Document Management for the Funeral Industry
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How to create a paperless funeral home
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Document Management for the Funeral Industry
- 1. The Paperless Funeral Home 100% focus on care & delivery of services Dawn Hott, National Account Manager
- 2. A long history of service 95% in business 5 years or longer The average funeral home in business >60 years A wide range of service offerings Perform an average of 182 services a year 37% operate 2 to 4 additional locations >8% also own / operate cemeteries 99% offer preneed counseling 70% offer insurance products 22% offer trusts Source: NFDA
- 3. Overview Examine funeral industry records & issues that: ... reduce your ability to easily service customers ... increase your cost of doing business ... could put your business at risk Impact of records management on cost/quality of service Industry best practices - options & examples Benefit of addressing these sooner vs. later General Q&A
- 4. Common Records Management Issues: Management of paper in and out of your business office: At-need arrangements Pre-need checklist Trust agreements Vendor invoices Credit contracts Licenses & permits Staffing & HR forms All of these things impact your business: Impede your ability to seamlessly attend to client needs Increase your cost of servicing clients Pose an increased risk to business continuity
- 5. Burden of Paper Records 90% of all the pages that get handled each day in the average office are merely shuffled. The average document gets copied 19 times. 7.5 percent of all documents get lost, 3 percent of the remainder get misfiled. Professionals spend 5-15 percent of their time reading information, and up to 50 percent of their time looking for it. Source: Environmental Studies @ Berkeley Labs
- 6. The Basics of eBridge Document Management Provide the capability to: Capture/Scan Index Securely store Retrieve, View & share (email, print, etc.) All hosted at our 24/7 data center Available anywhere anytime Private, access controlled and audited by user Safe from fire, flood or other disasters
- 7. eBridge Sample Screen – Adding a Document
- 8. eBridge Sample Screen - Search
- 9. eBridge Sample Screen – Records Retrieval
- 10. Impact on Delivery of Service Instant access to contracts any time – day or night Faster answers to genealogy calls Makes sharing documents between locations easier Makes audits easier Increases compliance
- 11. Savings to Your Business Money Time Less time filing & re-filing Access while on phone Access from anywhere Search using indexes Share without ever printing again
- 12. Industry best practices - options & examples Industry adoption of technology Planning tools Electronic forms Electronic records management Over a dozen funeral homes & cemeteries use eBridge Farley Funeral Home Butler Funeral Home Anderson-McQueen Curlew Hills Funeral Home & Cemetery
- 13. Benefit of addressing these sooner vs. later Protect an irreplaceable asset of your business Capture all new documents starting tomorrow Ensure compliance with industry guidelines, etc. Local, state and federal laws for death care industry Operations Safety - OSHA Department of Labor Transportation Security Administration regulations Americans with Disabilities Act Plus all the HR-related privacy & reporting requirements A growing list of consumer protection legislation
- 14. How does eBridge compare? Total Cost of Ownership Significantly easier to deploy and maintain Transparently integrates into existing network infrastructure One central repository for all paper files – at-need, preneed and corporate records Provides security & peace of mind Market-proven within the funeral & death care industry Enhances efficiency of all office operations Complete Solution Robust Security
Editor's Notes
- According to the Small Business Administration and a number of other institutions that monitor small businesses, 5 years is a magic number for success and sustainability of a business. So to see statistics from the NFDA that over 95% of funeral homes have been in business for more than that magic number is clearly an indication of the stability and growth of your industry. Add to that the estimates that the industry overall is growing by 5% - 16% annually. Additionally, according to the NFDA, over 92% of funeral homes are private or family operated which is what makes them a cornerstone of their local communities and the local business landscape. Since the funeral services and death care industry has such a long history of service to the community, over the years the list of offerings has expanded greatly to include all manner of services and products. Because of the longevity and the growing list of offerings of your business has: Your business takes in and generates a lot of paper records, so space becomes an issue Processes and even systems that you may have put in place to deal with all those records may have since become over burdened or even obsolete
- Thank you again for joining us today. What you are about to hear and see is the first in a series of webinars and educational events that eBridge will be hosting for the funeral services and death care industry. We are members of the NFDA and ICCFA and many of you may have seen us exhibit at one of the recent conferences sponsored by those organizations. We plan on co-hosting future webinars and events focused on various aspects of the funeral industry and hope to bring you sessions that you will find helpful in the back office and administrative areas of your business. The agenda for the next 20 – 30 minutes
- Your focus is on providing for your clients and any time spent chasing files or looking for information is taking away from your quality of customer service Not to mention, there is a tangible cost to the storage and maintenance of all you files Eliminate the need for file cabinets and off-site storage Reduce your need for paper and ink Reduce risk and embarrassment of potentially misfiling or loosing a document ... and trips to the office at 2AM after receiving a call Access files 24x7x365 Documents can be viewed simultaneously by different employees Remote or travelling employees can access electronic files Client or non-employee access is possible with multiple security levels stage, mailing and courier expenses
- Not long ago we exhibited at the NFDA show in New Orleans Every year we see more and more of the industry moving to funeral home management systems, online catalogs and preneed / at need contract generation tools. The adoption of these tools is a great cost saver and Many of these are PC-based systems which means the files reside on your individual PC or server If you are backing it up, and you should be... Are those backups done daily, kept in a safe place, are they tested from time to time? These form generators still produce paper which must then be filed in some manner, so you are right back to where you started with buying more file cabinets and filling up that back room In many cases you still want to print from these systems because if you don’t you have client information in your PC that is isolated from the rest of the client’s or family’s files. Whatever you have done to improve the back office of your business and make your administrative operations more efficient, unless you have already adopted an online document management system, there is still more that you can do. Over a dozen funeral home and cemetery owners have installed eBridge to help with their records management issues and three more have just signed up since the NFDA show. Funeral Directors and owners know that they can’t go on storing their records in physical files.
- eBridge has successfully differentiated itself in the market which is why we have become the preferred choice of providers like you. Customers trust eBridge because: We provide the easiest solution to install, maintain and use. We offer a solution that meets all their privacy and records safety needs We put the files at your fingertips whenever, where ever which helps you focus on your clients and meet their needs
- Since 2001, eBridge Solutions bas been the premier web-based document management innovator for organizations worldwide. We currently partner with thousands of clients. Hosting more than 180 million images for more than 35,000 users, our clientele include, collections agencies, independent and exclusive insurance agents, medical billing companies, doctors, financial consultants, attorneys, county governments and many other small to medium-sized companies. Located in Tampa, Florida with back-up data center out of state at another Tier 1 Internet Hosting Provider Partner site