Why Your Biz Can Benefit Big Time by Using Electronic Signatures

Life is quickly becoming technology centric. Ten years ago, nobody would have imagined being able to change their temperature settings in their home from an app, but today, it and so many other advances make life more convenient.

For instance, businesses now are able to use e-signature solutions to sign vital documents.

1. Alleviate the Need to Fax

E-signatures alleviate a business from needing to have a fax machine running. For those without a fax, having to sign a document is quite a pain. E-signatures don’t require a person to have a fax machine, pay to use an online fax service or need to go to a Kinko’s to use theirs. With an e-signature, the individual may deliver the signed document with a simple click of the word “Send.” It reduces the need for the person to have to scan an already signed document and then send it.

2. Quicker

The act of signing material electronically is much quicker. A person uses their mouse, stylus or finger to create a signature. Both parties can have the document within minutes. Faxing takes much more time, and the mail can take up to a week to send to another state in the U.S. This isn’t taking into consideration trying to find the time to fax or send the document by mail is inconvenient. Not to mention, if there are issues with the fax machine, it takes even longer. And if the person has the meet the client in person, the wait is even longer, especially when trying to correlate schedules.

3. Saves Money  

Stamps cost money, and it costs money to drive to a location where a fax machine is. Not to mention, someone has to pay for the cost of all the paper faxing wastes. The stamps cost money as well and can add up if a business sends a great deal of mail.

4. Don’t Have to Drive 

A person does not have to drive anywhere to meet another individual to sign a document. It’s inconvenient to have to drive somewhere to fax. And the post office can oftentimes have a long line that a person will need to wait in just to purchase stamps. E-signing rids a person of having to leave the office, or even his or her own home, to sign a document.

5. More Accurate 

The entire process is more accurate. When an electronic signature service requires certain fields, a document is completely finished each time; therefore, resigning isn’t an issue. Additionally, there’s more room for security features.

6. Less Room for Problems

Problems happen with fax machines. Cars break down when a person must commute from one place to another. Troubleshooting doesn’t always fix the problem, and the person may then need to have the machine repaired.

7. No Need for Tracking

A person doesn’t need to waste time monitoring the status of a fax or letter. Sending an e-signature happens in real-time.

8. Convenient

An individual can work whenever without the need to make time for the transaction.

Check out Ambir’s e-signature solutions here.

Ten Smart Ways to Forge A Paperless Office

Tips for Paperless Office

The Tooth Fairy. Unicorns. Bigfoot. The paperless office. Most office workers have heard about all four, but few have seen any of them.

We all know a paperless office is a good, environmentally friendly idea. In reality, it seems like trying to go paperless results in more work to add to an already packed workday. There are ways, however, to incorporate paper-saving initiatives into everyday tasks and activities that may actually be more convenient than using paper and SAVE time.

Here are ten smart ways to forge a paperless office.

1. Avoid declaring “all or nothing.

” It’s a bit overwhelming to go paperless, unless it’s accomplished in stages. Begin with one area. Tackle old paper file conversions, or commit to creating new files electronically. Staying on track is why you must…

2. Set goals and timelines.

Measurable goals with reasonable timelines lay out expectations. Broad statements like “let’s try to go paperless” nets few results. Choose an area, and set a timeline for it to be paperless, then choose another one. Goals will help you get there.

3. Create an electronic document archive.

Electronically file old records you must keep. All you need is a document scanner or workgroup scanner and an electronic filing cabinet. This clears out the stacks of paper in your office, increases efficiency, and protects valuable files in the event of theft, fire, or other loss.

4. Invest in a CRM for working files.

CRMs are a tremendous asset in general, and promote a paperless office in particular. Customer file databases, pricing, sales notes, and a host of other important information can be stored and easily retrieved on a CRM.

5. Learn how to use Google docs.

Everyone in the office can set up a free account, create documents, and share files on Google docs. Entire departments, even those with remote team members, can reduce paper by using this tool.

6. Switch to e-signatures.

New account paperwork is one example of how e-signature solutions can foster a paperless system. Invest in a system like nForm for completely paperless forms and documents, and is secure and can electronically submit the signed paperwork into your files.

7. Get your vendors on board.

Encourage your business partners to send files and documents via email. It will surprise you how much total office paperwork is reduced by emailing and file sharing with your vendors.

8. Announce the initiatives to your clients.

Ask customers to participate. Along with sending paperwork electronically, they can file share and scan documents to their sales executive. Instead of thick paper how-to guides, try using video training tutorials to provide customer education.

9. Share the plan office-wide.

Be a cheerleader for a paperless office. It’s vital to gain individual buy-in to make it work. Explain the benefits of decreased cost and increased efficiency to get people on board.

10. Bill electronically.

Say bye-bye to paper billing. Implement an electronic billing system that saves paper and postage, and offers an easier way to keep track of receivables.

Evolving into a paperless office is not easy. By taking small steps, setting goals, and encouraging others to see the benefits, a paperless office can be in your future.

But probably not a unicorn. Sorry.

 

Real Paperless Solutions

It’s easy to say, “I’m going paperless.” It’s harder to take the first steps toward completing your green goal. Here’s the simple way we like to think about it: We mainly use paper for financial records (bank statements, bills, receipts) and for signing things (contracts, release forms). Luckily, we’ve got solutions for both, and they fit any budget.

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New at HIMSS13: Ambir eSignature Pads

We get excited for HIMSS every year. We get to fly someplace warmer (New Orleans this year), talk to like-minded individuals, and show off how we can help healthcare facilities work smarter. That means less paper and more time to provide a positive patient experience. This year’s HIMSS13 is no exception. Be sure to visit us at booth 2411 to see how we can help your practice.

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3 Ways Ambir Increases Your Data Security

 

In the wake of the new HIPAA omnibus rule, data security for healthcare organizations is more important than ever. Going into effect on March 26, with a September 23 deadline for total compliance, health IT departments must look at their health data security and adjust accordingly. Here are three ways Ambir keeps your data safe and puts you in a great position for compliance.

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5 Ways to Finally Get Rid of Your Paper

paperoffice

  1. Bulk scanning. This one is obvious. The good news is, it’s also very simple. When you scan, paper is taken out of the equation. It’s just… gone. Quit wading through piles of bills, memos and important documents trying to find what you’re looking for. End by scanning all of it – once and for all. With an automatic feeding scanner, you can simply load whatever you want scanned – no matter its size or shape – and the scanner will capture it all with one click. And then, when you need something later, find it in your new, neatly-organized digital files.

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Creating Document Types for Quick e-Signing

Creating different document types for PDFs and archiving them is simple with signoSign 2, standard with every Ambir ImageSign Pro e-signature pad. Here’s an in-depth tutorial video that shows how to integrate quick, intelligent signing into your workflow.

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