Author Archives: NE Docs

Crawl, Walk, Run

Convert to AP Automation with Minimal (If Any) IT Support

For several years, business trend watchers have been predicting that the path through economic turmoil and pandemics is digital transformation and automation of core business processes, such as Accounts Payable (AP). Still, many businesses are hesitant, particularly when their IT support resources are limited.

For example, one company was evaluating how to eliminate paper from their AP processing. Paper is a huge headache with human error and delays in storing and accessing documents and processing invoices in a timely manner. The project would require some IT resources but could offer significant cost savings. Unfortunately, the project was never implemented because the company had limited number of IT staff. Business stakeholders voted down doing the project because they thought it would cause too much disruption to the staff and current processes to be worth the effort.

In this situation, there was actually an alternative solution that didn’t require their own IT resources, and which would alleviate any disruption to business continuity.

Manual, Paper-based Processes are No Longer Competitive

One method that has been favorable in the business force is the “crawl before you walk and walk before you run” approach. Businesses who delay even in the first steps of keeping up with the trends and demands of customers and partners, can greatly reduce their competitiveness and open greater risk to business success in the future. One key area that now requires modernization is Accounts Payable. Although this is a significant system, changing all components and processes does not have to be done at the same time. A staged approach will avoid significant disruptions and require little or no IT support, while also moving your organization closer to a fully optimized system with positive incremental results in productivity.

Implementing in Stages Avoids Major Disruptions

Even if your organization has no IT support, there are resources for ensuring your business continuity is not disrupted. For example:

  • AP Automation can be outsourced and managed by other business partners. Many of NEdocs’ customers have implemented AP Automation in stages, requiring very little IT involvement utilizing BlueCreek Software’s Vision360 Enterprise system.
  • Cloud services (such as with the Digitech Systems ImageSilo system) require little IT resources. Digitech notes, “As a cloud-based service, ImageSilo changes the economics of content management. The service allows you to minimize IT burden by outsourcing hardware, software, and maintenance costs. No capital expenditure means a tax-deductible operating expense. Plus, unlimited users and data storage means the system automatically adapts as your organization grows.”

Automating allows you to “use workflow to automatically route information through your business processes while tracking every step and function. Capture information online with an e-form, then kickoff any business process based on the data received. You can even electronically sign documents as needed to keep things moving no matter where you are.”

Here is an example of how you can easily start to automate your AP operations with minimal in-house (if any) IT.

Step 1: “Crawl”

Start slowly. Digitize your paper documents (such as invoices and purchase orders) including a few years of historical records and move document storage to the cloud. This replaces all the aging, hard-to-access paper files in manilla folders, desks, drawers, and cabinets.

The benefits include:

  • No internal IT support requirements.
  • Better visibility for everyone in the organization.
  • Easier access to records for sharing and answering questions, providing customer service to your clients, and providing basic management level sign-off for approvals.
  • Ability to create retention policies for document records in the cloud for automatically archiving or deleting when appropriate.

Step 2: “Walk”

Start automating your AP processes. For example, you can replace the manual process where a vendor’s invoice arrives through snail mail, sits in the mail room until somebody carries it to the Accounts Payable Department, gets sorted and placed in the appropriate staff member’s inbox, and eventually gets picked up by the staff member to review and approve. Instead, an automated process can be set up to scan the paper invoice upon arrival and send a notification and email with the attached digital document to the appropriate staff members to immediately review and approve for payment.

Look at what automation offers:

  • Shortens the process.
  • Reduces the cost of processing.
  • Builds better vendor relations.
  • Improves staff visibility to data and documents, whether they are at the office or remote.

Step 3: “Run”

Integrate your fully automated AP system with your ERP system or accounting software.

This step optimizes your automated AP system to work efficiently with your other enterprise systems to provide significantly improved KPIs and greater ROI – all with little or no internal IT resources.

With Vision360 enterprise software there is crucial tracking visibility, the capability to create systematic rules based on routing, coding & matching of invoices, and monitor the life cycle of each invoice with a user-friendly dashboard view. Or alternatively, consider ImageSilo as the bridgeway to your ERP systems as another intuitive document management software that provides detailed audit tracking.

For further information about incrementally converting your current AP operations to an AP Automation solution, contact us online or call 603-625-1171.

