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Automation of business processes in hearing care companies


PaperOffice DMS for hearing aid companies enables the efficient handling of any type of document as well as the quick processing of inquiries and is the prerequisite for efficiency and success within the administration.

Pro tip

Written documents, contracts, drafts, research, expert opinions and much more are replaced by electronic documents thanks to digitization and thus optimize all work processes to the maximum.

With the help of the document management solution, you save and archive all information on a central platform in an audit-proof manner.

Digitalization for hearing care companies

As a company in the hearing care professional industry, you have a lot of important documents to manage:

Invoices, documentation, correspondence, offers, repair sheets, health cards and much more. Therefore, hearing care professionals are the ones who benefit significantly from the use of suitable document management software.

This is how hearing care professionals accumulate important documents on a daily basis. These all need to be matched to the right customer, agency, or device manufacturer.

All of these documents need to be digitized if they arrive in paper form, require structured filing, task and workflow assignment, and need to be immediately available on demand.

In addition, each document is classified according to its type and can be assigned to people and device manufacturers, which you can then even access on the go, regardless of device. So you have all the information and documents about all hearing aids clearly in one place, namely your database.

Elderly woman holding man with hearing aid hand to ear
Hearing aid companies benefit from digital document management

It is very important that important deadlines are met and legal measures are taken to store documents. PaperOffice DMS gives you a clear structure in your documents and helps you to cope with the flood of information.

With the help of the document management solution, you save and archive all information on a central platform in an audit-proof manner.

PaperOffice eliminates all time-consuming bottlenecks and creates a clear overview of important documents such as invoices, contracts, sales reports, surveys, appraisals, leases or other letters by managing them digitally in PaperOffice in the future.

You can also benefit from digital administrative tasks, digital stamps and sticky notes and keep an eye on all service contracts, official correspondence that is put on resubmission or assigned to employees by task assignment.

Revision security is guaranteed at all times.

All information available immediately

With PaperOffice DMS, documents can be digitized in many hearing aid acoustics companies and archived centrally in such a way that they can be accessed from any computer without having to go to the archive or first researching which one Colleague who is currently processing documents or folders.

PaperOffice DMS not only digitizes analogue documents, the document management software saves every change to the document in chronological order. The original remains unaffected. The workflow function can be used, for example, to assign certain activities during project work and each employee keeps an overview of the current status.

At the same time, ideas or suggestions can be submitted without having to convene meetings each time. The archived documents can be searched for by keywords or the date or reference numbers and automated templates can be created by the AI ​​in PaperOffice DMS.

It's an impressive number. Around 16 million people in Germany alone suffer from hearing loss. Interestingly, hearing loss is fairly evenly distributed across almost all age groups from 30 to over 70, and hearing loss is a growing problem. Over the past 20 years, the number of people with hearing loss has increased by around 4%. However, only about half of those affected use a hearing aid.

Anyone who uses one has usually come into contact with a trade that is not well known, the hearing care professional, who was still a hearing care professional before 2017. A craft with three years of training and the possibility of further training to become a master craftsman and the completion of a degree in hearing technology and audiology. Hearing acousticians deal with the production of hearing aids and hearing protection in the form of so-called otoplastics, individually made-to-measure devices. The job profile of a hearing aid acoustician is comparable to that of a dental technician.

For hearing care professionals, this means keeping their patient or client data up to date. At the same time, it is very sensitive data, because many people with hearing impairments see this as a flaw that their personal environment should not experience. That is why data protection is important when storing data. In most cases, first-time customers are mediated by hearing care professionals from ENT doctors who have diagnosed hearing loss, which is why data maintenance is also of great importance here and a well thought-out archive ultimately speeds up the work process.

Document management software such as PaperOffice DMS is best suited for these tasks. Because it is a document management software that can do much more than just manage documents.

PaperOffice does not distinguish between the types of documents, regardless of whether you need help managing contracts, pleadings and e-mail correspondence: thanks to the PaperOffice document management system, your previous processes in the company are digitized , making them more efficient, transparent and significantly more flexible.

