January 2005

Georgia-Pacific Selects Taskmaster For Invoices

Invoice processing system will run in FileNet Capture

Founded in 1927, Georgia-Pacific Corporation is one of the world's leading manufacturers and marketers of tissue, packaging, paper, building products and related chemicals. Headquartered in Atlanta, Georgia-Pacific employs some 55,000 people at more than 300 locations in North America and Europe.

Georgia-Pacific processes three million invoices a year from more than 50,000 vendors. Until now, they have processed their invoices manually. After an extensive evaluation process, Georgia-Pacific selected Datacap Components that run inside FileNet Capture to create an automated Accounts Payable data entry system integrated with FileNet Managed Pay. Datacap Components will be the vehicle to deliver the invoice processing capabilities of Taskmaster For Invoices.

Currently, the system is being installed and tested on an initial invoice volume of 10,000 invoices a month. When testing is complete, the solution will be expanded to process all Georgia-Pacific invoices. The installation is being deployed by Soluziona USA, one of FileNet and Datacap's leading system integrators.

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PBS Deploys Taskmaster

Solution Streamlines Insurance Policy Registrations

Personalized Brokerage Services, LLC was founded in 1986 in Topeka, Kansas and has grown into a nationwide company that provides a network of independent insurance brokers with fixed annuities, securities, long-term care (LTC) and life insurance products. In an industry where companies succeed by providing the best service and broadest array of policies, PBS offers one of the largest selections of insurance carriers and a commitment to supporting brokers with unparalleled administrative services.

Now, PBS has a new tool to accelerate the processing of about 5,000 new insurance accounts a week. The solution integrates a Captaris RightFax fax server with Datacap Taskmaster software to capture and index images for a Hyland OnBase document management system.

Provided and implemented by Datacap Solution Provider Cutting Edge Solutions, the new system helps PBS replace a paper intensive process that required at least a week for a policy to be completed. Expensive overnight mail has been eliminated and the labor required to update PBS' internal systems has been significantly reduced.

Automated Indexing for Hyland OnBase

When an agent contacts PBS with a new customer, PBS helps them determine the best policy available for their needs, and generates a contract in PDF format, which features a unique barcode. It is immediately e-mailed to the agent, who prints and fills out the contract, attaches all the supporting documentation required by the policy, and faxes the entire file back to PBS.

Datacap Taskmaster receives the fax images from the RightFax server, and reads the barcode, which contains account number, policy and document type information. Taskmaster uses this data for indexes to streamline the storage and retrieval of images in the Hyland OnBase document management system. Finally, a copy of the image file is e-mailed to the appropriate carrier, who registers the new policy.

"This new process delivers significant benefits to PBS," says Jack Roberts, Principal Partner at Cutting Edge Solutions, who designed the solution. "It not only reduces the printing, faxing and sorting of paper documents that used to be required, but now signing up new policies takes a matter of hours instead of a week. PBS brokers and their customers get faster, more accurate service and that helps PBS compete in the marketplace."

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Datacap White Paper, Outsourcing Data Entry: An Overview

By Arthur Gingrande, Partner IMERGE Consulting

Datacap and the Association For Work Process Improvement (TAWPI ) co-sponsored a Webinar in November on Outsourcing Data Entry, an issue faced by organizations with high volumes of documents. Hosted by Arthur Gingrande, partner with IMERGE Consulting , the Webinar brought together players in the outsourcing industry to provide hands-on ideas for lowering the cost of data entry. To hear a recording, visit the webinar page on the Datacap website .

The complementary White Paper, written by Mr. Gingrande, entitled "Outsourcing Data Entry: An Overview," adds more depth to the topic and is available from the Datacap  website.

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Datacap Customer Survey Results Are In

You Can Still Participate

A significant number of you completed the Datacap Customer Survey in December and we thank you for your feedback. You told us what you like, what you need, and what you'd like us to change. And we are listening.

The purpose of the survey is for Datacap to learn your priorities and to ensure that we meet your needs. For example, when asked to rate the order of  importance of nine elements of a data and document capture solution, you indicated that Data Accuracy and Productivity are the overriding issues. Less significant, but still important to you is the User Interface, Flexibility, Cost Reduction and Cost of Ownership.

You can still participate in the survey, if you haven't already, by clicking on this link.

Another suggestion was to offer helpful hints for getting more out of your data and document capture operations. To begin to meet that request, we introduce a new section of this newsletter, called Tips And Tricks. We'll also look for additional ways to share user experiences through Webinars, White Papers and other media. Stay tuned!

Tips And Tricks

Optimizing Medical Claims for OCR

Organizations processing medical claims with Datacap Taskmaster for Medical Claims (formerly Health Claims capture system) often ask what they can do to assure the most accurate recognition of medical claim data from HCFA and UB-92 claims. While Taskmaster for Medical Claims can handle a wide range of variations in claim quality, there are a few guidelines you can pass along to Providers who submit claims to assure efficient capture of claim data with OCR. These suggestions are not mandatory for recognition to be effective, but they can remove ambiguities and ensure a high confidence level for every field on a health claim:

• Choose a serif font that doesn't have zeroes with a slash in them
• Use two digits for month and day (i.e. January 3 = 0103)
• No slashes between dates (i.e. 03/15/02), simply put date as 031502
• No decimal point in amounts are required, but include numbers for cents (twelve dollars and 31 cents = 12 31)
• On check boxes (field 8 B and C, for example) make sure X is inside box
• No dash required in Fed Tax ID# (field 25 or in Insured ID # (field 1A)
• A laser printer is preferred to dot matrix (monitor ink supply; lightly printed claims are a pervasive problem)
• Use red forms rather than black copies (the red is designed to drop out during scanning, leaving only the data)
• In field 2, put last name first (the form requests it, but many don't)
• In field 21, put diagnosis code only, no written description is required
• When stamping Provider name and address (fields 32 or 33), keep stamp within box provided - no randomly placed stamps
• For multiple page HCFAs, please print total of each page on each page rather than putting grand total on final page
• In Field 31, keep provider signature small
• In general, keep text at least a 1/4 inch from edge of page
• Request that Providers not fold HCFAs or UB-92s when mailing, but send flat - folding can cause print on crease to distort

For more information, contact marketing@datacap.com

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