3 Key Points:
- With a general inbox, there is enhanced visibility for your team as everyone can see emails as they come in.
- A general inbox simplifies staff transitions for your team and limits HIPAA security risks.
- Reporting is simplified with a general inbox as new reports can be easily found and centralizing information makes it easier to find.
What is a General (AKA Shared) Inbox?
We know that keeping track of emails can be a daunting task. Often emails that go to individual inboxes can be disjointed if others need to jump in to help or a message needs to be shared with many different team members. A general inbox offers one address that multiple team members have access to. When an email is sent, it can be seen and responded to by anyone who has access to this inbox. In addition, any reports sent in this format can be worked by multiple individuals at once.
Enhanced Visibility
If using an individual box, it can be easy for information to get lost in the shuffle. The emails that would have previously been sent to an individual account now will go to everyone with access to the shared inbox. A general inbox makes it easier to determine if there is a major discrepancy or a missing report. With only an individual inbox, staff members need to search individual inboxes for a single document, thus taking extra time and slowing down other work. General inboxes also eliminate the need for coverage if a staff member is out-of-office or on an extended leave.
Simplified Staff Transition
When staff transition to and from your team, changing which accounts emails flow to can be a process that takes time away from other tasks. By using a general inbox, it allows you to quickly add and remove staff from the distribution lists. It also inherently limits HIPAA security risks when someone has transitioned out of your group or is no longer with the organization.
Reporting Simplification
Americollect offers a wide range of reports. However, when the information is not shared with all relevant contributors, it can be hard to get a good idea of everything that is happening in the big picture. Using a general account to receive your Americollect reports makes it a one-stop shop for all needed information. It makes it easy to search and archive all relevant communication. It also makes for a quicker turnaround time for reports and shortens the time frames needed for other requests.
Conclusion
Utilizing a general inbox for your office holds several advantages over individual inboxes. This option affords your staff enhanced visibility to all incoming emails, simplifies staff transition and ensures easier reporting when you need it. Clients that currently have a general inbox are finding how much simpler their operations are. If your facility would like to transition to a single inbox, speak to your Americollect client specialist today!
Ridiculously Nice Legal Disclaimer
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