Because no matter in what form the documents arrive at the company, whether as paper documents, PDF files, e-mails or photos, they are automatically archived and stored in a secure database.

Important contracts can thus be recognized and terminated in good time or renegotiated. Document release with digital signature and e-mail notification instead of slow paper mail, insecure e-mail contributes to customer loyalty.

Doctor looking at the hearing aid user manual on the monitor
PaperOffice DMS is the right software because it has everything the hearing care industry needs

PaperOffice archives all documents generated in your hearing care company and all relevant information in compliance with the law and in an audit-proof manner

First of all, Paperoffice DMS can be used to convert an analogue archive, perhaps the traditional hanging file system, into a digital archive. This is an important step that not only speeds up administration in the company, but also improves data transmission from the ENT doctor and vice versa. For example, data sent by e-mail can be read out directly and automatically transferred to the electronic customer file.

In PaperOffice DMS, sensitive patient data is encrypted and password-protected, whereby it can be set who is allowed to see how much data in the company.

Calling up the right folder is also done very quickly in PaperOffice DMS, with the internal search engine recording various parameters that are included in the search. If the customer number or even the name is no longer known or exists more than once, certain keywords can limit the search to the appropriate result.

Thanks to the integrated AI, automatic rules are triggered. This AI automatically sorts the documents into folders such as "Invoice" and "Contract", stores corresponding keywords and triggers the digital workflow stored for the respective document type.

PaperOffice meets the highest security standards such as authorization management or the granting of access authorizations. The user defines the individual work steps exactly as they would run, for example the "recording", "checking", "release" and "booking" of invoices.

Responsibility can not only be assigned to individual people, but also to user groups such as "Accounting" or "Production", so that a colleague can step in immediately if an employee is absent.

The OCR technology not only recognizes the document content, but also all tax-relevant data fields such as document number, date, net, tax and gross amount. The imported data is available for controlling evaluations, payment transactions and financial accounting. This saves tiresome entry work and reduces posting errors.

Important arguments for including PaperOffice DMS in the budget planning. Finally, PaperOffice DMS also convinces by the fact that sustainability and environmental protection are taken into account. Sooner or later the complete conversion from analogue documents to digital form will take place and then the public institution, which will then already be using PaperOffice DMS, will be well prepared.

Of course, PaperOffice DMS allows the migration and integration of existing digital data from existing software solutions. At the same time, PaperOffice DMS is the interface between analogue and digital. Using its scan function, the software can read analog documents, plans and photos into the system and digitize them using scanners, but also recordings from mobile phones, whereby texts are converted into writing using OCR and can be changed in Office programs. Time stamps and versioning ensure that the digital document corresponds to the analogue original.

With just one mouse click, the data including the archiving location can be exported to your customer, tax consultant or vice versa.

Doctor holds a hearing aid
PaperOffice archives all documents generated in your hearing aid company and all relevant information in compliance with the law and in an audit-proof manner

The solution: proven know-how

Doesn't it make sense to use management software in practice right away? that not only meets all requirements, but is also easy to learn and inexpensive?

PaperOffice DMS is the tried and tested complete solution for digital work and, with over 20 years of market experience, one of the first DMS pioneers.

Content

Digital processing is an essential basis for ensuring the high service quality of municipal services in the future

The fact that hearing aid acoustics is not on everyone's lips and certainly not on everyone's ears is because there are just 6,600 companies of this type in Germany. That is just over 1% of all craft businesses in Germany.

Nevertheless, their clientele includes around 8 million people, which is why the average customer file of a hearing care professional includes over 1200 people. A lot of different data has to be recorded for each customer, because hearing is a very complex matter, and damage does not only affect the ear or ears. Anyone who has ever had an ear canal clogged with earwax can have a rough idea of ​​what it means to be hard of hearing. The consequences can be:

  • Exhaustion
  • Headache
  • Stress
  • Depression
  • Dizziness
  • Sleep disorders

In order to remedy this, the audiometric data is recorded from the patient and based on this the individual hearing aid is manufactured. Deafness is subject to change. The degree of hearing loss usually increases with age, which in turn makes it necessary to adapt the hearing aid to the new conditions. The ear itself is also subject to anatomical changes over the course of a lifetime due to relaxation of the connective tissue.

