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Health & Human Services CMIS

Challenges

1. Develop Client Management Information System to help county manage it’s clients.
2. The system required multiple modules for Client Management:
   • Referrals
   • Intake
   • Family/Relationships
   • Interactions
   • Service Management
   • Discharge
3. The system also required modules for Provider Management:
   • Provider enrolment
   • Staff management
   • Staff trainings
   • Service Management
4. Two way live sync integration with master databases related to Clients and Providers.
5. Admin and a super user who can work at system mode.

Solution

We designed and delivered the following solution:

1. Community organization was setup for provider and organization staff to login into the system so as to keep all the staff workers on same page. Community acts as a micro site for each provider and organization.
2. Admin & Super user profiles have been setup who can login internally into salesforce org.
3. An IRT or Information Referral tool has been developed to create Referral record. The referral can be created as one of three options i.e. as an individual, an individual within a family or family itself. The family members or relationships can be created right from this tool and multiple members can be selected to be part of Referral record.
4. The IRT tool also has a ability to create new/search & update existing client from the client master database residing in legacy system.
5. Custom Interaction module allows for recording of interactions like email, visit, phone call, text message or letter.
6. Service management and service selection module for staff with appropriate authority can assign service to referral or client directly.
7. Integration between county’s client master database and salesforce org allows client data to be always in sync. The system can search and update existing client with unique coming from native system. The system can also create new client if not found with desired matching percentage into native system.
8. Another integration between salesforce and county’s provider master database. This integration fetches the updated list of providers, their respective services and it’s statuses.
9. An Intake module gathers referral’s information extensively. The intake module also includes a questionnaire module that has ability to update referral and related fields taking input from questions answered. The questionnaire module is dynamic and displays questions on the basis of parameters selected in prior steps and also allows for dependent questions.
10. Service execution system has calendaring feature to schedule the services as per staff’s availability. A holiday schedule is also put in place to accommodate unavailability of staff.
11. Discharge module has the ability to make assessment on completed services, make an assessment on referral itself and also discharge the referral of the services.
12. Additional modules include:
    • Document Management to allow users to upload and manage documents related to referrals, clients and also services assigned. 
    • Assessment module for conducting assessment on virtually any object, dynamic enough to update field values on the basis of assessment responses.

Result

• Organization workers are able to create referrals from existing client base or from new clients.
• Referral’s family details and relationships can be created and managed.
• Intake can be done on created referrals to gather detailed information and update field values based on questionnaire which is driven by program and other parameters.
• Service selection and assignment can be done both at referral and client level.
• Service scheduling and worker assignment can be done for service execution.
• Once services have been delivered, referral can be discharged from the CMIS system.
• Documents can be uploaded and managed at referral, services assigned and client level.
• Interactions can be recorded on referrals, clients and services assigned.
• Providers and their respective service can be fetched from providers database.