Laserfiche-Driven Digital Transformation Enables Township of King to Innovate Public Services

The Township of King, located in the Greater Toronto Area in Ontario, Canada, implemented Laserfiche enterprise content management (ECM) to store and centralize content, making information more accessible across the organization. Since then, the township’s staff has leveraged the software for digital transformation initiatives that go beyond document management. The township now uses Laserfiche to modernize the government experience, where citizens can access public information and submit online service requests (i.e., permits and licenses) using Laserfiche electronic forms. The township’s staff has also integrated Laserfiche with other core technologies and automated key business processes in order to accelerate service delivery.

Centralizing Content Across Departments

Over the past several years, King has assessed its digital infrastructure with the goals of ensuring employees have access to necessary information, breaking down department siloes and improving efficiency. In 2018, the township built a new municipal center, prompting a large-scale initiative to digitize and centralize content that was previously stored in filing cabinets and banker boxes, and across individual and department network drives.

“We initially looked for a solution for electronic document and records management; we have been moving away from paper, and we wanted to have one central, streamlined filing system for all electronic documents,” said Manager of Legislative Services and Deputy Clerk Denny Timm. “We saw the opportunity and improvements that would be realized if we could increase department collaboration and information sharing.”

With the support of Ricoh Canada, one of the township’s workplace technology solution providers, King implemented Laserfiche as its central digital repository. Laserfiche allowed the township to reclaim time previously spent physically searching for information — which now is accessible at staff’s fingertips. Using Laserfiche, departments have transitioned off network drives, and content has been centralized while simultaneously strengthening the municipality’s information governance program.

“Implementing Laserfiche really allowed us to look at our filing methodology and filing structure from a corporate perspective,” Timm added. “It’s like building a house — you need to build a solid foundation, organize and plan what goes in the rooms, and assign the proper access to those rooms. With Laserfiche, we have one corporate folder structure as our foundation, filled with subfolders and documents, and appropriately assigned access privileges and controls. We now have greater integrity and confidence in our information management system. We know staff are accessing what they need to access, while elevating the protection of personal and confidential information.”

As King saw the benefits of digitizing and centralizing content, they began to learn more about taking their digital transformation to the next level by integrating Laserfiche with other core technologies and using Laserfiche’s electronic forms and business process automation capabilities.

“We saw that Laserfiche was more than just a place to put files,” said Timm. “That’s when we started to view tutorials, speak with our team at Ricoh, and understand that there’s way more capability within the system than we initially thought.”

Next-Level Digital Transformation: Electronic Forms and Process Automation

King’s document management project was a catalyst for the team to reimagine how they could now use the township’s digital information in its mission to deliver citizen services, maximize efficiency and ensure employees are well equipped to respond to customer’s needs. Laserfiche’s electronic forms and business process automation capabilities enabled King to increase access to information and public services. This mindset shift came just in time — before the COVID-19 pandemic impacted the region.

“We were fortunate to have had departments adopt Laserfiche before COVID-19 arrived,” Timm said. “Staff have access to all the information they need in a central resource that they can securely access remotely. Departments also see the immediate savings in administrative work, no longer needing to file paper copies, and now being able to easily search and retrieve information.”

Now, the township is using Laserfiche to actively replace paper forms with electronic forms to make more public services available online — a key benefit during the pandemic. King recently launched a new website where constituents can access applications, permits and other essential items with an integrated payment system, including:

  • Building permit payments
  • Bulky item pickup and garbage bag tags
  • Pet and service animal licenses
  • Fire permits
  • Freedom of information requests
  • Marriage service payments
  • Road occupancy permits
  • Property information requests
  • Tax certificate requests
  • E-Billing registration for property and water bills
  • Temporary sign permits

In addition to increasing access to these forms, staff leveraged Laserfiche business process automation to automate information routing and approvals. Now, when a resident submits an electronic form through the township’s website, the information is automatically sent to the relevant departments and approving parties for review and approvals. By removing the dependence on manual routing, automated processes streamline the flow of information and expedite service delivery, whether employees are in-office or working remotely. Laserfiche’s process reporting and analytics also increase transparency and create opportunities for continuous process improvement.

“We are excited to see our public forms integrate with our repository, too,” said Timm. “Now, forms and information will be automatically filed in the right spot, and our approval process moves to the digital realm — we’re able to track and start looking at the analytics.”

The central repository and automated processes have also supported business continuity during COVID-19 and as the King team navigates the staff changes that all municipalities must manage.

