Monday, 18 July 2016

Clelland and Boyd clearly seeing the savings.


Clelland and Boyd Opticians are seeing clear savings since switching to a hybrid print and mail solution one year ago.  The optician is a family-run firm, with three busy branches located in Blairgowrie, Broughty Ferry and Carnoustie.  In fact, they are one of the longest serving opticians in the regions of Angus and Perthshire.  With over 12,000 active patients, they have excellent customer service standards and patient retention rates, and are now reaping the benefits of outsourcing their patient communication to the Docmail system.

Docmail is a hybrid print and mail solution that allows companies, such as Clelland and Boyd to send out letters and documents in the post, with just a few clicks, and without the need for printing, envelopes or stamps. After creating the document you want to send, users can simply select their mailing list, and submit it to Docmail, for less than the cost of a second class stamp.

Clelland and Boyd had not previously used a hybrid mail system, so all of its weekly patient communication, such as, reminders for eye tests, special promotions and appointment confirmations, had to be printed and posted manually.  Karen Forbes recalls that this used to take the best part of a day, each week to complete.  She comments:

“Before using Docmail, sending out patient letters used to be a much longer process.  We had to pull the list of patients that we wished to mail, then merge those with a standard letter template and then print on headed paper, before signing and folding every letter and stuffing them into envelopes, and finally putting on stamps and taking them to the post box.  As a result, we went through a lot of headed paper, printer ink, envelopes and stamps!  It was a much bigger job in the past and time intensive, with over 100 letters printing off in succession – I couldn’t focus on other jobs whilst I was doing that.”

Now, after a year, Karen has much more time on her hands to focus on other tasks, and doesn’t have to think about this task every week.  She says: “Now, it’s a much quicker, easier and smooth running process and very easy to manage.  Our Docmail card provides a much more eye catching and modern way of communicating with the patients. 

“We believe our postcard stands out when it comes through our patient’s letterbox and it can then be easily popped onto the fridge or a notice board as a reminder, whereas often a letter can be easily dismissed or thrown away.  We have seen much better responses to these cards than ever before, so it’s great for our business too.”

With Docmail, Clelland and Boyd have the freedom to choose the template they use, and can customise each mailing with logos and branch addresses to suit.  They simply select the relevant database of patients and submit it via the Docmail portal.  The addresses are then checked again by Docmail and the mailing is printed and sent out via the post within a couple of days.

Karen has seen a dramatic difference to her stationery costs since using Docmail:

“We no longer have any ink, paper or envelope costs at all.  The only thing we pay for is postage, and even that is pay-as-you go, so there are no upfront costs or subscription fees to use the Docmail service. We have also saved on the cost of buying second class stamps. For us it's a massive saving, both financially and time- wise, money and time that can be redirected into other aspects of the business.

Karen continues:

“If other practices are using a more old fashioned method then I would recommend switching to a hybrid solution, like Docmail.  It's so easy to use and getting set up was straight forward.   You still have complete control over what you're sending, how it looks, who you are sending it to, but without all the extra cost and hassle. It’s reliable and very cost-effective as well as efficient, and we have nothing but good things to say about it!  In fact, I can't believe we used to use any other method – the Docmail way is just so much easier and far cheaper!” 

Brian Graham, of CFH Scotland, is pleased that Clelland and Boyd have seen the Docmail difference:

“We are delighted to hear that Karen and the team at Clelland and Boyd are benefiting from switching to Docmail.  For these types of regular mass mailings, Docmail is a perfect solution and a much more cost-effective and efficient alternative to printing and stuffing envelopes and paying for postage. Our service is used and trusted by over 18,000 small businesses across the UK and as more finances and budgets come under pressure in the current climate, spending less on these types of administrative, time-intensive tasks is just good business sense.”

NEWS RELEASE: 13th February 2014

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