Outsourcing Mailroom Services for Your Practice Needs

Posted by Brinna Hanson on November 13th, 2019
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Brinna Hanson
Brinna is a marketing professional and recent graduate of the University of Minnesota. Brinna joined Smart Data Solutions in 2019 to assist the marketing department reach new heights with a focus on the HubSpot inbound process. From her time at Smart Data as well as at previous internships, Brinna has been able to gain knowledge in many different aspects of marketing as a whole.

Rising healthcare costs have led to health insurance companies needing to streamline claims intake workflows to ensure a long-term, cost-effective solution. Our focus is on helping payers outsource their mailroom to achieve the results necessary to remain competitive in today’s market. There are a number of challenges that come with running a mailroom in-house, that can be solved with outsourcing your services.

Mailrooms Take Up Real-estate Space

A mailroom requires significant space and a dedicated, trained staff. Additionally, the infrastructure such as scanners, computers, letter openers, shredding equipment, etc. requires constant support and maintenance and carries a large operational overhead. Outsourcing your mailroom alleviates those operational costs and also allows you to repurpose them for additional revenue gaining services.

Too Many Manual Processes Take Up Time

Outsourcing your mailroom can help alleviate a lot of the manual processes of filing claims, in turn saving you time. An outsourced mailroom provider services many accounts at one time and therefore can leverage large economies of scale to process efficiently. Outsourcing your mailroom allows your practice to wipe their hands clean of these manual processes that take away from patient care and time-sensitive work getting done.

Purchasing and Maintaining Mailroom Equipment is Expensive!

Office equipment can be expensive! Even more so than that, keeping them up to date, and getting routine, or emergency repairs and maintenance done on them comes with a cost as well. Printers, scanners, and the data capture software and equipment are a costly expense your practice does not need to worry about. For a flat rate, hiring a mailroom service can do wonders for the internal budget. and allow more expenses be allocated more appropriately within the company. Plus, no surprises!

In-House Mailrooms Can Bring a Higher Cost of Labor

Keeping a mailroom staffed can be difficult and expensive. With competitive salaries, benefits, time-off, vacations, etc., housing your own mailroom is an affair that takes almost as much time as it does money. Investing in an outsourced company pays off big time solely in terms of time allocation, managerial duties, and you get a great team dedicated to specifically mailroom duties out of the deal. No need to recruit, hire, train, fire, manage, or any of the other duties that come with having such a large team in-house. Plus, experience matters and choosing an outsourced solution with experience gives your business the comfort in knowing that being exposed to vast project variation over many years has helped cultivate best practices, refined internal processes, and establish a strong network of resources for your business to utilize.

Too Much Time Being Spent Outside Core Competencies

All of these issues combined take a lot of time and energy away from the core competencies of your practice. Having to oversee the managers, employees, and processes of the mailroom can seem unrelated to what the business should be focused on. Accepting the mail, sending it out, and other related processes can sometimes pull receptionists and administrative workers away from the daily duties that they should be focusing on as well. Building up your practice with process improvements and improving efficiency can increase ten-fold by outsourcing your mailroom to a facility that does that every day, without fail.

Experience Matters

Choosing an outsourced solution with experience gives your business the comfort in knowing that being exposed to vast project variation over many years has helped cultivate best practices, refined internal processes, and establish a strong network of resources for your business to utilize. Plus, inhouse software helps streamline processes through innovative automated solutions.

Take the next step and outsource your mailroom by contacting Smart Data Solutions. We can help your practice get back to what it does best.

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