Idaho Division of Vocational Rehab Increases Efficiency through Automation

(first published in TAWPI today, April 2010)

Client Services, human resources, finance

Chartered to assist Idaho residents with disabilities, IDVR is a state-federally funded agency whose goal is to assist people with disabilities as they prepare to secure, retain, or regain employment. Since IDVR reports to national and state authorities, thorough case documentation ensures the right services are provided and the division is reimbursed. Before automation, IDVR’s documentation was widely dispersed. Service providers were scattered across 34 sites, including schools, prisons, and other facilities, making file access inefficient. Ensuring pages weren’t lost, waylaid, or misfiled was challenging.

IDVR needed to integrate Alliance Enterprise Software’s AWARE patient tracking system with electronic document management software to ensure accessibility and security of case information so files could be digitally identified, gathered, and packaged for secure viewing and processing. After seeing Optical Image Technology’s browser-based DocFinity software at a similar agency and studying the ROI, IDVR decided to implement DocFinity. Now, authorized workers can complete participant files, request services, and manage cases directly from their desktops, wherever they are.

The Challenge

Enable instant and remote access to patient case documentation
Shorten turnaround time between requests and fulfillment of services
Comply with regulations and provide clear audit trails of patient record access

The Results

Only authorized persons can view sensitive files
Compliance is regulated consistently through software configuration
Case information is available at the click of a mouse, enabling informed decision making
More time can be allocated to helping participants rather than on the paper shuffle

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Highlights

Integration: Alliance Enterprise Software’s AWARE Patient Tracking System
Departments: Client Services, Human Resources, Finance
Areas of Interest: Document Imaging, Remote Access