 

Digitization and Automation Drive Healthcare Efficiencies

 

In today’s highly competitive healthcare environment, organizational efficiency is critical. Forrester Research noted that “81% of executives surveyed agreed that operational efficiencies are a priority to improve profitability.” The industry-wide issues include reducing costs, increasing visibility, and pursuing better vendor management. The keys to achieving these business-critical objectives reside in two areas; Accounts Payable and document management. You must automate your Accounts Payable (AP) processes and fully digitize your document management systems to remain competitive.

Why Fully Digitize and Automate?

While most healthcare professionals are busy dealing with the front-end issues of dealing with patients and insurance, AP processing is at the backend (the internal functions and technical operations) of the business. Accounts Payable is defined as the process “by which organizations pay for goods and services, from the receipt of the goods to the processing and payment of the vendor invoice. In an effort to reduce costs and optimize efficiency, leading organizations are implementing AP Automation software and streamlining their back office functions,” notes Blue Creek Software.

Forrester Research predicts that customer (patient) centricity, analytics, and optimization will be key for healthcare providers to distinguish themselves from competitors and mitigate the risk of reduced growth, or even worse, contraction of revenues.

Typically, healthcare has not led other industries in utilizing dedicated software systems to manage procurement and AP data. Instead, many organizations still use legacy processes that:

  • Inefficiently track spending
  • Impede timely analytics of staff productivity
  • Lack transparency into all financial areas of the business, and
  • Fail to manage vendor relations effectively.

The inefficiencies of older established processes were greatly exposed during the COVID outbreak and response to the pandemic. Healthcare organizations that continue to use and manage paper documents will face all sorts of bottlenecks to store, access, and process patient and vendor information in a timely fashion in an otherwise digital world demanding information now.

The same is true of manual digital file management using common office tools. Information bottlenecks slow down service delivery and therefore can impede revenue generation.

Structural Efficiency

Both AP Automation and digital document management present structured solutions that your financial and HR personnel can easily use to manage spending, improve staff productivity, and cultivate better vendor relations by removing many of the manual operations that result in roadblocks or delays.

If you are a healthcare administrator for a hospital, senior living, or other care facility and your objectives are to create operational efficiencies and scalability that supports your business needs, AP Automation and digital document management offer valuable benefits you should consider.

Here are a few examples where automation and digitization have helped healthcare organizations:

  • Slow processes affect patient care – Wray Hospital and Clinic increased productivity with instant access to their files while also enhancing compliance with federal regulations and saving money.
  • Paper documents require a lot of space – Rockland Eye recovered space for a new examination room by digitizing paper charts to integrate with their EHR system to electronically manage patient records.
  • Paper documents create unnecessary storage costs and tasks – Family Health West implemented a digital document system that saved storage costs and boosted staff productivity.

Experience Matters

Over many years, NEdocs has worked with different sized healthcare organizations throughout the Northeast to implement AP automation and document management solutions that seamlessly integrate with their internal processes.

For further information about how our AP Automation solutions and document management software can help improve your healthcare organization’s productivity and efficiency, ask our experts by calling 603-625-1171 or contact us online.

Streamlining HR Processes for Staff Shortages

Doing More with Less

The number one complaint we are hearing from Human Resource professionals today goes something like this, “Lack of qualified staff is a huge issue right now. Streamlining is essential, so we can do more with less people.”

Streamlining processes is important when you have fewer employees. Digitizing documents and automating tasks provides better efficiencies to address today’s remote workforce needs, which include easy access to digitized files and remote interactions with the company’s Human Resource Information System (HRIS).

Issues Managing Corporate Talent

Whether you work for small company that manages its employees on a spreadsheet or a large organization using an HRIS, dealing with a staff that is fewer in number or remotely located from each other can be tedious and difficult if you are not be using the right solution.

BambooHR notes, “At a certain point, it becomes impractical (and maybe even a compliance issue) to track all your employees’ information in spreadsheets. Most often, we recommend that organizations with twenty-five employees or more get an HRIS.”

This is particularly true if employee records are still in paper form or stored in various locations. When your staff needs up-to-date sensitive records, finding and accessing those files in a timely manner can be slow and expensive.

An HRIS can help organize and manage your people-related data such as:

  • Demographics (birth date, gender, contact information)
  • Job information (manager, department, pay rates, certifications)
  • Training and rewards (job engagement and advancement)
  • Benefits (health, PTO, vacation, retirement)
  • Compliance documents and data (audits, certifications)
  • On/off boarding documents (NDAs, tax and immigration forms, asset management)

Keep in mind that simply having an HRIS does not guaranty there are no inefficiencies in your solution, which may become more problematic when you are struggling with a staffing shortage.

