CaseWorks Value
ROI for Document Management Systems in Human Services
Is it worth it?
Health and human services programs operate on a budget and it is important that money spent is spent wisely and provides value in return that will benefit caseworkers, social workers, and ultimately the communities that they serve. Document Management Software and Enterprise Content Management technology, like NCT CaseWorks, can be a valuable tool for health and human services programs, but the question remains — is it worth the investment?
Benefits for NCT CaseWorks Customers
We want to demonstrate the value of NCT CaseWorks with a breakdown of the Return on Investment (ROI) for document management software in human services with key metrics and real-world examples of how NCT CaseWorks has helped health and human services organizations improve efficiency and reduce costs.
See all our other CaseWorks editions
“I would recommend NCT to any county looking to gain efficiencies and learn to automate their business processes.”
Merge for Mail
The 8 team members in FSE who are using Merge for Mail feature are saving 128 hours/month by using this feature.
“It really streamlined things for us, the eligibility workers use this feature and then our case aides check the outgoing mail DocBox. When everyone was sent home during the pandemic, before mail/merge we had printing buddies. The people from home would send their documents to be mailed to a specific person in the office to print for them. Now with mail/merge all mail goes to one central place and we have several case aides that check this, print, and mail out everything for the eligibility workers. Now, we only use it for people teleworking, but we have plans to have everyone use it and then case aides/front desk mail out for the eligibility workers. If the worker needs something sent with the document, we short note if there are specific instructions. We love it, it works great!”
DeAnn Boney | FINANCIAL ASSISTANCE SUPERVISOR
Blue Earth County
Human Services
128 hrs
per month*
State and County Integration - Caseworks doc loader
“We ARE benefitting from having MNBenefit Documents/Applications integrated into caseworks!! Not only is it a time saver, but it also allows more than one person to work the documents coming through and it is so much more accurate. When pulling from MN-ITS in the past, only one person could be in there at a time, it was hard to tell what was processed and what was not because you could not delete; you had to assume anything not bolded was worked— so documents were easily missed. Every document would show up twice, once as a .pdf and then in other version/platform — hard to tell how many were in there and if they were different documents”.
“We are saving at least 5-8 minutes on each HC renewal— not having to log into MN-ITS and also not having to do Print2CW”.
Mary Pfannenstein
Office Services Supervisor
STEARNS COUNTY, MINNESOTA: HUMAN SERVICES
5-8 min
per HC renewal*
ROI for Western Prarie
Western Prairie staff unanimously agree CaseWorks increases job satisfaction and efficiency for both the employees and the clients!
Efficiency
every day
Autofill Forms
In Kandiyohi County, the use of Auto-Fill Forms has delivered measurable ROI. Amanda and Leah report saving 30–45 seconds per form, and Amanda’s team of 11 full-time employees, each serving 10 clients monthly across 7 key forms, completes approximately 770 forms per month. With an average of 40 seconds saved per form, the team saves a total of 30,800 seconds—or about 8.5 hours—every month, significantly improving efficiency and freeing up staff time for higher-value work.
Amanda & Leah
Kandiyohi County, MN
8.5 hrs
per month*
Autofill Forms History
Kandiyohi County save 1.5 – 2 hours per reassessment. They conduct 2,000 reassessments a year. This is AFFHistory, not just AFForms.
Many other counties report noticeably savings per form.
*Auto Forms History is regenerates the same form from last time and generates content from last form.
1.5 hrs
per form*
Book a Demo with us
Still not convinced? Tired of hearing us talk? We have plenty of great customers you can hear from.
County Transfer Tools
Case File Transfer feature has the capability to transfer an entire Case File from your county’s CaseWorks Edition to another County that also uses the same CaseWorks Edition with the click of a button.
“The new CW transfer tool is great, and I so wish all counties were doing the same thing. What used to take days or weeks now only takes 1-2 minutes”!
Liz Burns
Clay County, MN
2 hrs
per case transfer*
eSignature Integration
CaseWorks integrated eSignature solution saves each CEI worker 5 hours/month when using with dhs3767.
The other day one of our workers had emailed (sent for e-signature) 18, and 3 clients had already completed them on the same day. This would have taken weeks to get completed documents back if done by the mail like we normally do. We’re still learning but it might be a good time to let other counties know about the form and it’s intended use in CEI since they might be starting to send that 3767 to all CEI clients as well.
RuthRuth Olson
Program Manager
5 hrs
per worker/month*
ROI for Olmsted
Olmsted’s county workers gain back more of their day to spend more time in the field using CaseWorks
More Time
every day
Assessments using eSignature
Washington County SSE unit saves 30 minutes/per Assessment by using eSignature.
Washing’s unit has 10 assessors. Each assessor averages 14 assessments/month.
70 hrs
per month*
Worker Secure Signatures
Saves time from printing, signing and then scanning??
5 hrs
per month*
Custom Packets
The Custom Packet feature will auto generate a customized packet of forms. The forms autofill directly from System of Record (MAXIS, METS, Prism, SSIS) to reduce errors and save time. CaseWorks supports all DHS forms, including Dynamic forms (expandable fields), as well as local county forms. This feature saves time as workers no longer need to generate individual forms and manually build packets. The custom packets are also compatible with the Integrated eSignature feature.
Users report having gone from 10 to 1 minute per packet to complete now with CaseWorks
1 min
per packet*
Case Study
Client Spotlight: Western Prairie HS
When Grant County Social Services and Pope County Human Services began to navigate their journey to merge, forming Western Prairie Human Services, it wasn’t without challenges, particularly when it came to technology. Western Prairie found itself with two EDMS (Electronic Document Management Systems). These EDMS had different functionalities, minimal workflows, and made it difficult to coordinate and collaborate during and after the merge.
Blog
Maximizing Impact in Social Services: The Case for Purpose-Built Enterprise Content Management Systems
In social services, effective document management is critical for a variety of reasons. From client records to compliance documentation, social services organizations handle vast amounts of sensitive information daily. Choosing the right content management solution can significantly impact an organization’s efficiency, security, and overall service delivery.
Blog
Benefits of Incremental Modernization in Health and Human Services
Visit our other Solutions
CaseWorks Financial Services Edition helps Eligibility Workers administer public assistance programs for food, cash, childcare, and emergency programs so that the people in your community can thrive.
CaseWorks Child Support Edition helps Child Support Investigators and Officers collaborate with County Attorneys on their mission to ensure children a brighter future. Our software is designed to enhance the agency’s teamwork, so children receive the support they need.
CaseWorks Social Edition for Child Welfare supports Social Workers and Case Managers as they compassionately prevent abuse and neglect by empowering families to achieve their highest potential.
CaseWorks Social Edition for Adult/Aging Services supports Social Workers and Case Managers as they compassionately prevent abuse and neglect by empowering families to achieve their highest potential.
CaseWorks Healthcare Edition supports Healthcare Eligibility Workers who help to keep their community healthy. Our software facilitates seamless healthcare assistance application intake & ease in determining eligibility for assistance.
CaseWorks Accounting Edition (ACE) is specifically designed for Health and Human Service Accountants to manage, store, and associate data with your payment related documents.
CaseWorks Workforce Edition partners with employee counselors to help people find and keep meaningful work. Our software streamlines document management so job-seekers and employees are fully supported for interviews and training.
Book a Demo with us
Still not convinced? Tired of hearing us talk? We have plenty of great customers you can hear from.
*County savings is based on customer feedback and our own analytics. Each county has different volume of work and number of workers which can change the estimated savings in cost or time.