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.

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.

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.

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