Hearing acoustics companies must process documents in all business transactions. The constant further development of business models constantly creates new challenges. What they need is a good document management system.

PaperOffice DMS is the right software because it comes with everything the hearing care industry needs, such as:

  • Storage of documents in all digital formats according to the principles of the GDPR/li>
  • Functions for submitting and resubmitting late documents that require action
  • A self-learning data storage function with tagging and internal search engine
  • Automatic assignment of newly added documents to the correct folder
  • Simple database creation and database connection including individually customizable mask
  • Automated template creation for repetitive processes and operations

Revision-compliant and secure archiving: PaperOffice DMS technically meets the legal requirements of the GoBD, GDPdU and DSGVO

Woman stamps a document
With digital stamps, documents can be supplemented with additional information and even control detailed workflows.

The extensive workflow functions of PaperOffice are very interesting for hearing aid companies. The contents of project meetings are recorded and can be supplemented by the participants at any time, all on the screen and from different locations. Audit-proof archiving is guaranteed at all times, as well as optimization of organizational processes.

PaperOffice supports this with an extensive task and workflow module.

Hearing acoustics companies benefit from digital document management

The document management system allows the separate creation of databases for each individual area and can create links at the same time. Analogue documents, such as submitted invoices, are scanned with PaperOffice DMS and saved both as a photo and as converted text using OCR software. All existing data can be displayed clearly and unambiguously, which is why no files have to be carried along for out-of-house appointments. The AI-controlled database management creates templates from master data or statistically usable lists as required.

At the same time, the necessary data protection is maintained through hierarchical password management and 1024-bit encryption.

Optimize your working time by up to 7.5% compared to paper-based work thanks to the use of PaperOffice DMS.

Save time finding, routing and sharing documents.

With digital stamps, documents can be supplemented with additional information and even control detailed workflows. In turn, the task and workflow function ensures that deadlines are met and completed.

PaperOffice DMS is not only extensive in its functions, but also easy to learn, guided by video tutorials, but also by individual advice and training if desired. All this at a really good price-performance ratio.

FAQs

Finally, we answer a few more frequently asked questions on the subject "Digitization for hearing aid companies":

How can employees access PaperOffice?

Due to the decentralized and modern program architecture, PaperOffice can be used on almost any device - from classic PCs to smartphones / tablets to televisions.

What happens to the data if PaperOffice doesn't exist?

Won't happen, but to reassure you: You can export your data ANYTIME, because PaperOffice is based on an open database structure, you can access your data at any time.

Topic data protection: Where are all documents stored?

PaperOffice will store all documents in-house with high-level encryption, making it immune to data theft, for example, and exceeding all GDPR and GOBD requirements.
Avoid mistakes: NEVER save the data in a third-party cloud!

Can PaperOffice be adapted exactly to specifications?

Yes, PaperOffice can be 100% adapted to the intended use to ensure seamless integration into existing processes and systems. Even the program interface can be fully designed and freely adapted.

Conclusion

PaperOffice DMS supports hearing aid companies and offers appropriate interfaces to other software, API connections and can be expanded at any time according to your wishes. The software is easy to learn and can be easily integrated into everyday practice without causing absences for training purposes.

PaperOffice DMS recommends using a NAS (network-supported data storage) with a backup function so that important data is neither lost nor spied on in third-party clouds.

Ultimately, PaperOffice DMS impresses with a very good price-performance ratio and immense know-how through over 20 years of practical experience.

Thats what our customers say

Case study

Automated processing of invoices

15 reasons why you should use document management with your scanner

Digital invoice processing
in combination with the document management system (DMS)
contributes significantly to the efficiency and success of your company and towards a paperless office. The need for digital invoice processing is now an important aspect for everyone.