Automation Begins with Digitization

The key is to digitize all documents and data and automate all HR processes to work efficiently with an HRIS configuration that is sized right for your business. Your complete solution should include time-saving HR technology and powerful analytics that can automate tedious, routine tasks whether your staff is large or small. The HRIS can then track all this digital information in one location to provide the best single source of accurate employee data for reporting, decision making, and daily operations.

Experienced HR Document Experts

NEdocs has worked  for many years with Human Resource organizations to implement solutions that seamlessly integrate with their HRIS to empower HR teams and improve storage, retrieval, and security of documents and employee data. These solutions rescue HR staff from drowning in paper forms, improve the employee on/off-boarding experience, and provide greater efficiency and accountability for ROI and compliance.

In its 2022 HR Trends Report, McLean & Company notes, “Not surprisingly, recruiting remains the top organizational HR priority, and HR respondents plan to spend 25% more time on talent acquisition in 2022.” The report goes on to predict, “Worryingly, HR professionals report feeling more stressed than ever. 2022 should be a year when HR departments spend more time addressing their own wellbeing in addition to that of the broader workforce.”

For further information about how NEdocs can help improve your organization’s HR experience and efficiency, contact us online or call to speak with a specialist at 603-625-1171.

 

Technology Assurance for the Insurance Industry

“For decades, insurers have been at the forefront of technology adoption — driven by aspirations to manage risk, acquire new customers and enhance existing customer experiences.” Forbes

…But COVID changed everything! Today, if you are in the C-suite at an insurance company, you could be facing a technological tsunami on the horizon that threatens your competitive superiority. You can no longer rest on the laurels of historical performance.

Insurance Industry Trends

For large, established insurance agencies and enterprises, size and longevity are no guarantee of continued success. Enterprise artificial intelligence (AI) products and the expanding commercialization of the internet are flooding the competitive playing field, disrupting the proprietary operational landscape insurance companies have enjoyed for so long.

These new trends offer significant opportunities for consumers to discover, assess, and purchase insurance to meet their needs on their own. In contrast, legacy insurance software is slower than ever in comparison with complex maintenance updates and processes, and necessary change management to keep up with burdensome regulation, security threats, policy uncertainty and economic growth, not to mention that many of these organizations are experiencing dubious analytics results on stale customer data.

Urgency and Opportunity

McKinsey & Company notes, “Companies that fail to adapt will weaken under the pressure exerted by those that use digital technology [automation] to slash costs and get better returns on their investments. And they will be left floundering once digital’s relentless force ultimately breaches both the industry’s business model and boundaries. Already, in personal auto insurance, we see how sensors fitted in vehicles will be likely to put premiums under pressure as driving becomes safer. And we have only to glance at other industries to understand how, in a world in which data and analytics are king, powerful new digital competitors with large customer bases in their core businesses can rapidly invade new ones.”

Adapt, Automate and Achieve

The key to adapting in a changing insurance market is to automate your process workflows from end-to-end. Implementing solutions that encompass AI and digital technologies such as machine learning, computer vision, fuzzy logic, and natural language can create a “touchless experience” that significantly improves performance and ROI, and reduces operational costs, errors, and delays. Not only will your customers and business partners appreciate the experience, but it will position your organization in a superior competitive posture for the future.

AP Automation and Digital Mailroom Solutions

NEdocs has been working with insurance organizations to implement automated processes in two major operational areas – Accounts Payable and the mailroom – to provide immediate improvements in cost, performance, and customer satisfaction.

Clients apply our technology advancements to their Accounts Payable departments and mailrooms. By digitizing all documents that go to and from customers and vendors through email and postal mail, and automating all policy and claim workflows, the organization manages massive amounts of data securely and more efficiently. They can readily control access to all data and documents, as well as easily run data analytics reports.

For further information about how you can automate your insurance customer and vendor experience, contact us online or speak with a digital automation specialist (603) 625-1171.

Keep Critical Data Secure in Transit and Storage

We live in a business environment today that presents constant data security threats with repeated breaches being reported in the news. No industry and no organization is completely safe from security threats. Not only do cyber-attacks impact a business’ internal operations but also those of its trading partners.

