Digital Mailroom

Efficient mailroom operations should be well suited to take in a number of different form types and formats. Documents must be processed as quickly and accurately as possible. Mishandled mail wastes valuable processing time and creates additional rework from other departments. Well-run mailroom operations gain efficiencies with growth by leveraging automation and economies of scale.
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Day in the Life - Digital Mailroom

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The Smart Data Solutions' Digital Mailroom is a trusted partner for over 400 healthcare payer clients.

Digital Mailroom

Document Ingestion and Processing

Smart Data Solutions is able to accept documents through any medium: Mail, Fax, Email, Portal, etc. We process standard medical claims, along with non-standard documents such as Appeals, Correspondence, Medical Records, Prior Authorizations, etc.

Our Single Sort methodology for mailroom batching in which all claims and correspondence are batched and scanned together. The documents are identified and sorted via OCR and machine learning. The Single Sort process allows for quicker mailroom processing and reduced human identification errors.

All paper documents are stored in a secure area until the specified timeframe for onsite shredding. The shredding includes a certificate of destruction.

We utilize AI and machine learning for auto-classification of documents which allows for priority queueing for critical documents.

Digital Mailroom

Check Handling and Lockbox Services

Smart Data Solutions supports multiple check handling options as follows:

  • We can forward checks to your receivables department or lockbox.
  • We can scan the checks and deliver images to you or post the images within a hosted workflow queue in our web portal.
  • We can deposit the checks directly into your bank accounts.

Our lockbox solution allows us to work directly with the bank, ensuring you get paid quicker, while utilizing many of our automated workflows to process your documents faster, saving your organization costly resources and boosting your operational efficiency.

Digital Mailroom

Outbound Letters

In addition to inbound mail processing, our mailroom offers outbound mail services such as returning rejection letters to providers for any erroneous or non-processable claims. These letters are printed on your letterhead and look as though they came directly from your offices. They contain an easy-to-understand rejection reason in plain language such as “Tax ID missing or improperly formatted” instead of complicated error codes for providers to translate. In addition to the error message, each rejection letter also contains the correction and resubmission instructions allowing providers to easily recognize and correct the issues without reaching out for additional support from your service reps.

The outbound mail process is an automated workflow based on client edits and requirements.

Digital Mailroom

Image Archiving

Smart Data Solutions offers a proprietary archiving tool, SafeClaim, where materials are stored for 10 years. The data is hosted out of our two tier IV co-location facilities with 24×7 security, dedicated power supply, and backup generators on-site. With Smart Data Solutions’ image archive and retrieval system, claim images are available for retrieval within fifteen minutes of scanning the batch. After the capture phase, the claims can be retrieved based on any data captured off the claim, and retrieval screens are typically configured for each client. SafeClaim stores all claim related materials such as:

  • Paper claim image
  • Non-claim correspondence and indexed information
  • Data captured
  • EDI

Digital Mailroom

Document Ingestion and Processing

Smart Data Solutions is able to accept documents through any medium: Mail, Fax, Email, Portal, etc. We process standard medical claims, along with non-standard documents such as Appeals, Correspondence, Medical Records, Prior Authorizations, etc.

Our Single Sort methodology for mailroom batching in which all claims and correspondence are batched and scanned together. The documents are identified and sorted via OCR and machine learning. The Single Sort process allows for quicker mailroom processing and reduced human identification errors.

All paper documents are stored in a secure area until the specified timeframe for onsite shredding. The shredding includes a certificate of destruction.

We utilize AI and machine learning for auto-classification of documents which allows for priority queueing for critical documents.

Digital Mailroom

Check Handling and Lockbox Services

Smart Data Solutions supports multiple check handling options as follows:

  • We can forward checks to your receivables department or lockbox.
  • We can scan the checks and deliver images to you or post the images within a hosted workflow queue in our web portal.
  • We can deposit the checks directly into your bank accounts.

Our lockbox solution allows us to work directly with the bank, ensuring you get paid quicker, while utilizing many of our automated workflows to process your documents faster, saving your organization costly resources and boosting your operational efficiency.

Digital Mailroom

Outbound Letters

In addition to inbound mail processing, our mailroom offers outbound mail services such as returning rejection letters to providers for any erroneous or non-processable claims. These letters are printed on your letterhead and look as though they came directly from your offices. They contain an easy-to-understand rejection reason in plain language such as “Tax ID missing or improperly formatted” instead of complicated error codes for providers to translate. In addition to the error message, each rejection letter also contains the correction and resubmission instructions allowing providers to easily recognize and correct the issues without reaching out for additional support from your service reps.

The outbound mail process is an automated workflow based on client edits and requirements.

