HOVIP - Heads of the Valleys Innovation Programme

Heads of the Valleys Innovation Programme

delivered by business people for business people


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Alexandra Smith, Alexandra Smith Therapies

Scan and Collate: Exceptional Results Through Targeted Tele-Sales

Scan and Collate expanding and growing

Faced with the challenge of introducing their services to Medical GPs across England and Wales, Scan and Collate received support from HOVIP to set up and train a telesales team. This resulted in the team consistently exceeding their targets in appointment making. In addition, the company has a structured programme to manage telesales activity in the future.


With over 40 years combined experience in medical record and document management, Scan and Collate was established in September 2007 to provide secure information solutions to organisations that need to send large volumes of records to third parties securely and efficiently. Headquartered in Ebbw Vale, the company specialises in working with Medical GPs and hospitals, and has ambitious growth plans to extend the service to provide advice and solutions to any data and document management issues.

The Challenge:

In April 2009, with a primary target market of Medical GPs in Wales and England, the challenge for Scan and Collate was to introduce the service to as many practices as possible across the UK and to set up appointments for the field sales team to visit those practices.

How HOVIP helped:

HOVIP provided support to design and deliver tailored sales training for staff at Scan and Collate. The sales training focused primarily on telesales and included assistance to get the telesales team up and running.

Following initial training sessions in telesales and telephone skills, the HOVIP project manager helped Scan and Collate staff to develop a framework for sales calls, as well as support with monitoring and record keeping.

The project manager also worked with the directors to put in place a structured programme which they could manage within the company. This made sure the benefits of the project were sustainable once HOVIP support ended.

In addition, the HOVIP project manager introduced the company to the Workforce Development Programme for support to develop short, medium and long term training needs, particularly in the short term requirement for training to support the introduction of a new CRM (Customer Relationship Management) system.

Over 2010, the business has grown and developed but this has not been without difficulties. Swine Flu had a negative effect during 2009 and the business is still recovering. Scan and Collate are now also targeting hospitals and have several on board. This will expand their business considerably. They now have a total of eleven staff including 5 full time scanners and expect to have grown to 14 staff by Easter 2011.

Key Benefits:

  • The project was extremely well received by Scan and Collate and resulted in a motivated and skilled sales team who were consistently achieving their targets.
  • The company also has in place a structured programme to manage and monitor telesales activity.
  • Scan and Collate's Andrew Clarke summarised their satisfaction with the project, "The support from HOVIP surpassed all expectations on quality of training, support and efficiency. I would endorse and recommend HOVIP to other businesses and organisations."
  • Scan and Collate moved from Newport to Ebbw Vale with the help of a Welsh Assembly Government grant. HOVIP additionally introduced the business to Blaenau Gwent County Borough Council who duly assisted with recruiting the telesales team and introducing Scan and Collate to a local business to act as a 'buddy'.

To find out more about Scan and Collate, visit www.scanandcollate.co.uk.

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Heads of the Valleys Innovation Programme (HOVIP) aims to increase the capacity for innovation in businesses in the region. Phase 1 was KEF ESF Funded and hosted by Merthyr Tydfil College. HOVIP2 and HOVIP3 is supported by the Welsh Assembly Government HoV Regeneration initiative with the 5 HoV local authorities and is hosted by Merthyr Tydfil County Borough Council.

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