Managed Services Provided by HBS

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Take Charge of Workflow: HBS Managed Document Services

Ever feel like you’re drowning in a sea of papers? How companies and organizations handle information and data is one of the most important aspects of running a successful office. Good data management allows for easily locating and using

information to facilitate workflow. For many offices, this is a major challenge.

Hungate Business Services (HBS) provides managed document services for anyone seeking to optimize their data storage and handling. A managed document system simplifies office operations by combining and sorting documents and electronic files into one convenient, accessible location. This applies to paper files, electronic documents, email correspondence and audio and video files. No longer will you have to spend time searching through online folders or shuffling through yards of physical files. Your information can be available to you within seconds at the click of your mouse.

HBS delivers customized data management solutions through partnerships with qualified vendors – such as Square 9 Softworks and Xerox – to provide innovative software for performing document capture, content management, variable data printing and web forms management.

Benefits of Managed Document Services

  • Facilitates “going paperless”
  • Saves time, money and resources (reduces printing, administrative costs, etc.)
  • Can be customized to meet needs
  • Improves security
  • Eliminates storing of physical files
  • Decreases your carbon footprint


How Our Document Management Works

Rather than moving paper files around your office, our software creates a workflow to manage the processing. The system uses indexes so search and retrieval of documents is more flexible and to ensure multiple ways of locating documents. Customized features can also be integrated, such as reminders for executing specific tasks with automatic notifications sent to key users once tasks are completed.

Scanning and Archiving Options

HBS can receive your documents just as they are and prepare them for scanning. We’ll scan, refine and index them, which results in easily searchable data. Based on your needs, we can customize a solution for accessing your archives either on-site or remotely. Once scanning is completed, your documents can be securely shredded or returned to you. We can also provide continued, on-site scanning for your organization if needed.

Whether your company is small or large, we provide effective solutions for managing your workflow quickly, efficiently and affordably.

Need document management? Contact Hungate Business Services at (800) 827-5424 or (276) 783-5442. We serve Southwest Virginia, East Tennessee and Southern West Virginia.

Xerox Solution Helps Doctor’s Office Stay Error Proof

Posted on April 15, 2010

Family Physicians of Marion, a local health care provider in Marion, Virginia, had trouble keeping up with the constant influx of patient records. Data was being keyed in their electronic medical records system, but due to human error, sometimes the scope of work performed wasn’t always entered correctly. As a counter measure, boxes of documents remained as the proof of the exact work that was being done when clients visited the office. This data had to be kept to answer questions from patients as well as insurance companies. Inefficient, manual retrieval of these documents was also common and took considerable time away from employee activities. Some records were even kept at an off-site location.

Dr. Robert Clampitt, head physician at Family Physicians, investigated possible solutions with help from Hungate Business Services. After a comprehensive study, a Xerox WorkCentre Pro 238 was recommended in conjunction with ScanFlowStore document management software.  The solution was designed to be simple for users and enabled quick retrieval of documents when needed.

With the new Xerox document management architecture in place, a “superbill” is created and printed. This document is marked appropriately by the nurses and doctors for the services performed. At checkout, the superbill is scanned into their server database using the Xerox WorkCentre Pro 238. ScanFlowStore quietly works in the background without additional user intervention.  Paper files are then converted to electronic PDF’s, date stamped and automatically filed under a predetermined folder on their server.

Our workflow was overhauled overnight, but the results have been well received,” noted a Family Physicians spokesperson. “Documents are now at the fingertips of office staff simply by doing a desktop search or quickly browsing the appropriate folder.  Finding documents in the ‘Banker Box Abyss’ is a thing of the past. Patient records can be called up quickly and easily without sacrificing office staff time. ScanFlowStore, Xerox and Hungate Business Services have been a tremendous value for our practice.”