Social workers with Sherburne County Health & Human Services (HHS) might have a much more efficient way of doing their jobs beginning next year.

 

Last week, HHS Director Mary Jo Cobb presented the board of commissioners with a proposal to start a paperless system that would allow social workers access to files electronically while they are in the field. 

 

“We already have e-files for child support and financial workers,” Cobb told members of the board. “This paperless solution would provide tools for social workers to operate more effectively, especially in crisis situations.”

 

Cobb said under the current system, if a worker is in the field and doesn’t have a specific file, they don’t always have enough information to do everything they need to do. In other cases, if a social worker does have the file and a supervisor at the office needs it, they can’t get that information, either. 

 

“When you go out and see a family, while you’re there you need to make arrangements for different things. If you have the electronic file, you can do it all on-site,” said Cobb. “You don’t have to run back to the office to get more stuff and then go back out again.”

 

Not only is the electronic file system more efficient, it can help with morale and retention rates, said Cobb.

 

“Staff were invited to attend a demonstration of this paperless solution and they’re really excited about it,” she said.

 

Cobb said the demands on social workers have increased because of new standards set by lawmakers and the federal government.

 

“Paperwork is so important, and if they were able to do some of that while they were with the family rather than back at the office, they would have more time to spend with families,” said Cobb. “We think there would be savings as well, and definitely an improvement in efficiency.”

 

Implementing the system will be expensive - $500,000 in 2016 and $550,000 in 2017. After the first two years the annual cost is $170,000.

 

“The cost is overwhelming, but we have budgeted  for it for this year and next year,” said Cobb.

 

The price tag also includes an IT staff person to support HHS for two years to get the program implemented and train staff.

 

Cobb said eliminating travel for one trip a week for each social worker will save $20,000. There will also be $14,000 in savings for office support - paper and copiers.

 

One of the biggest benefits will be the amount of time it will save, said Cobb. She said each social worker could save one to two hours a day, which translates into 17,420 hours of time for 67 social workers.

 

“We can take that time to do better planning with families, so maybe we have fewer kids gong into placement,” she said. “And we’ll have better opportunities to meet timelines.”

 

Since the meeting was just a workshop, the board took no action on the proposal. It will be presented for board action during an upcoming meeting.

 

Cobb said the company offering the system, Northwoods, would help HHS staff prepare work flow and organizing existing files this year. Implementation would begin in January.