A recognized leader in secure file transfer, Goanywhere, notes, “Local, state, and federal governments and the services they provide to the public are under more scrutiny than ever. And, just like any other industry segment, the public sector is vulnerable to growing and varied cyber threats.”

Goanywhere also points out, “Supply chain attacks are one of the fastest-growing cyber risks that organizations face in 2022, and when it comes to supply chain risk management, organizations in every industry should pay attention.”

With all the customers, suppliers, and government entities your organization must deal with, how can you ensure the safety of your data when it needs to leave your possession? How can you guard your company and trading partners against rampant threats of data theft, loss, and corruption?

No matter if you are a records manager, CTO, Security, or Compliance officer, part of your mission should be to implement strong and efficient data safety protocols. You need a security “steward” to guard your organization’s best interests in protecting data and files that you share internally and externally.

Common Problems of Managing File and Data Security

Cyber threats and breaches are often successful because of lackadaisical security processes, meager employee training, inferior security resources, and lack of central control of files and data. For example, consider the number of times that employees take shortcuts emailing sensitive files. What about those free or low-cost large file transfer (FTP) services? Do they provide enterprise level or bank grade security against today’s organized and sophisticated hackers?

The likelihood of data breach grows exponentially as data is stored in multiple locations without centralized control. There are five key organizational data and file activities that are prone to security risks:

  1. Storage – Does it remain safe and secure?
  2. Retrieval – Is access controlled by user roles?
  3. Transferring – Is data transferred between trading partners secure?
  4. Transforming file formats – Is translation between data formats safe and secure?
  5. Monitoring/auditing – Are compliance requirements tracked and easily reported?

To optimize security in all these areas you need a solution designed specifically to meet your industry’s security requirements.

Adding Extra Security Layers

The best way to ensure your files and data are safe and secure while stored, accessed, or transferred is to work with a certified professional with experience and credentials in file and data security management. The service provider should be able to assess your organization’s security gaps and requirements and then strategize and implement a solution proven to provide the extra security layer you need for all stakeholder transactions.

Ideally, you need a file transfer solution that is secure and streamlines the exchange of data between systems, employees, customers, and trading partners. NEdocs utilizes GoAnywhere Managed File Transfer (MFT), which provides centralized control with extensive security settings and detailed audit trails, and helps process information from files into XML, EDI, CSV, and JSON databases.

Your Secure Data Sentry

NEdocs is a fully compliant SOC 1 Type 2 and SOC 2 Type 2 audited facility. We provide all our clients with the additional layers of security for exchanging data with trading partners by including the GoAnywhere Gateway. This component provides file sharing services kept safely inside your private network, without exposing sensitive data to your “DMZ” (Demilitarized Zone), those neutral or publicly exposed points of transfer. Connections can be made to external systems on behalf of users inside the private network.

For further information about secure storage and transfer of sensitive data between your organization and its trading partners, contact one of our specialists online or call (603) 625-1171.

Historical Preservation Scanning Technology

Historical Preservation Scanning Technology

Digitally preserve old books, documents & artifacts.

If you have rare original books, maps, or other historical artifacts, and want to preserve them for future generations, digitally scanning them may sound like a great idea. However, not every device or scanning service is capable of the results you really want. Typical results are mediocre images at best and in the worst case, your fragile originals are mishandled and damaged.

The Problem with Most Scanners

Most scanning devices and services you find on the market today offer what could be considered “commodity” scanning. They may provide an adequate working copy, but the result is hardly comparable to your original document. This is often because of the less-than-ideal resolution. Some documents cannot be easily scanned because of the shape, size, or binding. In other situations, the document is too delicate to be run through the high-speed scanners commonly used by service providers. If you want a digital result as close to the original as is technically possible, you need the best-in-class scanning technology available today.

Highest Quality Digital Preservation

If you want to preserve old or rare documents, consider working with professionals who have decades of experience in preserving confidential and historical documents and rare books. NEdocs has knowledge with digitally preserving first edition books, lab books, vital statistic records, old magazines, historical photographs, and fragile texts. These artifacts require more attention than ordinary documents, we provide a premium “white glove” digital preservation service that handles your delicate originals and keeps them safe and intact. This service is also useful for any bound books or documents that should not or cannot be scanned through high-speed scanners.

