Revising the intake form and renaming documents eliminated duplicate work, simplified information access and streamlined document retrieval across the agency.
“Most of our clients are in more than one program, so when we revised our intake form, we eliminated a lot of unnecessary paperwork. Our updated form only has to be filled out once, regardless of the number of programs they join,” said Thomas, “And with more than 700 clients in multiple programs, this reduction in the amount of paperwork is a good thing.”
Document retrieval time has been drastically reduced now that files no longer need to be physically reviewed and checked in and out of a file room. When using paper, the agency had a lot of procedures and policies in place aimed at keeping track of information. Today, digital access and security have replaced those processes. Likewise, gaining the ability to electronically search a large case file has had a significant impact on the usability of existing information. These factors combined enhanced employee productivity.
Additionally, employee stress levels have decreased as the burden of working with time-intensive paper processes has been lifted allowing employees to have more bandwidth to dedicate to quality interactions with their clients. This new flexibility has improved their work-life balance and overall job satisfaction.
“I had a case worker take her client to a community college to enroll in school. The client felt very out of his element, so his caseworker took the time to sit with him throughout the entire financial aid process. DocuWare Cloud has lifted a burden for my caseworkers. They always made time for their clients but now they have the flexibility to really make a difference” said Thomas.