How Sinclair Scott has increased efficiency and customer
service levels using IRIS Practice Management.
Going paperless with IRIS Practice Management has increased our
efficiency overall and we can always
be sure that the filing is completely up to date. It is one of the
best decisions we’ve made. The winning combination of good staff
and IRIS allows us the flexibility to do what we want to do.
Andrew Sinclair, partner at Sinclair Scott
The company
Dedicated to providing a first class service for their clients,
Sinclair Scott is a firm of 4 partners and 13 staff, based in Ayr,
Scotland. The company was created following the merger of
established firms Sinclair Maclean, formed in 2000, and Alfred T
Scott, formed in 1901.
The problem
Initially Sinclair Maclean only used IRIS Accounts and Tax
software as Andrew freely admits “At the time we thought we weren’t
a big enough firm to use IRIS Practice Management. We used a system
of spreadsheets to list the jobs as they came in and this worked
reasonably well.”
However, things changed when Andrew read an article in the IRIS
newsletter in 2005, about a firm that had decided to go paperless.
Andrew explains, “We were of a comparable size to the firm featured
and as we were looking at a possible merger with another firm
(Alfred T Scott), we knew space would become an issue. It seemed
that installing IRIS Practice Management would be a natural
progression.”
The solution
Andrew and his team felt the benefits immediately after
installing IRIS Practice Management, especially in terms of space
gained. Since deciding to become paperless, the firm has halved the
number of files stored. All incoming mail can be securely scanned
into the system, automatically linking all documents and accounts
to their respective clients. Originals are destroyed to ensure the
firm does not accumulate paper.
The process for outgoing mail has also been streamlined by using
IRIS AutoMail to generate correspondence and wherever possible
standard letters are used to save time.
The transition to a paperless environment was embraced
positively by staff having had a day’s training on the system prior
to implementation. Andrew feels strongly that training is
essential
for success. “Although you won’t learn everything during the
training, staff will feel familiar with the package.”
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