It shouldn’t surprise you that our back office support team seldom transcribes incoming messages to paper with ink. Environmental Coalition Incorporated has a fully automated communications system that includes an IP telephone system whereby all incoming calls that might contain either extensive or critical information is recorded on the fly. Inbound telephone inquiries or requests that are abbreviated are simply transcribed by a back office team member as an email transmission that is forwarded to one of our co-founders for processing. Property managers and administrators can send service requests via email to a prescribed address and by asking for a read receipt will be assured that the transmission was not only received but read.
As time progresses, more and more of our clientele are taking advantage of our electronic billing services. The renewal of service agreements, the Notice of Pest Control Treatment, updated certificates of insurance, and new material safety data sheets are a sampling of that which is already being sent as email attachments to property managers and their designee on a daily basis.
Our IPM Practitioners are issued laptop computers with which they prepare any and all service reports. The service reports are electronically transmitted in an Adobe Acrobat format (.pdf) to the office of the property manager or a designee. The transmitted service reports are readily discernible on a computer monitor or as a printed document (the reports look just like those we had used before the advent of paperless forms).
Currently, there are only two documents that are not electronically transmitted because both documents require the discernible signature of the party benefiting from the service offering. These documents are carried back to the offices of Environmental Coalition Incorporated by the IPM practitioners where said documents are archived both electronically and as hard copies.
We are fastidious about record keeping because we know that property managers and administrators will from time to time need specifics that relate to services previously performed. Dependent upon service tenure, up to seven years of history are readily accessible in an electronic format for each and every office building serviced by Environmental Coalition Incorporated. This aspect of our service offering is particularly helpful when an office building changes hands and the records for the property are unavailable.