Smarter Week

How to automate it

How to automate “help clients with benefits applications and documents”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today.

60 min
typically, every day
40%
of the time can be automated
Some setup
to set up

Fix 1 of 2

Process fixBest fix

Give clients a checklist and a photo upload link for documents

A simple, plain-language checklist for each benefit and a way to send photos of documents from their phone means fewer return visits for missing papers.

Typically saves about 30% of the time1 h to set up
  1. 1Write a one-page checklist per common application (SNAP, Medicaid, housing, ID replacement), in the languages your clients speak.
  2. 2Set up a secure upload link or text-in option your organization approves.
  3. 3Send the checklist and link before the appointment.
  4. 4Keep a copy of submitted applications in the case file with the date.

Tools: Your case management system (Bonterra Apricot, CaseWorthy, Penelope, Salesforce or similar) · Approved secure upload or e-signature tool

Fix 2 of 2

Software feature

Use phone or tablet sign-ins and forms that feed your system

QR-code sign-ins, intake forms and surveys on a phone or tablet record attendance and data once, straight into your system or a sheet, so nobody types up paper sign-in sheets.

Typically saves about 60% of the time1 h to set up
  1. 1Pick the paper form you retype most (sign-in sheet, intake, survey).
  2. 2Rebuild it in your case system's forms, Microsoft Forms, Google Forms or Jotform.
  3. 3Put a QR code at the door or bring a tablet to sessions.
  4. 4Connect it to your system or a sheet so entries land automatically. Keep client names and identifying details out of general AI tools. Use only tools your organization has approved for client data, with a BAA where HIPAA or 42 CFR Part 2 applies.

Tools: Your case management system (Bonterra Apricot, CaseWorthy, Penelope, Salesforce or similar) · Microsoft Forms or Google Forms · Jotform

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Social worker / case manager

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Other common tasks for Social workers / case managers