Precious and Delicate OriginalsHistorical Preservation Scanning Technology

NEdocs incorporates the Zeutschel scanner and OmniScan software in its solution to convert your precious old documents into manageable and searchable, high-resolution, digital images.

Our couriers and scanner operators are fully trained in safe handling techniques to take advantage of the Zeutschel’s amazing capabilities for mounting, photographing, and scanning odd-shaped and oversized objects, books, and maps. NEdocs’ historical document preservation customers include state and municipal governments as well as historical associations and organizations.

We’re pleased to utilize a product for our customers that remains at the forefront of preservation technology. Our collaboration contributes to Zeutschel’s stated goal of working “closely with industry experts and leaders in National Archives, libraries, museums and service companies, staying in constant communication and working on digitization projects with teams of archivists, librarians and others tasked with the digital preservation of records and archives. [Zeutschel] Research and Development director is also a working member of various Industry think tanks, such as the international board of ISO/TC42. Finally, all our scanners are put through rigorous testing plans for IS0 19264, Metamorfoze and FADGI.”

In summary, NEdocs’ team can skillfully perform historical book and archival scanning most efficiently and with the highest quality images achievable thanks to our premium optical hardware and leading-edge software integration.

For further information about our historical preservation scanning process and how we can help you preserve your valuable originals, feel free to contact us online, or call and speak with an archival scanning specialist at (603) 625-1171.

Historical Preservation Scanning Technology

3 Keys to Unlocking Manufacturing Efficiencies

3 Keys to Unlocking Manufacturing Efficiencies

If you work in manufacturing, you know how difficult it’s been during COVID. And now, coming out of the pandemic, problems persist with companies unable keep up with the surging demand fueled by the huge growth in ecommerce orders and deliveries. There are significant workforce shortages and supply chain disruptions. So, how can manufacturing companies reduce these risks and ensure business continuity? This article discusses three key areas where you can immediately improve operation efficiencies and respond to customer demands.

Striving to Meet Demand

Today’s workforce shortages and supply chain instabilities are burdening operational efficiency and margins for manufacturers who are faced with growing demand for products and services. Deloitte notes, “Record numbers of unfilled jobs are likely to limit higher productivity and growth in 2022, and last year we estimated a shortfall of 2.1 million skilled jobs by 2030.”

If you are a manufacturer, you need to reduce your operational bottlenecks by managing labor shortfalls, improving vendor relations, and gaining supply chain transparency. To reduce your risk and create agility to quickly respond to changing market and resource conditions, consider digital transformation options to manage documents, data, and personnel more efficiently.

How to Improve Your Performance

There are several areas where you can improve operational efficiencies in your manufacturing business. Let’s look at three key departments where digital transformation can make an immediate impact: Human Resources, Quality Control, and Accounts Payable.

  1. Manage the Employee Lifecycle

McKinsey & Company noted, “American manufacturing accounts for 8% of the U.S. workforce and 11% of the U.S. GDP.” With senior workers retiring and a shortage of skilled younger workers, companies must discover ways to attract and train new employees, and more efficiently manage their career paths. This can be done by replacing manual HR processes with automated processes, and paper records with digital data storage. Going digital means easier and faster data access for analysis, decisions and reporting.

Digitally transforming every data point along the employee lifecycle will eliminate manual process impediments and provide staff with the ability to effortlessly access any HR data pertaining to that employee at any time. Planning, generating reports, and reacting to potential opportunities and changes affecting your organization become much faster and easier.

Consider the key benefits to your manufacturing business:

  • Access all historical and current employee records and data
  • Manage data from anywhere
  • Optimize workflows and speed up approvals
  • Simplify HR reporting and analytics
  • Reduce labor costs significantly
  • Protect company assets and reduce liability risk

 

  1. Manage Documents and QC Data

Manufacturing Testing and Quality Control departments deal with lots of record keeping and compliance measures. Digitally transforming your organization’s document management can dramatically improve security and staff access, simplify compliance requirements and audits, and reduce document and data loss.

Moving from paper to digital improves your company productivity. Projects can move faster through the plant and your product managers can pursue more aggressive deadlines by rapidly moving between sales, engineering and the manufacturing floor for new features and change orders.

Historically, this process has been fully manual in many aspects, such as converting 3D designs into 2D spec books, and then delivering those books to machinists on the floor who review and “redline” the books, which are then returned to engineering teams for revisions.

