the system is simple, yet sophisticated.
- This system can help with disaster recovery efforts as there are backups keep in a disaster-resistant and/or redundant environment so that valuable files are not lost or destroyed.
- Money is saved throughout the system due to fewer mistakes, higher volume workflow, and the lack of overhead costs related to storage and security.
- There is greater portability of information that is just not comparable with paper files.
- Security is heightened by keeping things in a password-protected, encrypted and firewall-enabled environment.
- This is an environmentally-conscious option.
Companies that have migrated to a paperless office report greater satisfaction among staff in terms of executing daily tasks and managing their workflow. Additionally, they have stated that their partners and customers prefer this system over the traditional paper file system. This offers a win-win situation that cannot be beat by antiquated paper processes.
In Summary
Here are the main points from this blog post:
- There is a significant difference between a paper office and paperless office system.
- Paper-based offices suffer from threat of loss and damage, higher costs, inefficiency and a lack of environmental friendliness.
- Paperless environments benefit companies, customers, partners and staff in many ways, including greater efficiency, less time-intensive tasks, less threat of loss or damage, heightened security and environmental friendliness.
Photo Credit: Liz West
Fig Gungor is CEO of OneSource Document Management, a New York based company that offers a broad range of customized copy and scanning services that translate into a significant savings for insurance companies, hospitals and large medical facilities.