As a top-rated Tampa Fl auto insurance firm, we were delighted to recently install a content management system specialized for the insurance industry. Documents are the life blood of an insurance practice, and this system allows us to share access to documents both in the office and in the field. Not only can we view documents online, we can upload new ones, annotate existing ones, and view multiple documents at the same time. We can even handle different document formats.
Even more important, we now have a handle on automating workflow. In case you are not familiar with the concept, it’s when Event A automatically triggers Events B, C, D, etc. With this system, we can arrange to have a bunch of different sales, marketing and accounting actions automatically initiated when we receive, say, a request for a quote. We simply enter the request into our system, and the rest is automatic. Not only that, we can check the progress of all events and generate progress reports at any time. Now, nothing escapes our attention, and we are sure that each of our customers is receiving the best possible service.
Another example: when a claim comes in, we automatically set up our response events, including notifications to various recipients, including claims adjustors, agents, accountants, and customer relations. They can each add their own documents to the client’s virtual file folder, which can then trigger further actions, such as issuing a check for covered damages.
We have hooked up our copiers and scanners to record all documents in our virtual file cabinet. Because of this, we never lose track of documents. We also have attached certain email addresses to our virtual file cabinet and upload both email text and attachments. We then can share this information anywhere, any time. The system has a dashboard interface, which means we can select many different activities from a browser screen.
We find the content management system of critical importance when training new employees. It is easy for them to see how they fit into the overall operation, and how important it is for every cog in the gears to function effectively so that we don’t spin our wheels. Our customers seem to be delighted with the fast response they always receive, and we have noticed a sizeable increase in referral traffic. We think this is due in part to the improved management practices we have adopted since we installed this software.