Improving Services Right Now and Down the Road with Document Management for Housing, Health and Human Services
Affordable housing and health and human services agencies are at the forefront of the fight to improve our communities and respond to tough times. Whether it’s housing, food, heat or financial assistance, these agencies make the difference in their constituents’ lives.
So it’s a big problem when paper documents and processes make case management harder and slower for both agencies and constituents. For these agencies, it’s not just a matter of convenience or cost avoidance – it’s the difference between providing basic needs to those who otherwise wouldn’t have them.
No matter which agency you’re in, documents form the core of eligibility and re-certification and are the common layer for most programs. It’s vital that they work as efficiently as possible.
Document management for today and tomorrow
To eliminate the costs associated with paper-based processes and storage and to lay the groundwork for faster, more efficient programs, look to document management. And not just any document management solution – one that gives you an affordable entry point with a foundation to grow your solution sustainably.
With a phased approach, you can evolve your document management solution as you, your staff and your services evolve. Start with document capture at intake and connect those documents to your case management system. Add process automation to speed up eligibility decisions and annual reviews while reclaiming budget resources and staff time – even provide kiosk or mobile and tablet options to staff in the field.
Why OnBase for your human services functions?
- Speed up tasks like client intake, eligibility determination and re-certification
- Secure documents and confidential information
- Connect case management systems and documents for easy retrieval of critical information
- Provide kiosk, mobile or web-based services for clients
- Eliminate the paper and the low value tasks like filing, storing, photocopying and printing
- Meet “new normal” challenges by saving staff time and money as you eliminate paper
Empower staff by connecting data and documents
To do their jobs best, your staff need to find the information they need, when they need it. By integrating OnBase with your case management system to link documents and data, your end users have everything they need to make decisions, help clients and satisfy your compliance requirements.
When the Rhode Island Department of Human Services faced a 40 percent staff reduction and couldn’t keep up with daily filing, the agency integrated OnBase with its court management system. Users found files 60 times faster and cases could be filed sooner.
To make integrations like these financially feasible to implement, maintain and adapt over the years, they must be easy for IT to handle. OnBase has a unique tool for integration that lets agencies realize the advantages of integration without unsustainable custom code costs. It also means that it has the built-in ability for IT to manage or change the integration without services costs that can cripple your agency.
How document management enhances efficiency, transparency and collaboration
One key positive in “The New Normal” is the re-thinking of how government works. With OnBase Government Solutions, you can be a part of the positive transformation of your government enterprise.
Efficiency: When you eliminate low-value tasks like searching through file folders or microfilm, staff can reclaim that time to support better service. In addition, with electronic documents, county and local governments can support self-service options either at the office or online.
Transparency: Support internal and external transparency with process automation that includes detailed audit trails and centralized document access, and eliminates disparate and manual tracking systems designed to track progress
Collaboration: With one place to go for documents and document processes, local and county governments support faster inter-departmental processing, better decision making, and critical information sharing.