Athena Software Blog
Five Benefits of Workflow Automation in Client Management Software
Posted by Neil McDonald on May. 25, 2016

Fine-tuning workflow rules and ensuring processes are followed is a priority in any business, and especially when providing often-critical services to clients in a social services setting.

Your client management software application can help - taking advantage of built-in workflow automation tools in applications like Penelope, for example, can help your organization reach new levels of efficiency, service impact and quality assurance.

Penelope's workflow tools can generate tasks such as alerts, notifications, smart forms, checklists of forms, reminders and more that are assigned to specific staff, categories of staff or even clients.

Tasks and communications can be sent to mobile devices in real time as well as popping up onscreen and in the staff person’s unified inbox in Penelope for maximum efficiency.

Supervisors can monitor task completion of their staff from their own dashboard, so that nothing need fall through the cracks again.

Penelope workflow automation can help improve quality assurance

Automated workflow rules in Penelope can be configured to fire at specific time-based intervals such as 24 hours prior to the first appointment, 30 days after service commencement, 90 days after a service plan was created, 30 days after an invoice has been created and is still unpaid, etc.

In addition to time-based triggers, event-based triggers will fire based on system events, e.g. new client added to case load, client added to waitlist, appointment created, signature required for document, etc.

Penelope can also monitor specific fields and let you know if a change has been made on a client's file.

All of this is just a small sample - the options are practically endless.

And what's best, you don't need any programming knowledge or I.T. background to do this in Penelope - our system is designed for ease of use so that non-techies can feel comfortable configuring the software.

So how does this help you?

Here are 5 benefits of workflow automation at health and social service agencies just like yours.

1. Improved Quality and Consistency of Service

With workflow automation, case workers - and clients - stay on track with the steps, tasks, milestones and mandatory information elements and “check points” determined by your organization’s best practices, care planning, business processes and regulatory requirements.

2. More Clients Receiving Services

Time-saving automated workflow processes can reduce wait times and no-show rates, while contributing to higher client throughput rates (i.e. more clients receiving appropriate levels of service by the same number of service providers).

3. Improved Compliance and Accountability

Penelope’s workflow tools support a robust and data-driven quality assurance framework that ensures your organization can monitor compliance to your best practice processes and regulatory requirements, while identifying high performing providers (as a bonus: your accreditors will love it!).

4. Lower Costs

Streamlined resource and task management saves time and lowers administrative costs, while also helping to reduce duplicate effort and wasteful manual administrative processing of routine tasks. As well, services (and resources) can be better targeted where they are needed most.

5. Improved Client Outcomes

Penelope’s workflow automation tools can, for example, automatically monitor scores or changes in scores (or custom “flags” raised) within your custom assessments, clinical tracking tools or any smart form - including those that clients complete themselves online. You can ensure that your resources are allocated where they are needed most to address a client’s change in wellbeing in an agile, responsive manner.

If you're interested in learning more about how Penelope case management software can help transform your nonprofit or social service agency today, contact us today and an evaluation specialist will be in touch!

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