How Are You Creating Your Documents and Forms?

Tropics Document Management Module provides productive methods for automatic creation and management of documents and forms. Tropics Software Technologies has devised easy-to-use techniques for creating dynamic document and form templates by inserting database fields, formulas, and interactive data items into a document. Popular document formats such as Microsoft Word, Adobe PDF, and Microsoft Excel are supported.

Through this system and integration with the Work Management system, statutory and other required forms and letters can be produced automatically. Every document is permanently stored against a policy, claims, agency, etc., and can be retrieved on demand.

Document Templates

In addition to delivering the system with a number of document and form templates based on client needs, the document management system provides tools and instructions for adding MS Word, MS Excel, and PDF templates to the system. The templates can be created with auto-fill tags. Tags within a template can point to a database field, formula, or interactive data filed. When a template is used for creating a new document, the data is filled automatically from the database or through execution of formulas. Tropics provides ultimate flexibility to the clients by distributing predefined formulas and allowing clients to program and integrate formulas that fit their unique requirements. For interactive data fields, the system prompts the user to enter the data before the document is created.

Templates are organized and grouped by document types such as "agency letters", "claims forms", "claimant letters", "provider letters", etc.

Document Association (Indexing)

Tropics document management system provides for logical attachment of a document to one or more entities. The entities are application, insured, policy, agency, collection, provider, related party, reinsurance, and claim. A single document can be attached to multiple entities (i.e. insured, policy, and agency, etc) therefore, providing the capability of viewing the document from any of those entities.

Document Management User Interface

Quick access to documents is provided throughout the Tropics systems. Therefore, if a user is reviewing a specific policy or claim, by pressing the "document management" button, a list of documents related to the policy or claim being viewed is presented. The user can then review the documents and/or initiate the creation of a new document using any client defined document template. The system then collects all the pertinent data to automatically complete the document and allows the user to add additional comments to the document, if appropriate.

Automatic Document/Form Creation

Documents and forms can be created automatically in two ways:

1. Frequently created documents can be created at the click of a button within the Tropics system. For example, a First Notice of Injury or a policy quote. 2. Through user-defined work management logic.

Under the first method, several document and form types are generated and stored with policies and claims based on pre-determined configuration parameters. The ultimate flexibility, however, is afforded under integration with the work management module. Through this solution, the client can instruct the system to generate a form or document based on the client's workflow. Please refer to the work management module for more details.

Document/Form Printing

All documents and forms are marked as unprinted when created providing the ability to print them in batch for large production companies. However, any document or form can be printed, reprinted or emailed on demand.

Under "Advanced Printing" option, Tropics provides methods for defining the capabilities of all the installed printers such as color printing, duplex printing, special form printing, etc. It also allows for defining the type of printing that a document or form requires, therefore, matching suitable printer(s) to a document being printed automatically.

Document Import

The system also provides a tool for importing a scanned document or a document, which is created outside the document management system, to the Tropics document management system. When imported, the document is stored and indexed against the claim, policy, agency, or any other entity of user choice.

Document Imaging

Through integration with ImageRight document management system, Tropics provides methods for imaging and indexing Tropics generated documents into ImageRight files automatically. Tropics also provides access to the ImageRight files directly from Tropics screens. This solution is designed for complete paperless environment and allows a client to manage all outgoing and incoming documents into one central document management system