In today’s data-driven business environment, efficient and accurate forms processing is crucial. Outsourcing this task can offer significant advantages, including cost savings, enhanced accuracy, and improved turnaround times. However, to maximize these benefits, it’s essential to understand the processes involved and implement best practices.
Understanding the Forms Processing Workflow
Outsourcing forms processing involves a series of well-defined steps to ensure accuracy and efficiency:
1. Collection
Forms, such as insurance claims, product registrations, or surveys, are collected from various sources. This collection can be managed by the outsourcing organization or entrusted to the vendor.
2. Batch Preparation
Collected forms are organized into batches, typically in bundles of 100 for convenience. Batching facilitates streamlined processing and tracking.
3. Scanning
Forms are scanned into digital formats, often as multipage TIFF files to maintain document integrity. Scanned images undergo deskewing and despeckling to enhance clarity, aiding in accurate data entry.
4. Secure Transmission
Scanned images are transmitted to the data entry vendor via secure FTP protocols, ensuring data security during transfer.
5. Vendor-Side Batch Preparation
Upon receipt, vendors re-segregate forms into manageable batches, considering factors like file size and data complexity, to optimize operator efficiency.
6. Data Entry
Trained data entry operators input data from the scanned forms into specialized software. Each batch is assigned to an operator, with meticulous records maintained for tracking and accountability.
7. Verification
A separate operator re-enters the data in a verification module, ensuring a double-entry process that significantly reduces errors.
8. Quality Check
Post-verification, data files are merged and subjected to quality checks. A random sample (typically 2-5%) is reviewed to identify discrepancies, with feedback loops established for continuous improvement.
Best Practices for Successful Outsourcing
- Clear Communication: Establish detailed specifications and expectations with the vendor to ensure alignment.
- Pilot Testing: Conduct initial pilot runs to assess vendor capabilities and process efficacy.
- Regular Audits: Implement periodic reviews and audits to maintain quality standards and address any issues promptly.
- Data Security Compliance: Ensure vendors adhere to data protection regulations and employ robust security measures.
Conclusion
Outsourcing forms processing can be a strategic move to enhance operational efficiency and reduce costs. By understanding the workflow and implementing best practices, businesses can ensure high-quality outcomes and focus on their core competencies.
