Unified Messaging Center lets you get voice mail, e-mail and faxes right from your computer

Challenge

Clintrak, a leading provider to the healthcare industry of high-quality labeling solutions for use in clinical trials, is a fast-growing company that places significant emphasis on quick and responsive client communications (Clintrak’s clients include some of the world’s most-respected pharmaceutical companies).

"We needed to upgrade our phone system, and we wanted a better way to handle all the communications we receive each day. Our sales staff does quite a bit of traveling, too, and they can’t function without being in constant contact. We also have remote workers who can’t afford to be out of the loop," said Clintrak President, Brian Jusas.

Another problem, Brian mentioned, was the old phone system always required maintenance. "As a growing company, people are always coming and going here. And this meant continual maintenance on the phone system." Plus, any kind of phone maintenance required someone to go into an equipment room – an expensive and time-consuming process.

Solution

With NacTel’s installation of an upgraded phone system and advanced voice solution for Clintrak, the entire company has now integrated all of its incoming communications. The Unified Messaging Center routes all incoming voice mail, faxes and e-mail through the company’s local area network (LAN) into Microsoft Outlook, their e-mail client. Each person, instead of having to check three separate places, now has immediate desktop access for everything.

Incoming voice mail messages, faxes and e-mail all have their unique identifying icons. After listening to or reading, voice mail and faxes, just like e-mail, can be easily forwarded to others. Faxes can be printed or even stored for later retrieval.

Benefits

Brian says he’s overjoyed with the new system. "I get faxes all day long and love not having to leave my desk. Plus, I don’t have to think about the fax machine jamming, or running out of paper or ink, as it had done frequently before."

The real benefits of unified messaging become apparent when one is traveling. Brian relates, "Before, when I was at a hotel, my routine would be to call for my voice mail messages, then log on to the computer and check my e-mail, and then make arrangements with the hotel to have my faxes delivered. Now, it’s all in one spot. It’s a great time-saver and I never worry about something getting lost, not hearing a message properly, or not having the hotel’s fax number.

"Even when I’m traveling and a client leaves me a message with a concern or a special request," Brian says, "it’s a snap to just forward the message to the right person – and she can hear it exactly as the client spoke it."

Plus, with the upgraded phone system, maintenance, such as adding or changing records and phone numbers, can be easily done right from a desktop computer – no more phone rooms to contend with. "We’re a technology-driven company," Brian says, "so a system like this makes a lot of sense for us."

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