Digitization makes this process more efficient by solving these touch-point problems. For example, eliminating the paper problem enables your organization to enhance its information security, improve process efficiency, and reduce costly errors.

 

To successfully convert to an efficient virtual system:

  • Evaluate your current processes and identify gaps with your objectives
  • Establish a safe and secure location for virtual files
  • Organize an efficient filing structure for storage and access
  • Digitally scan and shred your paper documents

 

  1. Automate Your Accounts Payable

Manufacturers buy tons of raw materials and parts as well as business services from multiple suppliers and service providers. Manual processes with a labor shortage can raise havoc with orders and deliveries. Automating your Accounts Payable and payments eliminates manual errors and streamlines all related tasks.

Bluecreek Software, NEdocs’ development partner notes, “Manufacturing organizations face different challenges to their counterparts in other sectors. The highly competitive nature of the industry creates pressure to adopt a lean approach to delivering goods and services to customers. This has led to an increasing emphasis on customer centricity and faster, more robust supply chains. While there tends to be a focus on front-end process improvements, manufacturers realize that there is also a need to extend these improvements to their back-end processes, particularly in accounts payable (AP) and procurement.”

To create operational efficiencies and scalability to support your manufacturing, you should implement AP Automation services that eliminate the tedious and expensive tasks associated with invoice processing, and other manual related tasks that impede your business’ agility and responsiveness to changing business conditions.

NEdocs, along with Blue Creek Software, has helped manufacturing companies automate their AP processes, including routing GL Code, matching purchase orders, and approving and entering invoices. Your organization’s Accounts Payable personnel, controllers, and executives will benefit from an AP automation solution that:

 

  • Provides faster, more efficient invoice approvals
  • Supports remote access from anywhere
  • Increases flexibility and scalability
  • Prevents duplicate invoices and payment
  • Manages AP by exception
  • Provides centralized visibility and control
  • Offers security, controls, and auditing
  • Supports supplier payments

 

Your Master Key: Work with Digital Transformation Professionals

The best way to make effective business process change is to work with a professional who has extensive experience in that process. Digital transformation of legacy business processes is the principal driver of our work at NEdocs.

With nearly 40 years of experience, you can be confident in NEdocs’ ability to preserve and secure legacy paper records, digital documents and processes, as well as implement complete digital transformations. AP Automation, HR Records Scanning & Management, and the Digital Mailroom are a few primary examples. Simply stated, you get comprehensive digital technologies for document scanning, storage, archiving, retrieval, management and destruction all under one roof!

For further information about how you can implement a successful digital transformation of your manufacturing organization, contact us online or call (603) 625-1171.

 

Changes Drive Healthcare Workplace Demand for Greater Efficiency

Changes Drive Healthcare Workplace Demand for Greater Efficiency

So many lives have been disrupted by the COVID pandemic. Some businesses had to close, and many others struggled to find ways to keep the revenues coming in and paying bills. One of the biggest industries impacted was healthcare. Not only were hospitals and clinics overrun with patients, but they were stricken by scarcity of supplies and resources, and an almost complete loss of revenue from elective care and surgery, causing significant losses.

Digitally Adapt, or Else!

The American Hospital Association noted, “Revenue losses and sluggish recovery of patient volumes have been met with increased expenses creating the perfect financial storm for hospitals and health systems.”

New ways to cope with these changes had to be found. Like most companies, hospitals, medical practices, and other healthcare entities have discovered that going digital is a way to drastically slash costs and improve performance. But where should you start with this transformative process?

Two key areas of your business where you can dramatically make changes are through automating your Accounts Payable and digitally transforming your document management processes.

Why Automate Accounts Payable?

To create operational efficiencies and scalability that support the business growth of hospitals, senior living, and long-term care facilities, healthcare executives need to consider implementing AP Automation services that eliminate the tedious and expensive tasks associated with invoice processing and other manual tasks that impede business agility and responsiveness to changing business conditions.

NEdocs, with its development partner Blue Creek Software, has helped healthcare companies automate their AP processes, including routing GL Code, matching purchase orders, and approving and entering invoices. Your organization’s Accounts Payable department, controllers, and executive team will benefit from an AP Automation solution that:

Changes Drive Healthcare Workplace Demand for Greater Efficiency

 

Provides faster, more efficient invoice approvals

Supports remote access from anywhere

Increases flexibility and scalability

Prevents duplicate invoices and payments

Manages AP by exception

Provides centralized visibility and control

Offers security, access controls and auditing

Supports supplier payments

 

Why Digitally Transform Your Documents?

