Case Studies > Enrollment Efficiency

A Vendor Fiscal/Employer Agent that serves over 3,000 participants and coordinates with about 10 care management agencies needed to streamline the process they used to enroll participants as employers.  Their process required individuals without a financial background to hand-write participant information onto over nine pages of employer forms.  Preparing the forms took over 45 minutes per participant and often resulted in incomplete forms because the forms were confusing to care managers and participants.

Additionally, within the Fiscal/Employer Agent, staff were challenged to ensure that the many tasks that had to be completed before a participant could receive services were done so on time and in the right order.  With so many participants, stakeholders and moving pieces, it was difficult to collaborate and ensure none of the important tasks was overlooked.

Annkissam built a custom participant enrollment system for the Vendor Fiscal/Employer Agent.  The system allowed care management staff at locations throughout the state to easily print employer forms complete with participant information.  Each packet only requires the participant to review and sign the forms.  Care management staff can print the forms from anywhere with an Internet connection and a printer.  Because the forms are pre-populated with the applicable information, neither care management staff nor participants have to worry about completing a form incorrectly.  The process also saves care management staff at least 40 minutes per enrollment.

The custom participant enrollment system also saves time and reduces errors for Vendor Fiscal/Employer Agent staff.  The system supports each form to be quality checked and provides systems to follow up on any forms with issues.  The system’s work flow functionality tracks each participant through enrollment, ensuring that all required steps are taken on time and in order.  Staff receive automatic notification if a step has gone too long without being completed or has been skipped.  The system also supports management to perform internal audits.  System dashboards keep everyone informed of tasks to be performed, possible errors and staff productivity.