Midwest Non-Profit Uses Konica Minolta’s Content Management Solutions to Increase Efficiency

Project Overview

This midwest non-profit organization with two locations 120 miles apart tackled its share of paperbased case management challenges. Discover how Konica Minolta’s content management solutions connected the two locations, filled in gaps and removed roadblocks to increase efficiency. Ultimately, the organization optimized its manual processes by migrating from a legacy database system to OnBase® by Hyland.

Background

• Private non-profit 501 (c)(3) organization originally formed in 1974
• Contract with the State of Kansas to provide service and to serve as the Community Developmental
• Disability Organization (CDDO) for 18 counties
• Nine staff members with offices located in Garden City and Great Bend
• Only private non-profit, multi-county CDDO that does not provide direct services in the State of Kansas
• Governing Board of Directors is comprised of one representative from each of the counties in the service area. The respective county commission recommends each of these representatives.

Challenges

• Paper files for each individual’s case were physically located in two locations, separated by 120 miles, making it difficult to work on a case with incomplete information or waiting for someone to send the documents
• Paperwork went missing or was lost
• Paper-intensive process with state regulated deadlines
• Antiquated Platform ( Access DB) trying to serve as case management solution, but too inadequate
• Access DB being eliminated
• Integration with state and counties for sensitive patient data
• Rekeying of data in multiple locations

Solution

Business Impact / Benefits / Value

• Eliminated all the filing cabinets
• Case files were digitized for easy access and retrieval
• Legacy system for case management replaced allowing for streamlined and automated case management checklists and workflow

By allowing a full Discovery process by the Konica Minolta staff, we were able to identify better steps for their business process and a non-supported legacy system.

Services Provided

• Helped the client realize they didn’t need to be a Fortune 1000 company to need Content Management
• Uncovered through the Konica Minolta Discovery Process, Access DB had been used s a pseudo case management solution and that software would soon be obsolete
• Provided whole solutions from scan, store, retrieve to powerful workflow for Case Management
• Accommodated their needs to have documents scanned on site by placing scanning staff at their
  location

Hardware & Software Solutions

• OnBase® by Hyland — OnBase WorkView and OnBase Case Manager