Changes Drive Healthcare Workplace Demand for Greater Efficiency

Digitally transforming your organization’s document management can dramatically improve security and staff access, as well reduce risk of data loss and regulatory non-compliance.

For example, Reed Gelzer, M.D., and head of Newbury, New Hampshire based Trustworthy EHR, stated that electronic health records (EHR) may be posing issues for providers when it comes to medical malpractice litigation because of both human and design errors. To avoid this risk, your organization can benefit from implementing an Enterprise Content Management (ECM) system, which is fully equipped to manage patient records, AP files, and HR records.

Another area worth transforming paper records into digital is credentialing. These records are expensive to maintain and prone to cause costly failures. Eliminating the paper problem will enable your organization to enhance its information security, improve process efficiency, and reduce costly errors.

To successfully convert to an efficient virtual credentialing system:

  • Evaluate your current processes and identify gaps with your objectives.
  • Establish a safe and secure location for virtual files.
  • Organize an efficient filing structure for storage and access.
  • Digitally scan and shred your paper documents.

 

Work with Experienced Pros

For almost 40 years, NEdocs has been optimizing record and document management for healthcare and other records intensive industries. We can help you devise a solution that automates and optimizes the processes and documents that ensure business continuity and financial stability.

For further information about what AP automation and document management solutions do for healthcare providers, feel free to contact one of our specialists online or call (603) 625-1171.

AP Automation with Payment Processing Can Increase Profits

AP Automation with Payment Processing Can Increase Profits

“According to the “2020 State of Accounts Payable Report,” Respondents indicated that on average they are using electronic payments to process their payments 56% of the time (vs. 52% in 2019), compared to paper at 44% (vs. 48% in 2019).” – Sush Koka, Basware

When it comes to payments, the last thing you want is delays, duplication, fraud, or validation issues – all of which cut into profits. An automated payment solution reduces risk and builds certainty by providing efficiency and visibility. Your payments process becomes a strategic function for better supplier relationships and improved cash flow.

A completely automated AP system is a wonderful thing to experience. From invoice intake to routing, PO matching, approval, and timely payment, the entire AP function becomes a hands-off operation. The accounting team has more time to attend to more important needs, such as strategic planning, instead of putting out fires.

Automation is Trending

Industry trends show automated payment processing improves business efficiency and profitability. Finextra noted, that in 2017, “51 percent of organizations rate cost savings as the top benefit seen from electronic payments. A study by Spencer Commerce concluded that automated payments offer cost savings of 90 percent in accounts payable processing over manual processing. Savings on storage costs over 10 years amount to 67 percent. Put simply, cheques and manual payment processing are expensive.”

When COVID hit, companies with outdated manual processes suffered additional setbacks. PaymentsJournal reported, “One of the most significant takeaways from the pandemic and its impact on our industry was how exposed businesses were to error, fraud and inefficiencies when relying on outdated, manual payments systems.”

Payment Automation Benefits

Payment automation removes manual activities from the final step in the AP process and produces better Key Process Indicators (KPIs):

  • Decrease the AP cycle – Faster payment improves supplier relations and takes advantage of payment discounts.
  • Reduce transaction costs – Electronic payments are cheaper to process than paper checks.
  • Prevent fraud and secure sensitive data – Paper checks are more susceptible to fraud attempts.
  • Reduce human error – Manual transactions are more likely to produce errors and duplicate transactions, and overpayments.
  • Improve transparency – Electronic payments increase your ability to track and analyze financial data to better understand, predict, and forecast cash flow.
  • Provide a better supplier user experience – Automation permits your organization to provide suppliers with real-time visibility into transactions and shorter payment cycles.

The Complete Billing Cycle Solution

To fully automate your AP process to include payment processing, work with a professional who understands your industry requirements and has the experience in automating the entire AP lifecycle.

NEdocs has been providing AP automation solutions for many years. By adding our automated payment processing component, you can turn your AP department into a profit center that automates a variety of payment options, including checks, ACH, and credit cards. Our secure, fraud prevention service contains an integrated payment portal that provides accurate reports and eliminates the manual handling of weekly payments or “check runs” that you experience today.

When early payment discounts and rebates are offered, you can turn your AP Department into a profit center rather than a cost center! Robust reporting, and KPI’s enhance the visibility to daily processes, potential bottlenecks and provide the measurement tools required for enhancing your efficiencies.

