Insurance Outsourcing FAQ

Commonly Asked Questions About Outsourcing Print and Mail for Insurance Companies.

What are the benefits of outsourcing print and mail services for insurance companies?

Outsourcing print and mail services provides insurance companies with a number of benefits, including increased efficiency and accuracy, increased engagement and retention with visually-appealing documents, and the ability to focus on core business functions – while reducing the risks and costs of insurance document processing with 100% compliant solutions. Your insurance companies can also benefit from access to the latest print and mail technology and the expertise of experienced mailing services providers like FSSI (with 40+ years of industry experience and long-standing vendor relationships).

  • Eliminate stress and costs associated with producing documents in house
  • Streamline efforts and maximize operational efficiency
  • Maximize the value of your documents with strategic composition that facilitates readability and effectiveness
  • Benefit from the industry’s best design techniques for layout, branding, messaging and marketing
  • Experience full transparency with in-depth workflow tracking and real-time reporting
  • Reduce risk, avoid penalties and increase production efficiency with compliant print, mail and electronic services that are accurate and delivered on time
    How can outsourcing print and mail services help insurance companies streamline their operations?

    It’s all about streamlining efforts and maximizing efficiency. Outsourcing print and mail services can help insurance companies streamline their operations by taking over the time-consuming and complex tasks involved in producing and mailing crucial insurance documents. This can free up your staff time to focus on other, more critical tasks, and improve overall workflow efficiency.

    The reallocation of resources helps employees focus on more core competencies, such as customer acquisition and retention – increasing revenue and benefitting your bottom line – while you have the peace of mind that your documents are produced accurately, delivered on time and tracked with proven, audit-ready processes.  

    What types of insurance-related documents can be outsourced for print and mail services?

    Insurance companies often outsource a variety of types of insurance documents in order to streamline their operations, reduce administrative costs, and improve the speed and accuracy of their communications with policyholders.

    Some of the most common types of insurance documents that are outsourced include:

    • Monthly policy billing statements
    • Insurance claim forms,
    • Policy cancellation notices
    • Renewal declaration and ID cards
    • Policy reinstatement noticesExplanation of Benefit (EOB) statements
    • Marketing messaging or inserts
    • eDocuments and eNotifications

    Customer correspondence – such as letters, statements, and other communications – is the most important aspect of an insurance company’s operations. Outsourcing providers, such as FSSI, can print and mail these documents (and deliver them electronically), which can help your insurance company improve the speed and accuracy of your customer communications and reduce administrative costs – while helping you stay 100% compliant.

    How do you ensure the confidentiality and security of sensitive insurance information during the print and mail process?

    Confidentiality and security are a top priority when it comes to handling sensitive insurance information. Insurance companies look to outsourcing partners like FSSI, because we have robust security protocols in place, including secure data storage, encrypted communications, and strict access controls. Your insurance company should also verify that the outsourcing partner is fully compliant with industry regulations regarding the handling of sensitive information.

    At FSSI, secure data handling and privacy, building security and business continuity are at the core of our business operations – from secure data transmission protocols and archival to key cards, security cameras and restricted access as well as in-depth employee security training and practices.

    How can insurance companies monitor and track their print and mail projects while outsourcing?

    Insurance companies can monitor and track their print and mail projects while outsourcing by establishing clear communication and reporting protocols with their outsourcing partner. This may include regular status updates, performance metrics such as SLAs, and 24/7 access to workflow tracking.

    Additionally, insurance companies can perform regular audits and assessments of the outsourcing relationship to ensure that their print and mail operations are being handled effectively and efficiently. It’s important for insurance companies to have a clear understanding of the outsourcing process and be able to monitor progress in real-time to ensure that their print and mail projects are on track and meeting their expectations.

    FSSI provides an inside look in the entire document workflow process with the highest level of job-monitoring, web-based tracking and reporting capabilities in one convenient and intuitive portal. Your insurance company will have complete transparency across all stages of production, with immediate access to real-time data and in-depth reporting. Plus, you have a dedicated Client Services Account Representative (AR) as your main of contact, so you’ll have regular updates and communication every step of the way.

    How can the quality of print and mail services be ensured when outsourcing?

    Ensuring the quality of print and mail services when outsourcing requires due diligence and proper communication with the service provider.

