Achieving Long-Term Savings by Outsourcing Mailroom Operations

Posted by Brinna Hanson on October 11th, 2021
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.

Simplified mailroom operations resulted in improved quality of capture and turnaround time while reducing overall cost.

Complex correspondence workflows benefit from the process standardization that Smart Data Solutions (SDS) specializes in. SDS helped a large federal health plan provider develop correspondence and paper data capture workflows in parallel, which resulted in reduced costs, improved turnaround time, and better quality of capture.

The Client Challenge

Mailroom operations are often tedious, and this client’s workflows were par for the course. They included 40+ P.O. Boxes, a complex correspondent sort, and various processing workflows for claims, attachments, and additional forms. 

Achieving Long-Term Savings by Outsourcing Mailroom Operations 1

The goal was to simplify this tangled operation by outsourcing mailroom and paper data capture functions to SDS. 

The SDS Solution

Working with Smart Data Solutions gives our clients one-on-one access to in-house technologists. Our collaborative approach created shared alignment for this partnership from kickoff to go-live. 

SDS began by meeting with key stakeholders to define requirements and agree on the project plan. Then our weekly meetings covered progress on pre-configuration, 837 mapping, and large volume testing.

Ultimately, the paper data capture services that best suited this client included: 

The key to simplifying these large volume operations is the robust machine learning technology that SDS uses.

The Results

Achieving Long-Term Savings by Outsourcing Mailroom Operations 2

SDS used machine learning to consolidate more than 40 P.O. Boxes. Our ability to identify and classify 27 different correspondence types made us the ideal partner for complex correspondence workflows such as this one.

This resulted in reduced labor cost, improved turnaround time, and better quality of capture. Successfully transitioning mailroom operations to SDS allowed our client to focus their attention where it mattered most: their customers. 

If you’re interested in learning how outsourcing mailroom operations could save your team extensive time and resources, contact Smart Data Solutions for a consultation.

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