Digital Mailroom

Image Archiving

Smart Data Solutions offers a proprietary archiving tool, SafeClaim, where materials are stored for 10 years. The data is hosted out of our two tier IV co-location facilities with 24×7 security, dedicated power supply, and backup generators on-site. With Smart Data Solutions’ image archive and retrieval system, claim images are available for retrieval within fifteen minutes of scanning the batch. After the capture phase, the claims can be retrieved based on any data captured off the claim, and retrieval screens are typically configured for each client. SafeClaim stores all claim related materials such as:

  • Paper claim image
  • Non-claim correspondence and indexed information
  • Data captured
  • EDI

Delivering Value

Data Capture

Smart Data Solutions applies technological solutions in lieu of labor to streamline the mailroom and conversion processes. This approach increases quality levels and provides the transparency needed to manage and improve operations. Our streamlining and automation capabilities has saved organizations upwards of 80% while providing a complete solution to the front-end headaches.

While some capture providers only offer turnkey OCR-based solutions, Smart Data Solutions goes far beyond to provide a holistic multi-faceted approach to your front-end capture needs. Smart Data Solutions leverages multiple technologies and data capture best practices such as OCR, double-blind data verification, integrated quality control checks, member validation, provider validation, ICD-10, NPI, CPT, and other code set validation. These data reads and validation processes are further augmented by EDI validation and business rule pre-checks which identify any missing, invalid, or otherwise erroneous submissions. All of these processes work together to capture and validate as much information as possible from your claims and correspondence documents.

Data Capture 
10 TONS
of mail per week
250,000
images scanned per day
1500
different mail sorts
500+
PO Boxes managed
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CLIENT STORY

Debbie Ziegler

“SDS performs all of our front-end services. This includes clearinghouse, scanning, imaging, OCR and mailroom. SDS also facilitates and performs ...”
View Story
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CLIENT STORY

Brian Janssen

“Smart Data operates as the EDI clearinghouse, paper claims and enrollment intake, and 834 enrollment hub for our commercial products. The development ...”
View Story
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CLIENT STORY

Matthew Estes

“SDS does EDI file translation mapping, eligibility checking, and routing to/from our business partners. SDS handles a lot of the heavy lifting for us ...”
View Story

CLIENT TESTIMONY

Debbie Ziegler

Debbie Ziegler
Executive Director of Operations
“SDS performs all of our front-end services. This includes clearinghouse, scanning, imaging, OCR and mailroom. SDS also facilitates and performs automated routing to PPOs and networks, thereby ensuring that we expediently maximize client discounts. SDS also does pre-adjudication edits, such as member and provider matching. Finally, SDS provides custom IT services such as file format conversion and transfer for our Amerihealth and BCI partnership claims. SDS has a comprehensive service suite thereby allowing “one-stop shopping’ for all our front-end services. This is both cost-effective and much easier to manage. In addition, their IT aptitude allows us to fill in the gaps for one-off type projects. The process runs smoothly without much intervention. When we do have an issue they are quick to respond with a solution.”
“SDS performs all of our front-end services. This includes clearinghouse, scanning, imaging, OCR and mailroom. SDS also facilitates and performs automated routing to PPOs and networks, thereby ensuring that we expediently maximize client discounts. SDS also does pre-adjudication edits, such as member and provider matching. Finally, SDS provides custom IT services such as file format conversion and transfer for our Amerihealth and BCI partnership claims. SDS has a comprehensive service suite thereby allowing “one-stop shopping’ for all our front-end services. This is both cost-effective and much easier to manage. In addition, their IT aptitude allows us to fill in the gaps for one-off type projects. The process runs smoothly without much intervention. When we do have an issue they are quick to respond with a solution.”
View Solution

CLIENT TESTIMONY

Brian Janssen

Brian Janssen
VP, System Solutions
“Smart Data operates as the EDI clearinghouse, paper claims and enrollment intake, and 834 enrollment hub for our commercial products. The development and execution of these solutions is always done partnered with the business leaders to ensure meaningful improvements are achieved. Because of that, Smart Data is considered a valuable partner by business leaders. When we start a Smart Data initiative, as a corporate leader I do not have to worry about whether the outcome will be successful.”
“Smart Data operates as the EDI clearinghouse, paper claims and enrollment intake, and 834 enrollment hub for our commercial products. The development and execution of these solutions is always done partnered with the business leaders to ensure meaningful improvements are achieved. Because of that, Smart Data is considered a valuable partner by business leaders. When we start a Smart Data initiative, as a corporate leader I do not have to worry about whether the outcome will be successful.”
View Solution

CLIENT TESTIMONY

Matthew Estes

Matthew Estes
Chief Information Officer
“SDS does EDI file translation mapping, eligibility checking, and routing to/from our business partners. SDS handles a lot of the heavy lifting for us and allows us to focus on what we do best. No matter how complex the setup and routing, SDS has always been able to make it work for us.”
“SDS does EDI file translation mapping, eligibility checking, and routing to/from our business partners. SDS handles a lot of the heavy lifting for us and allows us to focus on what we do best. No matter how complex the setup and routing, SDS has always been able to make it work for us.”
View Solution

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