“We have staff retiring, and that previously meant information and institutional knowledge would be lost,” said Supervisor of IT Business Systems Angelo Castillo. “Having everything in Laserfiche provides that single repository that everyone is familiar with. If we use Laserfiche for forms and processes, our staff will be comfortable using them.”

Building a Digital Future

Today, the township continues to build on its success by automating processes across all departments, with a clear vision toward creating a more modern experience for employees and the people they serve. The IT team has plans to further centralize content and processes by using Laserfiche where possible to replace niche software that individual departments may have acquired or are looking to acquire for specific processes. “Laserfiche doesn’t make digital transformation seem overly complicated because the tools are all there — we are equipped to easily automate processes without having to acquire and learn multiple small, specific pieces of software,” Callisto explained. “For example, we just successfully launched and leveraged Laserfiche forms and its business process capabilities to automate our entire Performance Development and Recognition Program (PDRP). By expanding our in-house knowledge of the system, we are beginning to build more complex and corporate wide implementations. These new electronic and automated processes streamline core critical corporate processes, making them easy and accessible to staff.”

The IT division is now aiming to create a self-service model. “The goal is to have each department build their own digital forms and publish them online,” Castillo said. “The subject-matter experts in the individual departments are going to know the processes the best, and with Laserfiche’s ease of use, we know staff are eager to build and implement!”

Into the future, the township plans to further leverage Laserfiche’s process dashboard to analyze information such as the number of permits, applications and licenses received, what time of year is the busiest, etc. “We’re really excited to dive into the data and analytics, and look at them in terms of usage and output,” Timm said. “It’s going to give us a whole new area that we haven’t explored before.”

For more insights into modernizing service delivery and to understand why technology plays a critical role in generating cost savings, continuing operations and meeting growing constituent demands, read the Center for Digital Government’s report: “The Way Forward: Insights for Government Leaders on Modernizing Service Delivery.”

What Is Robotic Process Automation?

Robotic process automation (RPA) is a technology that enlists the help of bots, programs that can perform repetitive tasks directly from a user interface. Fast to deploy and easy to update, bots can be a powerful catalyst for system integrations. Bots can also help further business process automation initiatives.

Bots fill a special niche within a business process automation platform — where traditional automation methods would leave gaps in processes, bots can fill them in by working directly with the front ends of applications to simulate how a human would interact with the software.

Imagine a robot sitting in front of a computer looking at the same applications and performing the same keystrokes as a person would — while you hold the remote control that tells the robot when and how to work.

So, for example, in a process where you previously had to manually review a document, enter data or transfer information between systems, the robot fills in these gaps in what could be a more automated process. In addition, the bot by its nature will be more accurate and efficient than a human user.

Processes that are automated end-to-end, and more robust integrations for your systems mean more time for employees to concentrate on high-impact projects. Part of the beauty of robotic process automation technology is that it offers even non-technical employees the power to automate parts of their own workflows and gain the benefits that come from doing so.

The basics of RPA

Today’s organizations use a wide variety of business applications. When a legacy platform, web application, or in-house system lacks enterprise integration functionality, it’s likely that employees have to do manual work to keep information and content moving between systems as part of a business process. These manual steps in automated processes are sometimes called “automation gaps.”

RPA bots work directly from an application’s user interface, mimicking human actions, including logging in and out, copying and pasting data, opening emails and attachments and filling out forms. As they can act like a human, while still working with speed, efficiency and a lack of human intervention, these bots are particularly suited to fill automation gaps in business processes.

While this functionality may sound similar to screen-scraping or application macros, RPA has evolved beyond these solutions. For example, while macros follow a pre-determined script of fixed, linear commands, bots have the flexibility to learn over time and intuitively respond to changes in business processes. Also, in cases where you need multiple tools to run scripts for each business application, RPA can simplify the way users automate tasks by interacting with multiple applications at once.

The dynamic nature of robotic process automation makes it ideal for organizations that want to deploy integrations and automation solutions quickly in response to a need or a changing business climate.

The benefits of RPA

As a user-friendly and cost-effective tool, robotic process automation provides a number of advantages that are drawing interest from organizations across industries.

