All of these processes were manual and paper-based, creating internal inefficiencies, missed opportunities, and challenges in ensuring accuracy and transparency. 

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First off, DSS required an additional layer of oversight for day sheets after the state noted areas for improvement. Day sheets, which are vital records documenting daily interactions and medical billing for social service cases, are subject to state audits for accuracy. Despite the team's diligent efforts, a manual and email-based system made it challenging to accurately track and audit these reports, and provide clear evidence of corrective actions. A more efficient and streamlined approach was needed to effectively track errors and demonstrate improvements.

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Managing adoption specialty referrals also posed a challenge. The team had a goal to streamline transferring a child from the foster care department to adoption. The existing process was manual, involving paper forms and physical handoffs between departments. The process did not support tracking multiple departments completing tasks concurrently, which made it difficult to track progress and ensure that all necessary steps were completed in a timely manner.

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Finally, the team wanted to better the experience for community members interested in fostering. Previously, individuals had to complete an extensive 8-10 page written application, which was often discouraging. The process was paper-based, with no centralized system to track inquiries and follow-up actions, leading to missed opportunities and inefficient communication.

The team chose a partnership with Polimorphic to help streamline these processes. 

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Centralizing Records for Streamlined Audits

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Implementing Polimorphic's Workflows transformed the auditing process by centralizing records and streamlining communication. Now, supervisors can review any daysheet by going to the case dashboard, viewing the case in question and easily see if there are errors in the coding. The solution automatically assigns tasks to various directors, ensuring a smooth workflow. Permissions control access, restricting it to specific teams within a department to prevent unnecessary case exposure.

This centralized approach allows for clear tracking and documentation of daily methods, providing a reliable trail of evidence for state audits. Errors can be quickly identified and corrected, with the system supporting a built-in corrective action plan to document steps taken to address issues.

“Using Polimorphic, we are able to mirror the state's audit process by uploading documents at each step of the audit for each district. This allows subsequent reviewers to quickly verify the documents are present, rather than digging through files, expediting the review process.”  - Seth Derner DSS QA Specialist

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Better Coordination and Reduced Manual Effort

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Implementing Polimorphic also transformed the adoption specialty referral process. Administrators can now track the overall duration of the process and pinpoint which tasks were taking the longest to complete.

The centralized system made it easier to monitor the status of referrals and ensure that no steps were missed. Multiple departments could be assigned to handle tasks simultaneously, significantly improving efficiency and enabling seamless handoffs between team members. This enhanced coordination reduced manual effort, allowing staff to focus on more critical aspects of their work.

"Anyone on that team can go and look at those documents. For example, if the supervisor reviews it, assigns it to one worker, that worker goes out on leave, they can go pick up where they left off." -  Seth Derner, DSS QA Specialist​​

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More Time with Foster Families and Less Time on Paperwork

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Finally, Polimorphic introduced a shortened, digitized form for foster interest notifications, significantly reducing the initial burden on interested parties. This form centralizes data in a database accessible by the licensing and foster departments, promoting easier follow-ups and better tracking. QR codes allow interested individuals to access and fill out the form from their mobile devices, further streamlining the process and increasing accessibility.

The new system enables recruiters to focus on engaging potential foster parents rather than managing paperwork. Staff can dynamically search and quickly find best-fit candidates, improving the speed to and quality of placements. Meanwhile, potential foster families have transparency into the process with access to real-time updates on the progress of their application. 

“We had talked about trying to lower that barrier to entry, to put our recruiters first, as opposed to filling out paperwork. Since implementation, we've gotten the amount of homes that we licensed last year in just two months." - Seth Derner, DSS QA Specialist