There are dozens of reasons why should be a paperless insurance agency. But, there is really only one that matters: customers and prospects are demanding it.
Being a paper-reduced or paperless agency means much more than moving billing online. It means transforming your procedures and processes, switching from printing and filing to synching and storing. Your customers may not know what you’ve done behind the scenes, but they’ll feel the impact. Paperless agencies can serve customers up to 50% faster, making them 100% more satisfied.
Want more ways to increase efficiencies? Check out these answers to your agency frustrations
Top Paperless Processes
The first step in going paperless is identifying high-impact areas. First, focus on digitizing processes that have the most direct customer benefit, such as billing and claims processes. Such areas include:
- Policy quotes through forms on your agency’s website
- Document signatures via secure esignature platforms
- Claims processing with apps connected to your agency’s management system
- Billing and payments utilizing a client portal
Give your customers the freedom to print ID cards, pay bills, and update policy information with a Client Portal synched to your management system
Steps to Going Paperless
As with any change in your agency processes, going paperless takes time. Take it step by step to ensure a lasting impact.
- Assess and prioritize your needs and tackle one processes at a time
- Assign a project leader to revamping each process
- Identify a timeline to keep yourself on track
- Execute and adjust as needed till you’ve found the best flow for your agency
As you work through each, keep in mind critical factors such as what you’ll do with current paper and how you’ll name and store digital files. Apps like ScannerPro can turn smartphones into portable document scanners, making it easy for you to transition paper files. And systems like Partner XE allow you to store documents right in your management system, keeping them safe and easily accessible.
Find out more on Partner XE’s document storage capabilities here
Paperless Essentials to Get You Started
There are three “must-haves” for your agency to transition to paper-free. The first is a way to convert paper documents to paperless. Most agencies use scanning apps for static documents and PDF-conversion programs to move forms from paper to a digital, fill-in format.
The second paperless must is an intuitive way to store documents. For internal communications, platforms like Google Drive or Box.com are go-tos for those without an internal server. For customer and prospect communications, documents should be stored in your agency management system. Capabilities like e-mail integration and document storage are essential for keeping everything related to one constituent in your system in one place.
Finally, any storage place you choose, especially your agency management system, should be equipped with high-level encryption security and a reliable back-up. No matter how efficient your new paperless processes are, if they’re vulnerable to digital disaster, they’re not worth much.
At SIS, we’ve built in numerous paperless capabilities into our Partner XE management system. Functions like e-mail and esignature integration, document scanning and storage, and secure infrastructure are standard in our leading web-based agency management. Get an inside look at what Partner XE can do for your agency: schedule a demo today!
Author: Sarah Deak
Sarah Deak has been contributing to the SIS team since 2013, covering topics like agency perpetuation, workflow improvements, data security, and marketing. She has a background in small business, working with organizations to improve their online presence and client engagement. Sarah also writes for the SIS newsletters and website, and counts herself lucky to hear from our many passionate, hard-working clients for our client stories. Her favorite part about working for SIS are the dedicated, service-minded people.