MAVIS Automatic Approval Process

This article was developed to describe the new MAVIS (Machine Assisted Verification & Identification System) barcode-based functionality. 

The article is organized into the following topics:

• Summary
• Goals
• Process Launch
• Needs Manual Review
• Needs Automated Review
• Confirmation of Approval
• Workflow

Summary

Forth incorporated this new functionality to automatically review more than 70% of its new contracts - to authenticate the documents. From this 70%, a random 30% of these documents with barcodes are pushed to human reviewers for compliance auditing purposes.

This new feature allows the consumer to generate, scan, and read barcodes containing consumer information on the ForthPay Authorization document. This automates the document validation process and improves and brings efficiencies to the enrollment process.

Goals

• To automate the document review process, specifically the custodial account authorization.

• To increase the volume of consumer enrollments Forth can take on.

• Increase enrollments without necessarily increasing operating costs such as hiring staff.

Process Launch

To begin, the DSRP Agent selects a Document Package for signature containing the ForthPay Authorization document. If there is a need identified to validate the ForthPay Authorization Doc, the system then takes a snapshot of the client's data points. This snapshot is then stored in the database with the Generation ID and the Document/Package ID

MAVIS then creates a PDF 417-based barcode, encoded with the Client's data. MAVIS then places the generated barcode in the footer of each page of the generated document.

Once the barcode is installed on every page, the document package is sent to ClixSign so the client can sign off. Once signed, the DSRP uploads the document to Forth. At this stage, MAVIS segregates the incoming ForthPay Auth Docs into two categories: Manual Review and Automated Review.

NOTE: MAVIS shall automatically send and flag 30% of the ForthPay Auth doc coming into the system for Manual Review. These flagged documents will be assigned the status of “NEEDS MANUAL REVIEW".

Needs Manual Review

For documents requiring Manual Review, all client data points are validated and compared with the record on file. 

• If the information matches, human authorization occurs and the process ends.
• If the information does not match, the authorization is rendered invalid.

Needs Automated Review

For documents eligible for Automated Review, begin by confirming that the required Barcode exists on each page of the Document Package. If it does not, it is sent for manual review. If it does, MAVIS flags it for automation and scans and parses the barcode. Next, MAVIS retrieves the database record and compares it against the barcode information and the ClixSign status and date. If the information does not match, it is sent back for manual review. If the information does match, MAVIS marks it as automated approval, which ends this process.

NOTE: MAVIS automatically sends 5% of automated documents for a manual compliance check.

Confirmation of Approval

MAVIS creates three (3) new statuses on the PAY Tab (within the PRO account) for automation approval, manual review, and any validation failure. 

Go to the Client Dashboard, and after clicking the History subtab, you should see the following image if everything worked correctly:

When there’s a decline or mismatch by MAVIS it would be flagged as such and the following statuses will display on the history log of the client’s dashboard as "Automatically Declined by MAVIS" and "Needs Manual Review" (see sample image below).

A sample of a new automatically approved document, with the new barcode feature applied, is shown below.

Workflow

Below is a process map showing the steps described in this article.

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