The business benefits of RPA include:

  • Low technical barriers: Programming skills are not necessary to configure a bot. Non-technical staff can use a process recorder feature to teach the bot how to perform a previously manual step in an automated business process, and integrate the bot-based automation into a larger automated workflow using a drag-and-drop process designer or similar tool.
  • Increased accuracy: Like many tools available as part of a process automation suite, bots are extremely accurate and consistent – they are much less prone to making mistakes or typos than a human worker. This can apply to common processes such as setting up or removing user accounts, copying information from one system to another, onboarding and off-boarding employees or populating forms based on information from another system.
  • Meet regulatory compliance standards: Bots only follow the instructions they have been configured to follow and provide an audit trail history for each step. The controlled nature of bots makes robotic process automation well suited for organizations that want to automate their business processes end-to-end while still meeting strict compliance standards.
  • No interruption of work: Bots can work tirelessly work around the clock, autonomously without requiring employees to re-activate them, allowing a more flexible schedule for business processes.
  • Existing systems remain in place: Unlike traditional integrations that may require extensive developer resources, RPA doesn’t require any changes to the systems you already use every day to be included as part of your automated business processes. Bots work directly from a user interface, just as a person would. This makes robotic process automation especially useful for integrating legacy systems, where APIs may not be immediately available, or in situations where organizations do not have the time or employee resources to develop custom code-based integrations.
  • Improved employee morale and employee experience: By utilizing robotic process automation as part of their automation tooklkit, organizations can open up further opportunities for employees to dedicate more of their time and talent to other work. While bots fill out forms, enter data and look up information from websites, employees can focus on high-impact projects that further drive growth.
  • Increased productivity: Process cycle times are more efficient and can be completed at a faster speed compared to manual processes.

What processes are suited for RPA?

Robotic process automation is a versatile, scalable technology that can be applied throughout the enterprise in a variety of industries. Top candidates for optimization with RPA are typically:

  • Consistent and routine
  • High volume
  • Prone to human error
  • Limited in requiring a person to make a decision
  • Manual data entry

In many cases, RPA can bring immediate value to core business processes including:

  • Payroll
  • Employee status changes
  • New hire recruitment and onboarding
  • Accounts receivable and accounts payable
  • Invoice processing
  • Inventory management
  • Report creation
  • CRM data updates
  • Software installations
  • Data migration
  • Vendor onboarding

For example, if a wealth management firm needs to update CRM data with contact details from a spreadsheet, RPA can record the actions that need to be replicated, map fields between the two interfaces and automate this repeatable task, saving hours of employees’ valuable time.

A virtual business assistant

We may think of RPA in the context of organization-wide processes, but it can be applied as a personal productivity tool as well. Employees will be able to identify many opportunities for robotic process automation in their daily work where bots can assist.

With RPA, employees are empowered to automate their more routine daily tasks, regardless of technical expertise. This low barrier to entry enables employees across the enterprise to benefit from RPA, even if there isn’t a resource-intensive, organization-wide deployment.

Furthermore, since all bots can be monitored and audited over a centralized server, IT would still be able to manage bots in use, while promoting flexibility in the organization for employees to deploy their own custom solutions.

Having a bot as a de-facto virtual business assistant can help employees offload time-consuming, routine tasks in favor of high-impact projects and elevating the customer experience.

Bridging integration gaps with RPA

One of the immediate benefits of robotic process automation is its ability to integrate systems where gaps previously existed. Enterprises that rely on legacy systems or third-party, external sites for everyday operations but currently do not have the resources or the means to integrate them using other methods can deploy bots to do so. Fast to deploy and easy to update, syncing data and processes without human intervention. Bots enable organizations to quickly deploy integrations that sync data and processes without human intervention, filling in gaps between systems for more complete, end-to-end automation solutions.

RPA and digital transformation

RPA can be an important tool in solving automation challenges and pushing organizations to grow into digital workplaces. However, it is just one part of an organization’s digital transformation toolkit.

Going beyond automating everyday repetitive tasks, RPA combined with traditional content services and business process management technologies can help organizations further maximize their potential as they make the most of their of automation strategies.

Robotic process automation is an ideal technology for reducing costs and increasing productivity. Whether optimizing end-to-end automation initiatives or enabling employees to be more efficient in handling projects, RPA is a powerful addition to any business process automation platform.

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Nature Coast Women’s Care & Family Medicine Accelerates Patient Processing with Laserfiche Cloud

Nature Coast Women’s Care & Family Medicine developed an automated patient intake process using Laserfiche Cloud. As a tech-forward, comprehensive family healthcare center that offers a wide range of services — including obstetrics, gynecology, preventative services, aesthetic medicine and family medicine — Nature Coast modernized its patient experience using digital forms, and shortened patient wait times by 75%. Accelerating patient processing proved to be an especially significant benefit as COVID-19 arrived in the U.S. and it became more important to lessen the amount of time patients were in the waiting room.

