Client Spotlight: CaseWorks: A Step Into the Digital Future for Olmsted County, MN

Olmsted County, MN, like many other HHS agencies, faced significant challenges in managing their case files and providing effective support to their clients. Before the implementation of NCT’s CaseWorks, the agency struggled with cumbersome paper-based processes that hindered efficiency, security, and worker productivity. The transition to CaseWorks has revolutionized their operations, bringing about remarkable improvements.  

In an interview Tiffany Kacir from Olmsted County broke down the pre and post CaseWorks landscape, illustrating the impact of solving seemingly insignificant, but ubiquitous inefficiencies. In hearing her speak, it was clear that implementing CaseWorks was a critical step into the future for the agency, and a long-overdue solution to the challenges caused by on-paper operations.  

Pre-CaseWorks Challenges

Disparate Case Files 

One of the most pressing issues in Olmsted County was the disorganization of case files. Case files were maintained on paper and stored in different locations, making it exceedingly difficult for workers to access critical information when needed. 

Time-Consuming Paper Management 

Workers spent countless hours organizing paper files, ensuring they had all necessary case information or searching for specific documents. These manual processes were not only time-consuming but also prone to errors, with essential documents at risk of being lost or misplaced. 

Remote Work Complications 

The COVID-19 pandemic introduced additional complexities. With more staff working remotely, workers actually had to transport files in suitcases, increasing the risk of document loss and further complicating document updates. Maintaining fidelity across client records became nearly impossible, leading to inconsistencies and gaps in case information. 

Inconsistent Filing Systems 

Each worker essentially had their own filing system, resulting in a lack of consistency across the agency. This inconsistency hampered collaboration and compromised the security of sensitive case information due to the scattered nature of document storage. 

Limited Field Time 

The extensive time spent managing paper files and the frequent travel back and forth to the office reduced the time workers could spend in the field with clients. This limitation not only decreased their capacity to manage new cases but likely diminished the quality of support they could provide to existing clients. 

Post CaseWorks Implementation 

Transition to Digital 

The implementation of CaseWorks marked a pivotal shift from paper-based to digital processes. This transition allowed Olmsted County to keep pace with the increasingly digital world, offering numerous benefits in efficiency and organization. 

Consistency in Case File Storage 

CaseWorks instantly created consistency in case file storage and in processes. By centralizing all case data in one place, the system eliminates the possibility of things falling through the cracks. Every worker can access the same comprehensive information, ensuring uniformity across the department. 

Streamlined Access to Case Data

With CaseWorks, the guesswork around case information and files was eliminated. Workers could easily access all necessary case data, significantly reducing the time spent searching for documents. Streamlined access to information alone is saving countless hours of valuable time.  

Enhanced Security and Privacy 

The secure digital storage of case files ensured that sensitive information was no longer scattered across various offices. This improvement not only enhances the security and privacy of case data but also ensures compliance with regulations and best practices in data management. 

Increased Field Efficiency 

CaseWorks allows workers to access everything they need on their laptops, eliminating the need to carry physical files. This capability ensured that workers could spend more time with clients in the field, maximizing their time to provide the best possible support. The ability to update case information in real-time further improves service delivery. 

The Small Efficiencies 

The system introduced new efficiencies across various processes, such as opening cases, closing cases, and transferring cases. These seemingly small improvements have a significant impact on overall operational efficiency, allowing the agency to handle more cases with greater ease and accuracy. 

The CaseWorks Impact: Key Takeaways 

Choosing CaseWorks has had a profound impact in Olmsted County. Transitioning away from paper filing, the realization of small efficiencies across various processes, and the maintenance of comprehensive, consistent case data in one place have been transformative. 

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Across all of the amazing improvements that came with CaseWorks, it is clear that the little things have been game-changers for Olmsted County. It was the seemingly insignificant, yet ubiquitous challenges that needed solving the most. After years of rifling through disparate paper files and navigating scattered, worker-specific processes, finding a singular solution that brought everything together was a step into the future in Olmsted County, a step which not only improves agency operations but allows workers to focus their attention where it matters, with their clients.  

In essence, NCT’s CaseWorks has provided Olmsted County with a streamlined, efficient, and secure system that enhances worker productivity and supports client outcomes. This transformation underscores the importance of using technology to address not only glaring issues, but to solve the problems with underestimated impact.