Catholic United Financial is harnessing the power of HotDocs document automation technology to efficiently provide life insurance, retirement and savings plans to more than 72,000 of its client members.
HotDocs technology has allowed Catholic United to convert its policy forms to dynamic HotDocs templates and transform a costly, time-consuming, and paper intensive document production process to an almost paperless solution. Finalized policy documents are now easily accessible by staff and customers via real-time, web-based portals.
Prior to implementing HotDocs, Catholic United produced all of its annuity and life insurance policy documents using mainframe technology and manual processes. Though the system was robust, it was very paper intensive, challenging to maintain, and costly.
In an effort to provide better service to its members while also improving internal processes, Catholic United turned to HotDocs to facilitate a comprehensive overhaul of the organization’s document production process.
Catholic United had three key requirements to make this transformation a success. First, was to create a solution that would provide simple and convenient delivery of electronic annuity and life insurance policy documentation to home office staff, the sales force, and its members. Second, was to place the creation, management, and control of the document templates into the hands of the business in order to make the policy generation process easier to manage. Third, was to electronically integrate the HotDocs policy forms with FAST, a cloud-based Policy Administration System SaaS platform and with OnBase, a document imaging system that stores and indexes all of the finalized documents in PDF format.
Now that all the requirements have been met and the system is fully operational, every department throughout Catholic United has benefited. The IT department has eliminated its document production workload. Employees now have quick and easy access to electronic documents in real time through a FAST web-based portal. Document templates are easily managed through a simple, user-friendly system. And the sales, member service, underwriting and new business support teams, can now easily review member correspondence in real time through a paperless process.
Implementing HotDocs has provided the additional benefit of generating standardized documents with an updated look and feel. Completed documents are now accessible to client members through a secure online member portal on the Catholic United website, where members can easily sign in to view all of their policy documents in real-time and conveniently download or print at home.
Speaking about the success of the HotDocs implementation, Steve Miller, the Program Manager of the HotDocs and FAST project, said: “We have completely transformed the way we create our policy documentation. Our process is much more efficient, saving us hundreds of work hours each month all while increasing the quality of our documents. Our customers directly benefit from these changes and love the improved level of service provided to them through our new online member portal.”
Prior to HotDocs, it would take about 35 minutes to generate a typical policy. After the system overhaul, these documents can now be produced in 3 minutes.
Gary Eunson, Commercial Director at HotDocs, stated, “Although Catholic United’s 90% reduction in complex document production time looks almost too good to be true – it is completely representative of the success other HotDocs customers have experienced with regards to time savings and accuracy improvements.”
To view the full case study, please visit the HotDocs website.