The sharing of information has reached a break-neck pace. There are no constants in how we collect and share information. Every day, new ways to manage information are developed, found and employed by agencies. The more sophisticated ones have embraced the latest technologies to make their agency better. Yet, many agencies cling to a traditional model of case management, using paper as their foundation for collecting data, observing trends and assessing outcomes.
To them it’s “comfortable”. In some cases – they believe it’s actually “safer." What do you think?
Based on factual information – just some observations we’ve been able to make of those that have gone from a paper-based system over to a web-based platform to manage their cases - here’s what we’ve been able to determine:
- Agencies have been able to save on hundreds of reams of paper (and let’s mention a bunch of trees along the way)
- Case worker focus is up dramatically (dashboards with the real-time information, alerts and triggers are ‘front-line’ as soon as they login)
- No one “loses” case files anymore (The fact that Bob left a file on Julie’s desk and now can’t find it – doesn’t happen anymore)
- People seem happier
If the list ended there it would be pretty cool, don’t you think? Those are pretty good benefits. You may be happy to know that there are dozens of benefits that occur when you embrace the right technology – especially a robust client case management system.
Rather than list them all out here – I’d like to highlight my three biggest reasons (just my opinion) why agencies should invest in web-based case management solutions.
1) Intake Simplified: Organized information collected, delivered and measured in a clear and accurate way
First, let’s look at the traditional, paper system. The intake person sits down with the client and someone has to fill out a bunch of forms. How many forms get filled out at intake? How many times does the case worker or client need to write down their name on different forms? Then the intake person collects all of the forms into a folder and someone makes a decision as to whether you can provide the right services to the client. What does this decision process look like? It’s different for every agency based on the rules you’ve established. How does the file get shared for someone or a team to make the right decision?
A web-based system simplifies all of this. Information is typed just once and pulled through to different areas and different forms, automatically. Files can be shared quickly through a routing workflow to those that need to make decisions on cases. Processes that took hours and possibly days are now done in minutes.
2) Your Data is Protected
With all of the media information about breaches and data hacks… just remember – having your data in a protected server environment is way better than managing files at your location in a locked cabinet. One major incident like a break in or fire can wipe out your entire client system in one fell swoop. Trust is also important. One unscrupulous person who is out to sabotage things can do heavy damage if they have access to files and folders. For those that manage their own I.T. infrastructure – there are security setup and networking issues that need to be overcome, as well as the cost to manage the hardware and I.T. personnel.
With a web-based system – you have internal security groups and parameters that are built-in, that prevent illegal file access. If Jim doesn’t have access to a client – he won’t be able to ever see it. When Supervisor Jane sets up the security groups at her agency… security can be as simple as ‘role based’ and access can be granted easily, accordingly.
With paper – there are no “backups”. With a web-based system – data can be backed up every hour at a remote location different than your production database. This means that if a catastrophe occurs – you keep running.
3) Better Results Through Better Outcomes
I’m not saying you can’t achieve great outcomes on a paper-based system. In fact – prior to the technology revolution and computers – paper was all there was. Some of our country’s greatest work on behalf of vulnerable children and families was completed by agencies who knew how to get it done.
But, with a good system you have two major benefits (that cannot be denied) that transform how you work–
- Correlated, accurate information with solid reporting and metrics
- Programmable, automated workflow that is specific to your business rules.
Good, accurate information at your fingertips allows people to make good decisions. Automated workflow – removes tedious tasks and moves caseworkers in the direction they need to go in on a daily basis. You either follow it or get left behind. Simply put – HOW you work can change what you FOCUS on.
Let’s just take “productivity” as one example. The productivity of your caseworkers and their ability to manage their cases faster, review treatment and care plans faster and correlate case notes easier, transforms client outcomes. When case workers can save time just by eliminating paperwork… they’re able to spend more “quality” time with the most vulnerable of cases assigned to them.
A web-based, case management system offers superior outcomes for everyone – you, your caseworkers, your clients, your agency, funding source and board. And even after the case for a web-based platform is made – we realize there are some that may still have questions. “How will I know this is right for me?” “Where do I start?”
Great questions! When those questions are asked of us – we usually answer the same way… start slow. Think and plan a little. You can start by asking yourself these 5 questions:
- Do you have a clear vision of management’s objectives with a software solution?
- Are your case management processes well-defined?
- Do you have someone you can deem the Super User who can learn the system, embrace it and help other users manage change?
- Have you thought through a training plan so that you can ensure a higher adoption rate at the time of your launch?
- If you have a complex set of processes – can you break down this project by phase so that you keep moving forward while your system is being implemented?
You may also want to grab a copy of our free ebook – The Unofficial Guide to Electronic Case Management. It’s a 20 page guide that will help you answer your questions and more. Grab a copy. It’s free and should get the juices flowing as to the possibilities and opportunities that await you.
Of course – if you’re ahead of the game and just want to see what FAMCare can do for you – reach out to us to schedule a FAMCare V.I.P. demonstration where you can ask as many questions as you like and visualize if FAMCare is right for you.
