Electronic processes for pensions providing efficiency and traceability

Leeds Teaching Hospital NHS Trust, North East and Yorkshire, Acute

The problem

The pensions team needs to work more efficiently and electronically because otherwise important information is not accessible to the whole team

The challenge

How might we save on the time involved in sending paper AW8 pension application forms so that members receive them much quicker and more securely?

How might we implement a system to record and save opting out and refund forms so that we have full traceability and can report on the number received in the department?

The outputs 

  • All forms traceable
  • No lost information
  • Happier employees as forms received quicker
  • Information immediately to hand when we receive telephone enquiries from employees

The outcomes

  • Members receive information quicker
  • Members data is more secure
  • Pension application can be processed quicker
  • The team can trace all forms received and sent quickly and efficiently
  • If any forms are missing the team has fully traceability
  • The cost of sending the AW8 applications by email has greatly reduced the costs to the trust in both paper and postage
  • The number of opt outs can be reported on quickly as the information is readily available

The Innovation

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What the peer-reviewers said

“Improved speed and turnaround and improved ability for staff to work remotely.”

“It has addressed a problem with an efficient seamless process that adds value for both the pension team processing, but also the end user employee.”

“All organisations will have a pensions process so this could be rolled out to all organisations ”

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