Optician practice in search of a Document Management Workflow solution

DiNapoli Opticians is a family-owned and family-oriented eye center. For over 70 years, they have been providing quality service to New York’s Capital District. Their longevity and success are significantly due to their use of innovative technologies, not only for patients’ health, but also for business.

The Challenge

A GROWING BUSINESS MEANS A GROWING NEED FOR A DOCUMENT SOLUTION

Through three generations and the better part of a century of providing top care, DiNapoli Opticians has roots deep in the Capital Region of New York State. In recent years, the need for implementing a technological solution became apparent. To continue its vision of providing superior customer service, quality, and innovation to a growing base of customers, a search for a fresh and more efficient approach began.

DiNapoli Opticians realized it needed a digital document management and workflow solution. The DiNapoli IT staff turned to eBizDocs, another Capital Region business with a strong reputation and expertise to design and deliver a complete solution.

The Solution

EBIZCLOUD© AND HIGH-SPEED KODAK ALARIS I2800 DESKTOP SCANNERS

eBizDocs reviewed DiNapoli’s filing practices and technological infrastructure. The audit concluded the plan must include back-file conversion and records management. eBizCloud© and high-speed Kodak Alaris desktop scanners was the clear solution, and the DiNapoli team agreed.

eBizCloud© is eBizDocs’ hosted, feature-rich document management software solution. The service bundles cloud storage with eBiz ECM, a document repository that acts as a digital filing cabinet, but with additional benefits like file collaboration, workflow, granular security control, and robust searchability. eBizCloud© is compatible with nearly any document format, and the software ensures fast retrieval through its consistent cabinet structure and efficient filing templates.

Because DiNapoli uses a variety of vendors for lenses, frames, and contacts they received countless paper invoices monthly. eBizDocs offered DiNapoli an alternative to the cumbersome practice of filing and maintaining records in a physical file cabinet. The first step was conversion. High-speed Kodak Alaris i2800 scanners quickly emptied entire cabinets’ worth of accounting documents and patient records.

Filing digital documents was a simplistic and hassle-free process. eBizCloud© also features Batch, an embedded scanning application that is ideal for growing businesses like DiNapoli. Batch allows staff to scan and file large volumes of documents and employs an assisted OCR indexing feature to reduce the need for data entry and aid in process automation.

“eBizCloud© seemed to be the best fit for us. eBizDocs enabled us to begin moving our paper document storage to digital images. Ultimately better file security, storage and retrieval of documents; it eliminated the need for an in-house server, too.”

– Mike Murphy, IT Administrator, DiNapoli Opticians

The Results

LONG-TERM SOLUTION WITH MAJOR ROI

eBizCloud© and strong Batch scanning capabilities, together with the speed and quality conversion achieved by the Kodak Alaris i2800 desktop scanners, transformed DiNapoli’s paper-centric office. Entire file cabinets are eliminated, and documents can be retrieved within seconds, for a more productive, spacious office environment.

The electronic content management solution supports all four Capital District DiNapoli offices. Scalability is a major benefit of the eBizCloud© software, and as DiNapoli continues to grow, so will the system. Secure file storage and features like document version control, an iPad app for anywhere/anytime access, and task scheduling and reminders, collectively ensure DiNapoli’s needs are met far into the future.

The DiNapoli IT staff is finalizing plans with eBizDocs to maximize other system automation features. Leveraging the included workflow features of eBizCloud© will further increase efficiency, support growth at the current staffing levels, and deliver more return on investment for DiNapoli Opticians.

Contact eBizDocs to learn how eBizCloud© Desktop Scanners can benefit your organization.