Using Barcodes To Improve Insurance Processes

By Scott "DJ" Wilson, CDIA , Implementation Analyst, Optical Image Technology

Many insurers get started with barcodes by using them as part of their backfile conversion process. As they scan their older files into their electronic repository, they use barcode sheets as basic separator pages. Adding barcode pages to the documents adds a few seconds to the document preparation time, but this practice is a significant time-saver, as it allows users to load multiple documents into a scanner's document feeder simultaneously. This is a case of barcode usage in its simplest form, and still requires users to index the individual documents manually. The barcodes on the separator pages are generic in nature and contain no specific information.

To truly get the most out of barcode technology, consider pairing it with workflow. Barcodes can serve as a trigger to initiate automated processes. Any time you mail a correspondence to a policyholder, you can affix a barcode to the mailing that is to be returned. Upon receipt, it can be electronically routed for processing to the proper department when the document is scanned. The correspondence has policyholder information and document type information encoded within the barcode, which eliminates the need for human intervention in that part of the processing cycle.

Online forms can be processed in a similar manner. When customers print insurance forms for signing and mailing, barcodes on the forms can encode customer and document information that associates the form with an existing customer record. The barcode ensures that upon the receipt of the document, the document can be electronically routed to the proper department for processing.