OM GHANA DOCUMENT MANAGEMENT SYSTEM

AUG 2020
 Document Management System Brief
Summary Brief

• Old Mutual Ghana requires a digital solution in the management of client’s information and documents. The aim of the solution is
to reduce storage costs, improve turnaround times and operational efficiencies and improve disaster recovery. The process flows
which require digitization are outlined below.

 New business processing and Sales Submission

 Claims processing and payment

• System to allow the movement of completed proposal and mandate forms either directly from the customer or from the sales
teams.
• The document will flow through to the new business team for vetting and capturing, the premium team for billing and then stored
against the customer for ease of reference.
• System should enable claim documents to be conveniently transferred from claim processors through to approvers and then to
Finance for payment.
• All the documents relating to a claim should be saved against the policy of the client for ease of retrieval with innovative options
for document search.
• The system should allow document request from clients and document sharing with customers.
• System should support integration with other systems.ie. Policy system, website. Etc..
• Remote access to system is key and should be able to generate various reports for management use
• Any additional features which will make the client journey/experience and process flow easier are welcome.

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 APPENDICES

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 NEW BUSINESS FLOW
Advisor Scans and submits Proposal & Mandate forms to the New Business Team

Submitted Forms is received by the New Business Team for vetting and quality checks

Rejected forms are returned to the originating sales manager

Accepted forms are forwarded to the data capturer

After Capturing, Data Capturer forwards forms to Premium Admin for billing

Once billing is done, the forms move to a central storage *

• Sales Manager Scans proposal form/ID and other relevant documents

Sales • Sales Manager Submits documents to the New Business Team

• New Business Team Vets forms and approves for capturing

New
Business • Rejected forms are sent back to the Sales Managers

• After Capturing, mandate forms are submitted to the Premium Admin Team for Billing
Premium
Admin • All documents are filled

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 CLAIMS PROCESSING FLOW

Claim forms and supporting documents are scanned by client service consultant and submitted to the claims officer

Rejected forms are returned to the originating consultant

Accepted forms are processed and approved

Once approval is done, the forms are moved to a central storage*

• Client Service Consultant sends through claim documents

Client
Service

• Claims Officer vets and accepts forms for claim payments

• All rejected forms are sent back for review
Claims
Officer • Claim forms/ other documents are stored

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 CLAIMS PAYMENT FLOW

Claims payable list will be scanned and forwarded to the finance team by the claims officer.

The finance team will vet for payment and send back successful payments list to the originating claims officer

•Claims payment list is sent to finance for sign off and payment
Claims
Officer

•Finance accepts and reviews list for payment

•Finance sends through final payment list for update
Finance •List is stored for future reference