Delivery of more values throng services

We are building on our powerful product position by deploying services to broaden our business horizons.

Ricoh's MDS* streamlines core business processes by focusing on process, people, technology and innovation to create a state of continuous improvement. Ricoh helps organizations better manage and leverage information for improved business outcomes through a flexible, partnership-led approach. Services management is the fundamental pillar to govern the print and document services program, aided with expert consultancy as well as proven project and change management methodologies.

  • *Managed Document Services

Managed Document Services

Helping ChildNet Cut Paperwork and Reunite Families

About ChildNet

ChildNet is a private, not-for-profit organization created to manage the child welfare system in Broward County, Florida. Since 2004, the agency has protected abused, abandoned, and neglected children in the area by providing case management, independent living, and adoption services.

 

Challenges

previous Binder Libraryprevious "Binder Library"

The governor and legislature of Florida created ChildNet in response to a failing child welfare system in Broward County and throughout Florida. ChildNet is one of 20 community-based agencies that now manage the state's child welfare system.
ChildNet has made progress in the past 8 years, lowering the average length of a child's stay within their care to 11 months;the national average is 28 months. Overall, the child welfare system in Broward has improved during this time. The number of children dependent on the system has dropped from 3,188 to 1,972, the length that a child stays in a shelter decreased by 87 percent and the number of children that need out-of-home care went down by 67 percent.
Despite this progress, these numbers could be lower if it were not for a slew of paperwork that impedes a case worker's ability to do more for the children and families they serve.
Case workers at ChildNet are overwhelmed with paperwork, spending about 40-50 percent of their day processing files. Each child's records are kept in binders that hold 550 pages each. On average, a child has five binders—and one child in ChildNet's care had 79 binders. On top of that, there are 415 different forms used in child welfare cases. Cumulatively, the time it takes case workers to locate a form or vital piece of information about a case is time that could be spent with a family.

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Solutions

Ricoh on-site staffRicoh on-site staff

Emilio Benitez, ChildNet's CEO, was convinced that a paperless solution was vital to improve efficiency and service. So, he issued a request for paperless solution proposals in 2010. ChildNet chose Ricoh as the sole candidate offering to customize its systems.
Ricoh set about learning how ChildNet operated, meeting with care workers and supervisors. The company shadowed one case worker to see what that person did every single day and to learn about ChildNet's system of care.
Ricoh's professional services consultants drew on findings from this process to tailor a managed document system to ChildNet's specific needs. Ricoh on-site staff scanned in a backlog of three million documents in the first six months, saving them electronically on ChildNet's server.
Ricoh created a process to train the system to recognize 415 distinct forms, and collaborated with ChildNet to create a unique indexing system based on case worker demands, making it easy to quickly retrieve all documents.
Ricoh's Managed Document Services program improved workflow and slashed time wasted searching for files. Another key achievement was to make ChildNet fully compliant with the Health Insurance Portability and Accountability Act and other Federal laws. This was by preventing document misplacements and eliminating the potential for leaving highly confidential information at a printer or copier.

 

Results

ChildNet is the only child welfare system in the United States that has attempted to incorporate an MDS program of this size. The system it can immediately create electronic files for an estimated 100 children a month who come into its care. It can also accurately recognizes and retrieves all documents. Case workers in the field can access all files from laptop computers, smart phones, tablets, and other digital devices instead of having to carry around heavy binders. They can submit all forms electronically.
Ricoh's program has produced numerous measurable results. It has cut ChildNet's costs by around $400,000 by greatly reducing printing expenses. It has lowered time spent on paperwork by more than 10%, so case workers can devote more hours directly to the children and families.
ChildNet aims to reduce the average 11 months of foster care to nine months. It also seeks to connect judges to its system so they can immediately view files, further reducing case times.
The partnership between Ricoh and ChildNet will continue to evolve. It will make more financial differences. More important, it will help case workers make positive differences in the lives of children who have been abused, abandoned, and neglected.

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Emilio Benitez President and CEO ChildNet, Inc.Emilio Benitez
President and CEO
ChildNet, Inc.

Financial perspectives are important to us as a private notfor-profit organization. But our bottom line is probably the most important asset—the lives of children, particularly those who have been abused and abandoned and neglected. Our partnership with Ricoh has given us the ability to make a difference financially and on how our caseworkers actually perform their work out on the field. Ricoh actually learned how we did our business. Ricoh's assistance and its technologies have revolutionized the way we manage our business so we can significantly lower the average length of stay for a child in our care. It is amazing what is going on. We're very pleased with the partnership that we've developed with Ricoh and look for it to continue.

MDS benefits

  • A revolutionized workflow and new document management system
  • Three million files scanned into the system in just six months
  • System programmed to recognize 415 distinct forms
  • All forms indexed for easy access
  • Full regulatory compliance achieved
  • Potential for misplacing or leaving files around eliminated

Improved efficiencies and service

  • Paperwork reduced by more than 10%
  • Costs cut by around $400,000 through lower printing expenses
  • ChildNet stands to decrease an average 11 months of foster care to nine months

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