April 16, 2024
Caregiver Inc. Customer Story
Vasion Team
Caregiver Inc. provides long-term care and services to adults with intellectual and developmental disabilities. They support their clients with personalized treatment plans and help manage day-to-day tasks. Caregiver has 70 locations across Texas, Georgia, Tennessee, Indiana, and Ohio, where they offer residential services, non-residential services (social, recreational, community), and behavioral health to their customer base of thousands of individuals.
The Challenges Caregiver Faced
Caregiver’s main challenges were related to efficiency, accuracy, and manual processes.
Paper Files
Handling paper documentation was cumbersome, time-consuming, and prone to errors. If someone made an error on paper, they had to restart the data capture process completely. Even more, if they stored a file with the error, e.g. name or date, it was nearly impossible for an employee to find it in a timely manner, if at all.
Storage
Caregiver Inc. manages an extensive backlog of files with an associated high cost draining resources. For auditing purposes, they have to store these documents for up to 10 years and have them readily available. Improper storage of paper and electronic documents among disparate systems was a common occurrence from employee to employee, making some documents inaccessible or taking hours to retrieve.
Manual Processes
Caregiver lacked efficient workflows to process documentation, e.g. collecting signatures on time-sensitive forms. They were relying solely on manual data entry, physical signatures, and manual storage for these common process occurrences that resulted in slow turnaround times.
Vasion’s Solution to Caregiver’s Problems
To address their efficiency issues, Caregiver implemented Vasion’s intuitive, cloud-based digital transformation platform designed to help organizations intelligently capture data from physical documents, build custom eForms, automate digital workflows, and leverage eSignatures with the robust security and control of enterprise content management. Upon implementation, they prioritized digitizing paper forms, creating workflows, and gathering digital signatures for quick turnaround on consent forms.
Their Vasion instance lives on a SaaS solution that’s also integrated with 60+ AWS technologies such as Textract, Comprehend, Lambda, and S3. The powerful partnership between Vasion and AWS has streamlined Caregiver’s print consolidation and automated workflow processes, freeing their administrative team to concentrate on more important initiatives within their IT environment.
Caregiver’s Results
By implementing Vasion Automate and Vasion Print, Caregiver enhanced operational efficiency, lowered costs, and improved accuracy.
They were able to digitize nearly 60 forms that they house in one database, removing the cost of offsite storage for paper documents and minimizing processing times for clients. They may now quickly access forms using unique identifiers like the client’s name, birth date, city, or facility, preventing staff from physically searching for files. In addition, employees can edit digital forms on the spot in seconds, which used to take hours. Lastly, by implementing digital workflows, approval processes have been reduced to two hours which previously took a minimum of one week.
Read the full case study here.