Whatever your need, whether it’s a basic scan job, or the design and implementation of a complete end-to-end document management system, Docutex can provide a cost-effective, professional solution.
Digitized paper records, automated workflows, forms processing, and well designed document management systems allow organizations to work more efficiently and comply with regulatory requirements.
Digitizing documents such as resumes, applications, I-9s, W-2s, insurance forms, employee evaluations and payroll, insures these records will remain secure while at the same time easily accessible to authorized staff. It is easier to maintain compliance with government employment regulations and privacy requirements, such as HIPAA when staff is working with electronic records rather than original paper documents.
Industry surveys show up to 80% of accounts payable and accounts receivable processing is still done with paper documents. Digitizing these processes with automated tools that reconcile invoices, streamline approval cycles, and accurately enter data into backend systems cutting processing costs by as much as 50%.
Timely alerts mean potential problems are dealt with sooner, and prompt payment discounts won’t be missed. Further, staff has instant access to electronic document copies, rather than searching for paper documents.
Individual mortgage applications can include hundreds of pages and many different types of forms such as URLA 1003 and dozens of others. Our automated forms classification and data extraction technology turns paper into usable information with dramatically reduced data entry costs and shorter loan processing times.
Electronic data verification and business-rules-based validation tools provide better accuracy what is typically achieved with manual data entry, and the significantly shortened processing cycles lead to increased profitability. Electronically archived records provide easier access to data to confirm compliance with FHEO requirements and completion of settlement documents (HUD-1, etc.)
The same types of savings apply to virtually any type of credit or loan applications.
The same Docutex document conversion services and Electronic Content Management (ECM) technology that reduces cost and improves the performance of Law Offices’ day-to-day business operations can also facilitate litigation support and the legal review process. Docutex ECM solutions include all of the tools needed to efficiently search, code (index), redact, organize, and publish documents.
Processing Bills of Lading can present many issues. These forms are often of poor print quality or damaged, both of which can cause scanning errors. Often they may be scanned or faxed from many different locations using equipment of varying quality. Docutex solutions can “clean up” scanned images to facilitate accurate automatic processing. Data can be automatically validated against internal data bases and pre-configured business rules (like comparing delivered quantities against the original Purchase Order quantities).
Bills of Lading from different companies and with different layouts can be quickly “learned” by the software so they can be processed fully automatically in the future. This means Bills of Lading are processed faster, at lower costs, and with fewer errors.
HIPAA and the Federal Government’s electronic healthcare records initiative are two key issues for the healthcare industry. Converting from paper based health records to electronic health records not only increases efficiency for healthcare organizations but also provides for improved patient record security and accountability.
Docutex offers record scanning services and a modular suite of electronic workflow and records management systems which can be tailored to meet the current needs of healthcare organizations, as well as scaling to meet future needs. Reports, charts, MRIs, X-Rays, admission forms, and other patient information can all be easily captured, securely shared, and centrally managed.
The Docutex Health Claims Processing Solution can capture, verify, and route medical claim data to back-end systems without manual data entry. It comes pre-configured to capture every field from standard claim forms used by individual medical providers or suppliers, such as the HCFA-1500 (also known as CMS-1500), and from institutional claim forms like UB-04 (as well as the older standard UB-92) used by institutional providers such as hospitals.
This eliminates costly and error-prone manual data entry and accelerates claim processing. Data is delivered to back-end systems in HIPAA-compliant 837 data format.
Records retention is the art of identifying, retaining, and protecting documents in accordance with a planned policy. Some documents have legally mandated retention periods like tax information, accounting documents, human resource files, contracts, and medical records. Others, such as email correspondence and project records, have less well-defined retention requirements. However, organizations are learning in addition to bearing a storage cost for over-retaining these types of records, they also expose themselves to additional legal liabilities. So, an effective record retention policy must also facilitate identifying and purging documents at the appropriate time.
Trying to manage an organization-wide records retention strategy without a Document Management System is labor intensive, prone to error, and difficult to manage. Docutex Document Management Solutions include easy to use tools to implement and manage a standardized organization-wide record retention policy. Time saving automated classification tools, combined with multiple layers of security, appropriate human review, and approval processes ensure records are safe and findable during their useful lifespan and then securely purged with the appropriate approvals at the appropriate time.
With detailed reporting and audit tracking features, security and accountability is maintained. So unlike with paper records, electronic documents can’t just disappear!
The list of government regulations driving document management requirements is lengthy: SOX, HIPAA, FRCP, the Fair Labor Standards Act, the Family Medical Leave Act, Federal and State Tax Codes, EEOC, and on and on. In addition to these well known regulations which apply to virtually all organizations, businesses in specialized industries such as manufacturing, gGovernment contracting, healthcare, construction, public utilities, and transportation are faced with complying with numerous additional regulations concerning records retention and security.
However, as complex and diverse as all of these regulations are, the tools needed to efficiently meet their requirements all rely on a few basic document management features.
- Ability to classify and organize various types of documents and records
- Strong multi-level system and document security
- Audit tracking to the individual user and document level
- Tools for setting, tracking, and enforcing a record retention and destruction policy
- Redaction tools for finding and securing personal and confidential data
- Check-in/check-out, version control, and version roll-back
- Integration with other database and storage systems
- Ability to handle a wide variety of document formats, such as paper, email, drawings, and electronic documents
The Document Management Systems offered by Docutex have all of the features needed to comply with all of these regulations. Docutex works with multiple document management solution vendors allowing us to tailor a solution which is optimized for your organization's unique requirements.
Digitizing architectural and engineering drawings (from paper, microfiche, microfilm, etc.) improves productivity, security, and disaster backup. The OCR process allows text like part numbers, dimensions, and information in the title block of the document to be searched. Digitized drawings are easier to view, share, and print whether to paper, CD/DVD, memory stick, or other media.
Docutex Document Management Software also makes it easy to associate drawings and collateral documents such as parts lists, meeting notes, proposals, and contracts, giving mmediate access to all relevant documentation.