Paper-based faxing inefficient
With 600 clients who employ hundreds of thousands of workers, information exchange is a vital process at Corporate Synergies. Anthony DiLallo, Corporate Synergies Vice President and CFO, explains, “Our clients’ employees call us when they need to get a healthcare claim processed, obtain a prescription medication or enroll a dependent in their healthcare plan,” he says. “Benefit plan participants are required to provide information, and while we offer many channels for them to communicate with us, such as email, phone and chat, there is a generation of people we serve who prefer faxing.”
Occasionally, the insurance carrier, doctor and other players are not on the same page, or in some cases are miscommunicating with each other. “Our role is to get information from and to those individuals,” DiLallo says.
“We had fax machines in strategic locations in each of our offices to ensure client privacy. Using these machines was posing an efficiency issue, however. Our employees would be on the phone when a fax arrived. They would have to go to the machine to collect the document, return to the workstation, process the information and then return to the machine to send additional documents.”
The company, which brokers employee benefits and property and casualty insurance, processes a great deal of information. “The use of fax machines decreased the efficiency and productivity of our employees,” DiLallo says.
Moving everything to the cloud
As a technology-driven brokerage firm, Corporate Synergies focuses on taking advantage of technological advances to help its employees do their jobs in a more productive manner, and thus provide better service to clients. Cloud technology figures prominently in DiLallo’s plans for the company. “By the end of the next 24 months, I would like our company to function completely in the cloud, thus eliminating paper processing and operating as a completely ‘green’ organization.” The first step: replace fax machines with cloud-based faxing technology.
DiLallo and his team set about looking for a solution that would automate their traditional, paper-based fax processes and reviewed a number of marketplace options. “We needed something that made sense operationally, but also made sense logistically,” he says. “The scenarios offered by various vendors were not working. Then OpenText showed us Fax2Mail, and it made perfect sense for our business and the direction we wanted to go.”
Paperless, cloud-based faxing anywhere, anytime
Fax2Mail is an email-based faxing service that allows employees to send and receive faxes as electronic messages, directly within their email accounts. It eliminates the need for paper faxes, fax machines, fax servers and all related fax and telephony infrastructure, resources and costs. Because Fax2Mail is fully hosted, the solution fit with DiLallo’s decision to move all of the firm’s technology to the cloud. Built on the power of the OpenText Cloud, Fax2Mail offers enterprisegrade security, automatic failover and built-in redundancy, data sovereignty and integration capabilities.