Documatics Limited – Business Process Management software

Contacts and Clients

No other product provides a more extensive facility for managing your clients and contacts than Insurance Evolve™. The database is a consolidated, detailed and shared directory of any client or contact connected to your office. The contact directory includes over forty different folder types that can be added to with ease. Insurance Companies, Loss Adjusters, Trade categories and Brokers are just a few of the folder categories available. You can keep track of all your contacts that refer you business and use this to generate more business (Plumbers, Electricians etc). All contacts entered during the creation of a claim will automatically be added to the Contact Directory, and any contact in the directory can be added to a claim.

Claims

Insurance Evolve™ stores all the details gathered about a particular claim in one centralised location to allow you to quickly find anything you need with the click of a button. It is easy to store all your information for a claim in one convenient and central location, enabling your office to manage and organise data more efficiently. Multiple users can work on one claim in concurrence, and the CheckIn/CheckOut facility ensures that no one’s work is overridden. All claims are categorised by claim type to enable you to generate management reports of where the business is at.

Forms/Correspondence/Email

Auto Generation of Correspondence is one of the most vital aspects of any office. Constantly having to refer to your physical file for information on a claim can be time consuming, especially if that file is not to hand. By ensuring that all information is stored within your Claims Management Software, you can be sure, that when you need it, that information can be found. Correspondence, Reports, Emails and Documents can be placed in the appropriate claim file for easy retrieval when needed. Insurance Evolve™ puts an end to searching your hard drive for the files and documents, or filing cabinets for the printed documents. Simply open a client or claim file and open the document explorer, where you will find all documents and emails generated or received. Insurance Evolve™ is fully integrated with the Microsoft Office line of products such as Word, Outlook and Excel enabling you to create documentation and manage Emails in a simple and easy manner.

Digital Dictation

Digital Dictation is the fastest and easiest way to handle all your dictation needs. Insurance Evolve™ includes integrated dictation software for each user. Once you have completed a dictation, simply upload it to the computer and the dictation gets delivered to the assigned user (typist). Transcribers can view the queue of dictations allocated to them from each Loss Assessor and to what claim file it is applicable to. Loss Assessors can download dictations remotely to the office from the property been surveyed allowing for the dictation to be typed before they return to the office.  Digital Dictation reduces turnaround for correspondence and time taken to respond to clients.

Internal Email

Internal Mail allows you to draw another user’s attention to any document you might want them to review. Each user is notified through Internal Mail if they receive new post that has been scanned or if a document has been added to one of their client files. By utilising this form of communication, offices can reduce the number of emails and phone calls between staff members, reduce the amount of documents printed while speeding up interoffice communications. Internal Mail stores all of your messages in one database to allow you to review, forward or reply to messages quickly and efficiently.

Email

Due to deep integration, Insurance Evolve™ works in conjunction with Microsoft Office system, so you can enjoy the advantages of processing emails in Insurance Evolve™, including the ability to associate email with contacts and claims. You will find a toolbar button in your Outlook that allows you to send emails to Insurance Evolve™ and place them into the desired case file. You will have the option of sending the email text with or without the attachments.

Notes

Insurance Evolve™provides two types of notes. The first type of note relates specifically to Clients. These notes allow the user to relate informal information to individual clients within the system.

The second type of note is linked to Insurance Evolve™'s activities system. This type of note allows the user to add informal information to claims or policies relating to a client. These notes can be linked to Memos, Attendance Notes and general information etc. Ability to view notes is controlled by the security settings of the user.

Mobility

Take mobility to the next level with the latest remote access and offline technology. Insurance Evolve™ offers you the ability to work offline on your laptop and to work on claims and documents while in transit or meeting with clients. Our remote-access feature allows you to access your office directly 24/7 via an internet connection.

Search

Insurance Evolve™ provides the information you need at the click of a button. The powerful indexed based search functionality allows you to search at speed on the specifics of customers, policies, documents and contacts. The search facility ensures that you are presented with the information you need, when you need it.

Workflow

Insurance Evolve™'s innovative Workflow feature allows you to automate your processes to ensure each activity in the life of a policy/file is completed, audited and tracked. This helps ensure an efficient, productive working environment while providing the highest of standards of compliance. Each document activity can be assigned within the scope of the Workflow, as well as any appointments, tasks and call logs. The multi branching ensures that multiple tasks can occur concurrently, while the definition of user roles ensures the correct people are attending to the specific tasks. The Workflow editor of Insurance Evolve™ provides an easy to use tool in the generation of your defined processes.

Scanning

For most practices scanning may represent an excessive use of secretarial time, however, in the past few years technological advances have resulted in quick and easy scanning. In our clients' experience, setting time aside to scan in the early stages of a claim contributes largely to increased productivity in the management of the claim file.

The benefits of scanning include:

• Instant visibility of all correspondence and documents for a claim whether at the office or on the move.
• Eliminate the need to search for a physical file when discussing a claim with a client or expert.
• Documents can be emailed, reducing the expense and time of faxing.
  
• Enables you to back up, copy and archive and transport documents.
  

Calendar, Tasks and Call Logs

The Diary consists of three essential features: Calendar, Call Logs and Tasks. It is essential that you are reminded, in advance of important deadlines, or that you are notified when someone has added to or changed your schedule. Insurance Evolve™ has a phone call tracking system named Call Logs. As a call is made, received, and returned, the call can be entered into Call Logs and linked to the appropriate client or claim file, creating a detailed log of all calls. Tasks make it easy to manage your ever-changing schedule and list of priorities. Tasks enable for any user to be notified of upcoming diary items. For example, you may want to schedule a phone call and give yourself an early warning so that you have prepared all of the information necessary to make the call. You can even schedule a task to remind yourself that a document needs to be created and posted or to check has a document been returned. Viewing all Loss Assessors diaries on the one screen gives complete “birds-eye view” of where the day is at.