For further information about adding automated payment processing to your organization, schedule your free AP analysis today! You’ll receive expert, customized recommendations based on your volume, needs, and budget. You can contact our experts online or simply call us at (603) 625-1171.

How to Simplify Employee Lifecycle Management

How To Simplify Employee Lifecycle Management

HR professionals are in the business of managing employee lifecycles; guiding each employee through recruiting, onboarding, development, retention, and finally offboarding. Unfortunately, many HR departments are still using legacy HR tools and processes. The staff cannot keep up with the burgeoning demand for signing on new employees, keeping them engaged, and meeting all planning and compliance responsibilities.

Having historical and current data about your employees as they progress through their careers is essential for you to both engage and retain these people, so they accomplish goals for both themselves and the organization. Current data that’s secure and easily accessible by your team plays a huge role in your organization’s business requirements as well as employee satisfaction.

Paper won’t cut it!

Unfortunately, legacy paper-based HR tools and processes cannot keep pace with the demands of today’s employee regulations, training requirements and the competitive talent search environment. For example, tracking your recruitment and onboarding efforts can be a nightmare without modern digital tools and processes that accurately record and bookmark the path to getting good candidates hired with the required information and background screening. Imagine trying to do it all or even part of it with hard copy and snail mail!

 

Digitizing is not enough.

Paper files locked in old file cabinets, as well as digital files stored on CDs and unshared servers are not readily accessible for data retrieval and sharing amongst team members and stakeholders. These age-old methods hinder your staff from being productive in daily operations and transactions. They also prevent you from easily accessing data for strategic analysis and planning. How do you know if your employees are completing required compliance training? How can you manage engagement activities to keep employees interested in the work they are doing? How can you prevent security issues when offboarding employees if you cannot immediately check what devices they have, and login credentials you need to terminate?

Customized software tools provide the necessary resources needed by HR professionals to succeed in today’s complex employment environment. These tools are set up to intelligently handle all phases of the employee lifecycle:  Recruit > Onboard > Develop > Retain > Offboard.

Transform and Simplify Your HR Processes

Digital enterprise records management is the key to HR achieving its business objectives. Digitizing paper files and centralizing data currently siloed in file cabinets, unshared drives, and servers will significantly improve access by team members and other stakeholders. Totally replacing these old storage methods is crucial to improving the efficiency of your HR team. NEdocs provides the document scanning services and Enterprise Content Management (ECM) software solutions that streamline employee lifecycle management from recruiting to offboarding and all HR support procedures in between.

Digitally managing every data point along an employee’s lifecycle will allow your staff to effortlessly locate and access any HR data pertaining to that employee.  Generating accurate reports with ease and more rapidly responding to potential opportunities and challenges can positively impact and transform your organization.

Consider the key benefits digital record keeping offers each stage in the employee lifecycle:

  • Access all historical and current employee records and data – All employee data is in one organized, secure database. No more confusing spreadsheets or cluttered paper files.
  • Manage data from anywhere – Support your staff’s busy schedules with access to information from mobile and web applications.
  • Optimize workflows and approvals – Avoid bottlenecks and slow approval processes. Decisions can be made promptly.
  • Simplify HR reporting and analytics – Reporting is effortless and timely, so you can create and share reports quickly. And with the information your reports provide, you can make strategic decisions with confidence.
  • Reduce labor costs significantly – Over the life of each employee the savings is multiplied by how many employees HR is managing.
  • Protect company assets and reduce liability risk – Digital records simplify the offboarding process and secure the data from theft and other breaches.

The best way to improve your HR workflows is through a digital transformation. As a SOC 1 Type 2 and SOC 2 Type 2 audited facility, NEdocs has the experience and credentials to guide you in implementing the HR employee records management scanning and software solutions you need. We offer “best in breed” scanning, digitization and software solutions, industry-leading technology, and the highest service standards.

With four decades of experience in digital document management, NEdocs offers the ideal combination of expertise and technology to assist you in streamlining your HR operations, reducing costs, and freeing up talented staff for the recruiting and retention efforts that are so vitally important today.

From recruiting through offboarding, your digital employee records will be more secure and readily accessible by HR personnel. For further information about digitally transforming your HR department and employee data management, feel free to contact us online or call (603) 625-1171.