In a fast-paced and data-driven world, businesses are striving for efficiency at every turn. When day-to-day processes are automated — whether we’re talking about document storage or transmission — everything from sales to customer communication is enhanced; businesses are able to provide better customer service in a more cost-efficient manner.
This applies to all forms of communication, fax included. Over the years, fax automation has allowed organizations in the healthcare, manufacturing, education and any other industry to streamline their document delivery.
It All Begins With Integration
Whether you work at a health insurance company that deals with patient information, a manufacturing facility that receives hundreds of orders per day or a large financial firm that has clients all over the world, you need a secure place to keep information about your customers/patients. You also need a secure fax server to transmit this information, but fax machines and document storage technology like electronic health records (EHR), customer relationship management (CRM) and other systems are often not connected. Fax servers are able to integrate with these types of technology, forming a secure bond between the two technologies and allowing them to communicate with one another during the automation process.
When document storage systems and fax servers are properly integrated, the fax server can automatically send records to and from EHR, CRM and other systems without having to print them and scan them into fax machines. This increases efficiency, reduces costs and limits the chances for regulatory breaches from occurring.
How Automated Fax Solutions Work
When your fax server is integrated with an application or document management system, data is directed to the fax server, which reformats it into unique documents. The fax server overlays the information onto electronic forms and sends the finished documents to the email provider or multifunction device (whichever is being used as the method of fax transmission).
When fax automation is implemented, this process is done quickly and securely. Manufacturing facilities can automate thousands of invoices and purchase orders; distribution facilities can automate time-consuming bills of lading and shipping reports; lending institutions can speed up the loan process by automatically sending loan origination documents and applications; healthcare companies can securely move patient information without breaching HIPAA; travel companies can even automate the delivery of last-minute deals and vacation packages to travel agents.
Whatever you need to send, fax automation can make the process faster and more cost-efficient for your organization.
Automate Your Fax Solution
Fax automation provides organizations with the ideal solution to their document delivery challenges. Real-time document delivery and confirmation is ideal for both small to mid-sized businesses and large-scale enterprises. It reduces labor-intensive manual processes and, with the right fax vendor, can be easily deployed to nearly any organization’s IT infrastructure. Contact The Fax Guys today to learn more about fax automation.