Why HHS Agencies Are Streamlining Processes with Document Management
Health and Human Services (HHS) agencies are at a critical point in time where many operating divisions administer hundreds of programs to American citizens. According to the Governing Institute, 40 percent of HHS respondents indicated that their caseloads were at a crisis point. This not only means that there are too many cases that need immediate attention, but also an urgency to manage information better. After reviewing a few HHS programs, here are a few figures to show why public demand for these programs is only growing:
- 43.4 million Americans participated in the Supplemental Nutrition Assistance Program (SNAP) as of July 2016
- 2.7 million Americans participated in the Temporary Assistance for Needy Families (TANF) program as of October 2016
- 13.8 million Americans are expected to enroll in a health insurance plan during the current Open Enrollment period
With increasing caseloads and few new staff members, bottlenecks and inefficiencies plague many HHS processes. In a recent Center for Digital Government survey, 84 percent of HHS respondents believed that a complex process made it difficult for citizens to connect with important services (i.e. SNAP, TANF and Obamacare). This creates a need for automating manual tasks, which allows staff to focus on serving the public. Like many government agencies, HHS professionals are looking for ways to manage information better by eliminating paper documents and improving electronic records management. Document management allows HHS agencies to electronically collect information from applicants, automatically route information, approve cases, and retain records. For example, the Alabama Department of Mental Health (DMH) is a government agency that was “consumed by paper.” At one point, an Alabama inpatient hospital had more than a million sheets of paper within a 2 year period. By implementing a document management system, they have been able to integrate electronic health records (EHR) in a secure and compliant environment. At the same time, the Alabama DMH has been able to reduce the time and effort it takes for its citizens to get answers, submit applications, and enroll in benefit programs. It is important to remember that the mission of HHS agencies is to “enhance and protect the health and well-being of all Americans.” In order to fulfill its goals, HHS agencies are not only expected to develop good programs and deliver premium services, but also set standards to ensure efficiency, transparency, accountability and effectiveness. In searching for the right document management system, many government agencies should consider a solution that can do the following:
- Save staff time and reduce costs by eliminating paper and manual tasks
- Automate government processes by routing documents to the right people
- Secure documents and reduce organizational risk by protecting sensitive information
- Comply with the DoD 5015.2 records management certification
Get the new and exclusive Center for Digital Government research report, “Reinvesting in Document Management,” and learn how the Alabama Department of Mental Health and others have been able to benefit from document management capabilities to meet workload demands and increase public transparency. 