A Faster, Modern Patient Experience

Located in Tallahassee, Florida, Nature Coast Women’s Care & Family Medicine was started by Dr. Chukwuma M. Okoroji to advocate for patients’ health throughout all stages of their life. The practice prides itself on combining technology innovation with a proactive approach to patient care. The practice’s strategic planning led to the implementation of Laserfiche Cloud as a means to reimagine the patient intake process.

“Before using Laserfiche, our patients were instructed to come into the office early to fill out their new patient packet, and bring their license, insurance card — just all these pieces of paper,” said Tamearia Williams, practice administrator at Nature Coast Women’s Care & Family Medicine. “They’re filling out demographic information, financial information, etc. They would sit out in the lobby for about 10 to 15 minutes, sometimes longer, to fill out that paperwork.”

Once the front desk staff receives the paperwork, they check to make sure everything is complete and accurate before scanning the packet into the patient chart in the electronic medical record system. While the legacy process was similar to many other clinics’ patient intake process, the Nature Coast team saw opportunities for improvement. By digitizing the intake form, the clinic could reduce errors that may occur when patients fill the form out with a pen and paper, and ensure all necessary information is captured without having to return the form to the patient. Additionally, offering the ability to submit the form online would reduce wait times for all patients and streamline work for the practice.

The Nature Coast team worked with Business Automation Pros, a Laserfiche solution provider, to implement Laserfiche Cloud content management and realize their vision for a digital patient intake process.

“Nature Coast Women’s Care & Family Medicine is one of the few healthcare facilities in the region that has a digital patient intake process, which is a testament to the organization’s forward-thinking approach, and commitment to providing the best possible experience for patients,” said Ja’Baree Allen, president of Business Automation Pros. “We worked with the Nature Coast team to digitize the process just before COVID-19 arrived in the U.S. and stay-at-home orders began to take effect, enabling the clinic to continue caring for patients without missing a beat.”

Using Laserfiche, Nature Coast Women’s Care & Family Medicine replaced the in-person, manual process with an online form that patients can submit before even setting foot in the office.

Once the patient submits the intake packet online, the information is sent to the front desk team, who receive an email notification of the new patient. The information is pushed over to eClinicalWorks, the electronic health records system.

“Our front desk staff just needs to press a button and all the patient’s information is put into eClinicalWorks, which sets up the initial appointment,” Williams said. “There’s no wait time once they arrive. Laserfiche frees up a lot of time for staff and reduces the amount of time patients are in the office.”

The Cloud Advantage

For the team at Nature Coast, selecting a cloud-based content management system aligned well with the practice’s approach to technology. “We’re very tech driven here, so we like cloud-based everything,” Williams said. “We are in this office to treat our patients. So we need our technology to be top-of-the-line, all across the board. We need the ability to be remote, now more than ever. And no matter where we are, we need access to our files and our electronic medical records.”

The need to protect patient information also played a large role in the decision to implement Laserfiche Cloud.

“Being a healthcare organization, data security, HIPPAA and regulatory compliance plays a large role in our decision-making process,” Williams added. “Protecting patient information is just something that we know we must do on a day-to-day basis. Laserfiche offers the ability to see who can see what in what folders on a granular level, which is a big benefit. And Laserfiche records management is DoD-certified, which makes us feel very secure using the system and protecting the information that we are putting into the system.”

Female Doctor Wearing Scrubs In Hospital Corridor Using Digital Tablet

A Prescription for Digital Transformation

Since implementation, Nature Coast has received positive feedback from patients and staff about the new digital intake process. “Patients aren’t sitting out in the waiting room filling out paperwork, and there’s no longer the issue of forgotten driver’s licenses or insurance cards — they’ve already sent us the information we need,” Williams said. “Nothing is missed. They get here and check in, they’re seen, and then they’re on their way.” She estimates that they have shortened wait times for new patients by 75%.

Nature Coast Women’s Care & Family Medicine continues to build on the success of the new patient intake process. Human resources and financial are the next departments that will digitize records and processes, with plans to put the clinic’s job application online using Laserfiche Forms. As Nature Coast automates more of the clinic’s repetitive tasks, Williams also plans to take advantage of Laserfiche’s process analytics to help grow the practice.

“We’re hoping to increase our new patient volume,” Williams said. “Once we get more data, and more of the organization starts using Laserfiche, those analytics will be key.”

Find out how Laserfiche Cloud can transform how you do business. Experience Laserfiche Cloud today.