The future of permit and license applications is here
By Todd Bergeson, Sr. Global Marketing Manager, Public Sector, Microsoft on March 15, 2018
Filed under Microsoft in Government
Everybody has their differences, but one thing that most people agree on is their general dislike for interacting with regulatory agencies. Long wait times, confusingly endless forms, and standing in the wrong line plague people’s perceptions of licensing and permitting. But if it’s frustrating for those on the outside, it must be equally difficult to for those on the inside – the employees who actually have to manage and process this constant flow of applications; all while keeping track of constantly changing regulations.
Many regulatory organizations still have applicants fill out and submit paper forms at a general collection point, which are then manually sorted and distributed to the appropriate department. With all the licenses and permits that now govern society, how is it that the technology supporting this entire industry has not evolved with the times?
With the advancements in cloud technology, internet security and the movement of digital transformation, it is now possible to digitize the entire license and permitting process. This shift makes licensees happier while also enabling regulatory agencies to work more efficiently through automation. Let’s take a look at how cloud technology transformed the license application process.
Meet Sam. He’s a chiropractor fresh from his exams and looking to open up his own practice. Instead of heading to his nearest licensing office, he picks up his phone and navigates to the regulatory board’s website, clicking through the easy-to-use portal. First, he creates a profile, recording basic information like his name, age, and address. Sam starts filling out the license application while sitting on his couch, uploading the required forms – school degrees, test scores, background check, and personal references.
He taps submit on the application and gets a notification that he forgot to upload proof of malpractice insurance. Sam walks over to his computer where he has a stored scanned copy, logs in, and immediately finds his almost-completed application. After uploading the insurance form, he enters payment details and hits “apply”. Immediately, he gets an email notification on his phone saying that his application is under review along with a tracking link for him to stay informed during the process.
Approval to Register
Once submitted, the license application is automatically routed to the regulatory agent in charge of approvals. The agent opens the application, sees that all the right forms are immediately available and grins as she remembers the pain of managing physical scans or searching for the inevitably misfiled or forgotten form.
Because all the information is at her fingertips, she quickly reviews Sam’s application, confirms all the relevant information has been included, and marks the application as approved to be registered. The agent then returns to the cloud-based dashboard to finish generating the required reports for her supervisor. With just a few clicks, she has the information that she needs and sends off the report.
And back to Sam, who gets the email notification that his license application to register has been accepted while he’s picking up a coffee. He taps the link provided in the email, and completes the remaining online forms while waiting for his latte. Sam finishes the process by paying the registration fee online by the time he’s back in the office.
The following year, Sam gets an email in his inbox informing him that he needs to renew his license and provide proof that he has maintained compliance by completing the required continuing education hours. Sam remembers how easy it was to apply for the license, and thinks that renewing should be even easier. Using his phone, Sam logs in to the portal to make updates. The system prompts him to verify his personal information, and Sam realizes that he needs to update the address of his office. He then navigates to the Education link, uploads the relevant documentation, and finishes the process by paying online for the membership fees. The automated workflow triggers the same process as before, automatically routing the information to a regulatory agent for approval. Sam again tracks the status of his license renewal through the portal, and when it’s done, he receives notification that the renewal has been approved.
This quick and painless process is now possible through Adoxio’s Regulate 365 solution. Built on secure Microsoft cloud technology, Regulate 365 transforms end-to-end licensing and permitting processes with an online, self-service portal and automated administrative workflows. To learn more about Regulate 365, visit Microsoft AppSource today.