SaraWorks Key Values.pdf

SaraWorks Key Values Problem SaraWorks Solution Relevant

Personas

Difficulties in manual updating case notes- 60-80% of time doing data entry and documentation

Sara captures all communications and turns them into case notes allowing staff to focus on engagement- not documentation.

Staff

Locating files/spreadsheets and paper information

Files and documents can be uploaded to the client profile via attachments. Sara has a full document repository where documents can be approved by administration and published for use by staff.

Agency Administration, Program Manager, Staff, Receptionist

Acquiring visual documentation from clients

Sara can actively reach out to a client and request documents and do follow ups until it is complete.Clients can submit digital files to Sara by text and email or take a photo of printed documents.

Policy Team, Staff

Gathering client signatures

The executive package includes a digital signature feature, allowing all documents to be signed electronically via Sara.

Staff, Receptionist

Agency/Staff access to client information

Client profiles can be reassigned, shared or referred to other counselors or managers via the client dashboard (Reassign / Share / Refer Tab).

Program Managers, Staff

Duplication of clients

Sara tracks clients by caseload ID (or other unique identifier from the system of record) to prevent duplicate entry. Staff can look up existing clients in Sara on their Client List tab and if clients are in the same region, can do a search to see their assigned counselor.

Program Manager, Staff

Time spent communicating with clients

Sara allows staff to communicate using SMS, email, Messenger, and video conferencing. Communications are automated by Sara to follow a set of rules based on client status and interactions and can also be sent by staff. Sara ensures staff meet the minimum communication requirements.

Staff, Receptionist

Ensuring program compliance is met

A Knowledge Engineering Task is done with each agency to ensure Sara is taught what actions or communications to take at various points in their program. Sara can follow up with staff to ensure they follow up with clients to meet compliance.

Board, Agency Administration, Program Manager, Policy

SaraWorks LLC - 855-208-SARA (7272) - www.saraworks.com 601 East Sherman Ave Suite #4 Coeur D’Alene, ID 83814 http://www.saraworks.com

When entering a new client, Sara will ensure that data requirements are met in order to communicate with a program participant.

Sara has been trained to support VA VR&E, Title I (WIOA Dislocated Workers), Title II (Adult Ed), Title III (Wagner/Peyser Unemployment Insurance), TANF, TAA, Vets, Title IV (vocational Rehab), Ticket to Work and homeless shelter management. Sara can also be taught new program requirements.

Team, Staff

Difficulty scheduling appointments with clients

Sara has a sophisticated appointment and event scheduling system that can integrate with Outlook.

Staff, Receptionist

Accurate tracking of client progress

A client's Current Track or Case Status can be tracked on their profile. Staff can report on what track clients are currently in, what track they were in, time from track to track etc.

Program Manager, Staff

Remote access to counseling

Sara Professional includes a HIPAA-compliant video conferencing tool embedded into the Sara scheduler to manage remote counseling sessions. Staff can schedule a remote video conference with clients who have a phone/computer with a camera and internet access. The tool includes chat and automatically populates case notes into the system of record, annotating date, time, and who participated.

Staff

Ability for blind counselors to administer agency programs and work with clients

The Sara user application is fully 508 WCAG 2.0 compliant. Staff

Caseload management

Administrators have real-time data to monitor caseloads and service levels at a glance, allowing them to make evidence-based decisions. Sara supports a continuous accountability chain from client to staff, staff to managers and managers to administrators.

Agency Administrators, Program Managers, Staff

Reporting challenges

Sara includes a sophisticated reporting engine with 45 graphical and tabular reports. Tabular reports include dynamic filtering, re-sorting, detail tabs and Excel, PDF, CSV and more export options. The performance reports include graphical performance time series, times series trends, IQR and Quadrant plots.

Board, Agency Administrators, Program Managers, Staff

Inability to share information with current CMS

Data transmissions between Sara and case management systems are accomplished with a REST API on the Sara side and a behind-the-firewall utility on the CMS side (provided by SaraWorks).

Board, Agency Administration, Program Manager, Staff

SaraWorks LLC - 855-208-SARA (7272) - www.saraworks.com

Security of PII Sara is a cloud-based application residing on the AWS GovCloud, only available to U.S. entities that can meet AWS’s stringent security requirements for government related applications. Sara is HIPPA and SOC2 certified, meaning that staff can safely communicate personal medical information via Sara.

Agency Administrator, Program Manager, IT Staff

Client data sharing across multiple agencies

Interagency Data Exchange: When multiple agencies in an area use Sara, co-enrollment information and inter-agency data sharing can be turned on by flipping a switch (and at no extra cost). Sara has a fuzzy logic to identify if a client is co-enrolled at multiple agencies. An alert is generated at the agencies where the primary counselor will be able to approve co-enrolled sharing so that case notes can be shared between entities.

Board, Agency Administration, Program Manager, Staff

Auditing Sara’s documentation and case note storage are crucial for when programs get audited. Sara provides the system of record with the case notes so staff can appropriately document what they have done. Every automated conversation between Sara, staff and clients is fully documented so no details are left out.

Board, Agency Administrator, Program Manager

SaraWorks LLC - 855-208-SARA (7272) - www.saraworks.com