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    Brief - Document Management System

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    Sammy Ben Hammond
    The document outlines Old Mutual Ghana's need for a digital document management system to improve processing of new business and claims. Key points: 1) The system would allow sales teams to submit new client documents digitally and track their flow through approval, data entry, billing, and storage. 2) A similar digital workflow is needed for processing client claims forms from submission to approval and payment. 3) All documents would be stored against the relevant client profile for easy retrieval and reporting. The system should also support integration and remote access.

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    Download as PDF, TXT or read online from Scribd

    Brief - Document Management System

    Uploaded by

    Sammy Ben Hammond
    17 views6 pages
    The document outlines Old Mutual Ghana's need for a digital document management system to improve processing of new business and claims. Key points: 1) The system would allow sales teams to submit new client documents digitally and track their flow through approval, data entry, billing, and storage. 2) A similar digital workflow is needed for processing client claims forms from submission to approval and payment. 3) All documents would be stored against the relevant client profile for easy retrieval and reporting. The system should also support integration and remote access.

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    The document outlines Old Mutual Ghana's need for a digital document management system to improve processing of new business and claims. Key points: 1) The system would allow sales teams to submit new client documents digitally and track their flow through approval, data entry, billing, and storage. 2) A similar digital workflow is needed for processing client claims forms from submission to approval and payment. 3) All documents would be stored against the relevant client profile for easy retrieval and reporting. The system should also support integration and remote access.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    17 views6 pages

    Brief - Document Management System

    Uploaded by

    Sammy Ben Hammond
    The document outlines Old Mutual Ghana's need for a digital document management system to improve processing of new business and claims. Key points: 1) The system would allow sales teams to submit new client documents digitally and track their flow through approval, data entry, billing, and storage. 2) A similar digital workflow is needed for processing client claims forms from submission to approval and payment. 3) All documents would be stored against the relevant client profile for easy retrieval and reporting. The system should also support integration and remote access.

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    © All Rights Reserved
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    OM GHANA DOCUMENT MANAGEMENT SYSTEM

    AUG 2020
    Document Management System Brief
    Summary Brief

    • Old Mutual Ghana requires a digital solution in the management of client’s information and documents. The aim of the solution is
    to reduce storage costs, improve turnaround times and operational efficiencies and improve disaster recovery. The process flows
    which require digitization are outlined below.

     New business processing and Sales Submission


     Claims processing and payment

    • System to allow the movement of completed proposal and mandate forms either directly from the customer or from the sales
    teams.
    • The document will flow through to the new business team for vetting and capturing, the premium team for billing and then stored
    against the customer for ease of reference.
    • System should enable claim documents to be conveniently transferred from claim processors through to approvers and then to
    Finance for payment.
    • All the documents relating to a claim should be saved against the policy of the client for ease of retrieval with innovative options
    for document search.
    • The system should allow document request from clients and document sharing with customers.
    • System should support integration with other systems.ie. Policy system, website. Etc..
    • Remote access to system is key and should be able to generate various reports for management use
    • Any additional features which will make the client journey/experience and process flow easier are welcome.

    2
    APPENDICES

    3
    NEW BUSINESS FLOW
    Advisor Scans and submits Proposal & Mandate forms to the New Business Team

    Submitted Forms is received by the New Business Team for vetting and quality checks

    Rejected forms are returned to the originating sales manager

    Accepted forms are forwarded to the data capturer

    After Capturing, Data Capturer forwards forms to Premium Admin for billing

    Once billing is done, the forms move to a central storage *

    • Sales Manager Scans proposal form/ID and other relevant documents


    Sales • Sales Manager Submits documents to the New Business Team

    • New Business Team Vets forms and approves for capturing


    New
    Business • Rejected forms are sent back to the Sales Managers

    • After Capturing, mandate forms are submitted to the Premium Admin Team for Billing
    Premium
    Admin • All documents are filled

    4
    CLAIMS PROCESSING FLOW

    Claim forms and supporting documents are scanned by client service consultant and submitted to the claims officer

    Rejected forms are returned to the originating consultant

    Accepted forms are processed and approved

    Once approval is done, the forms are moved to a central storage*

    • Client Service Consultant sends through claim documents


    Client
    Service

    • Claims Officer vets and accepts forms for claim payments


    • All rejected forms are sent back for review
    Claims
    Officer • Claim forms/ other documents are stored

    5
    CLAIMS PAYMENT FLOW

    Claims payable list will be scanned and forwarded to the finance team by the claims officer.

    The finance team will vet for payment and send back successful payments list to the originating claims officer

    •Claims payment list is sent to finance for sign off and payment
    Claims
    Officer

    •Finance accepts and reviews list for payment


    •Finance sends through final payment list for update
    Finance •List is stored for future reference

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