Automated Onboarding for Non-DTP Clients Cuts Manual Work by 80%

SUMMARY

PRODUCT: Q-Law/Q-LawE and Collection-Master

PROBLEM: Manual work to onboard claims from non-DTP clients

SOLUTION: Automated onboarding, document management, and reporting

IMPACT: Boost profitability by saving time and money on each claim

We’ve seen this situation countless times with our CM and QL/QLE clients. But for this success story, we focus on one firm’s experience.

PROBLEM

One of our smaller Q-LawE firms found that as their claims increased, it became exponentially more difficult to manage all the associated tasks, like new claims processing, status updates, and reporting. These are tasks that their DTPs handle seamlessly. But many of their clients don’t have a DTP.

For example, they typically pick up six creditors a year for medical claims, but only one might have a DTP. For the remaining five, the firm had to perform a lot of manual work to onboard new claims and documentation and to handle the associated reporting.

The cost of this manual work added up when they considered the volume of claims they had. Looking at one of their creditors, if they only did 200 new claims per month, they were expending at least 75 hours of manual work for the client:

• 10 mins for initial onboarding + 10 mins for document onboarding
  = 20 mins x 200 claims = 4000 mins (67 hours)
• Plus 8 hrs per month to create custom monthly status and remittance reports for the creditor.

Once they realized all the time being wasted, the benefit of automation became clear and they knew Vertican could help.

SOLUTION

Automated Claims Onboarding

Fortunately, this client used spreadsheets. But the firm didn’t have the staff know-how to set up the new claims template and map the data from the client to the software to enable bulk import. That’s where Vertican came in to take the load off the firm and dedicate the time required to make it happen.

Now the system locates the client-provided data file in a specified folder and the firm ingests placements, maintenance, recalls, etc. with the click of a button or on an automation schedule.

Automated Document Management

Along with each new claim, the firm had to manually onboard the media (e.g., statements of accounts, credit card agreements, affidavits, etc.) and produce the suit filing packages. Each suit typically requires three documents but may have up to ten.

Instead of spending 10 minutes or so manually importing the documents for each claim, Vertican set up batch import. Media was configured and mapped so that the system knows where each document goes and executes the import with the click of a button.

Automated Reporting

After the claim was imported, the firm would perform ongoing manual work to produce not just the one-time acknowledgment report, but monthly status reports and remittance reports according to the client’s custom requirements.

Vertican reviewed the client’s requirements and mapped the fields they required, in the format they required, on the schedule they required.

This not only saved the firm time and stress, but it minimized human error.

IMPACT

Based on an estimate of 75 hours of manual labor each month, and a conservative estimate of an 80% time savings with automation, the firm saved a minimum of 60 hours of work each month for a single client, freeing up their staff to work on additional claims and increase revenue.

What is it worth to save money and earn more?

If your firm earns $50k in revenue from a client each year, is it worth it to spend $5k on Professional Services to help you make that $50k with less labor and time so you handle more claim volume?