    Here are a few steps to consider when outsourcing:

    1. When outsourcing print and mail services, it is important to ensure the quality of the services being provided. This can be achieved by thoroughly researching and selecting a reliable and reputable provider. You can also clarify the specific project requirements and expectations for the project and communicate them effectively to the provider.
    2. It may also be helpful to review samples of their previous work and check for references or customer reviews. During the project, it’s important to maintain open communication with the provider and to provide regular feedback to ensure the work is being done according to your standards.
    3. Additionally, having a clear understanding of the provider’s processes, such as their quality control measures, can give you peace of mind that the final product will meet your expectations.
    4. Overall, taking the time to evaluate and manage the quality of print and mail services when outsourcing will ensure a successful outcome.

    Bottomline: Communication is key when working with a print and mail outsourcing provider. When you partner with FSSI, you work with a dedicated team, consisting of a Client Services Account Representative (AR), who is your main point of contact for all day-to-day activities, IT Project Coordinators, Developers, Production Managers and more, supporting your success from onboarding and conversion to production and delivery.

    How does outsourcing print and mail services impact lead times and delivery?

    Outsourcing print and mail services can positively impact lead times and delivery in several ways. Outsourcing to a specialized provider can help to streamline the printing and mailing process, reduce errors, and improve efficiency, which can lead to faster lead times and more accurate deliveries. Additionally, outsourcing providers often have access to the latest technologies and equipment, which can speed up the production process and reduce the time required for printing and mailing.

    Efficiency is key. When you step into FSSI’s facility, you’ll find a strategically-designed production environment, with the set-up, processes and procedures to facilitate quick and accurate job completion. From cutting-edge digital inkjet printers to streamlined inserting and finishing capabilities, the production pieces are aligned for the on-time processing and delivery of your critical documents.

    Can FSSI handle variable data printing and personalized marketing campaigns?

    Yes, FSSI has the capabilities to handle high-volume variable data printing and personalized marketing campaigns. Variable data printing involves printing customized content, graphics and imagery on each piece of mail based on the recipient’s information, such as name, address or other demographic data as well as purchase history, personal events, appointment reminders, etc. Personalized marketing campaigns use this same concept to target specific customers with relevant, personalized marketing messages and offers.

    These techniques can significantly improve the effectiveness of a marketing campaign and increase response rates. If you’re looking to outsource print and mail services, learn how FSSI’s marketing personalization can help you elevate your communication efforts – with a data-driven strategy that speaks to your customers on a one-to-one basis.

    Need savvy direct mail services? Splash, FSSI’s Direct Mail and Marketing Services Division, serves as an extension of our own marketing efforts and opens the door to cutting-edge direct response and marketing capabilities. You’ll find all-inclusive services that include data analysis, list processing, creative design, personalized messaging and in-depth measurement – in addition to advanced marketing technologies and strategies.

    What is the onboarding process like for insurance companies looking to outsource print and mail?

    The onboarding process for insurance companies looking to outsource print and mail starts with an initial consultation to discuss the insurance company’s unique needs and requirements – and how they can seamlessly be incorporated into the outsourcer’s processes during the conversion process.

    At FSSI, there is a dedicated team that assists with the onboarding process, following specific steps that cover data receipt to production – with 100% communication and support every step of the way.

    • Receive test data
    • Conduct data mapping
    • Create sample output
    • Define technical, development, electronic, printing and mailing needs
    • Determine turnaround time
    • Create a formal conversion plan, with specific milestones and deliverables
    • Create application codes
    • Set up portal accounts for any applicable FSSI solutions
    • Define all application requirements
    • Perform parallel testing

    The exact process may vary depending on the size and complexity of your insurance company’s print, mail and electronic needs, but a well-planned and executed onboarding process can minimize disruptions and ensure a successful transition to the outsourcing solution.

    New to print and mail outsourcing or need a better outsourcing solution? FSSI brings 40+ years of document outsourcing experience, combining best-in-class technology with 100% customized print and mail services – including long-standing expertise in the insurance industry.  Call 714-436-3300 for a no-obligation consultation, or contact an insurance specialist today. We can even provide a customized demo that shows FSSI’s proprietary solutions in action and the benefits for your policyholder communications.