Case study: How Datatime modernised its accounts processes

Outsourced document management company Datatime Services modernised its account processes to help expand its offering to its clients and grow its database.

Leanne Gomm, operations manager at Datatime spoke to Digital Nation about the journey to streamline their processes.

Gomm said the company has a range of products it offers to its clients from capturing survey data to mailroom services.

They have two software platforms they use one for survey-type data and the other for accounts processing data.

Gomm explained why they wanted to amalgamate into using one software platform for all of the company’s requirements.

“Also upgrade what we had because it was very old, both of the technologies we were using were very old, even though we maximised them to their fullest potential, we felt like we were being left behind,” she said.

“It was time to modernise, upgrade and also that gave us a chance to expand our service offerings to clients. We needed the opportunity to grow as well, so having said that we wanted to get into other spaces like digital mailroom and other offerings.”

The new solution from TCG has been implemented since 2022 and Gomm said their processes were simplified.

“The major thing is the straight-through processing, the invoices that we processed for the bulk of our business is a quite complex medical-type invoice. There are billing code lookups,” she said.

“Working with TCG, we were able to create buttons so rather than looking up a database, the more common things that that the operators have to look up, they could Just press a button, that information comes up straight away. It maximised our efficiencies as far as throughput goes.”

From this new software, the company’s straight-through processing went from 15 to 20 percent to 35 percent.

Gomm said her staff is noticing a “huge gain with efficiencies”.

“Which means profit for us and it means we can quote at a lower price for new clients,” she added.

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