Handel Information Technologies proudly collaborated with the White Earth Nation to implement their White Earth Coordination, Assessment, Resource, and Education (WE CARE) case management model. White Earth contracted Handel IT in January 2012 to implement RiteTrack for their Enrollment, Indian Child Welfare, Behavioral Health, Employment and Training, and TANF programs. The case management software system went live after a 6-month implementation and it was quickly uncovered that RiteTrack could enable better communication of referrals between departments. In addition, it streamlined interdepartmental collaboration on services being provided. The White Earth Nation WE CARE model was then created and White Earth Nation worked with Handel to have RiteTrack facilitate and streamline the data management and reporting for the program.

CHALLENGE

Through communication outreach, White Earth Nation discovered that members were unaware of many available programs and services. When members accessed services, they were often confused or overwhelmed by the lack of collaboration between programs. To address this issue the White Earth Nation Program Directors met to develop the WE CARE model. As many programs were already using RiteTrack, it was further customized to facilitate the WE CARE process–including the Universal Intake Form and WE CARE Plan.

One barrier to easily accessing services was the service application process itself. Members found that they had to go to each programs office and complete intake forms and other documents that were very similar from program to program. One of the educational assessments administered by White Earth Nation was a part of five different program intakes at five different offices.

SOLUTION

To streamline intake and access to services, White Earth Nation created the WE CARE Universal Intake Form. The Universal Intake Form compiles questions from multiple programs to determine if the member could benefit from any offered services. Based on the responses to the intake form, RiteTrack automatically sends out referral notifications to the identified program(s). These program(s) then contact the member and inquire as to whether they would be interested in their recommended services at this time. The member can access or reject, but are offered either way. Those programs the client wishes to work with are then notified via RiteTrack. Then each program can proceed to schedule a meeting with the member to discuss their goals and how to best achieve them. RiteTrack also can send reminders and notifications to staff and clients in-system or via email to ensure critical processes are followed and milestones achieved.

Another unique aspect of the WE CARE model is the WE CARE Plan. The Plan is developed with the client to identify actionable steps, strategies, and staff assistance for each need and goal. Executing the Plan is a collaborative effort between the client and the programs providing assistance. The Plan is a living document that will change depending on the client’s life situation and/or needs. The goal of the Plan is to focus on the highest priority needs at any given time. The client and all involved staff sign the WE CARE Plan and accept the responsibilities defined in the Plan. The documents executed and saved in RiteTrack define the responsibilities and confidentiality of the client information within the WE CARE Team.

OUTCOMES

As a result of implementing the WE CARE Program, White Earth Nation is able to minimize access barriers and increase usage of their services. Communication and coordination between different departments have led to more members reporting that services they received were a success for them. Reporting capabilities customized in RiteTrack for White Earth Nation compile data for staff to evaluate program service.

RiteTrack is the glue that manages all the moving pieces of the WE CARE model for White Earth Nation and streamlines its processes. The Universal Intake is completed in RiteTrack, then the system sends referral messages to the appropriate programs. The WE CARE Plan is defined and revised in RiteTrack then is shared with all the programs providing services to the client. RiteTrack enforces security ensuring that information that should be confidential to other programs is not accessible. Finally, reporting in RiteTrack allows the White Earth Nation to analyze service utilization and efficacy. That data is used to inform better outcomes in their program and justify increased internal and external funding for the program.

White Earth Nation’s WE CARE program is an excellent example of a Tribe taking RiteTrack’s standard case management functionality and customizing it to their specific needs. Handel has spoken with many tribes interested in creating a similar model to minimize barriers to services, enable collaboration between programs, and enhance reporting on efforts and outcomes.

If your Tribe or agency is interested in exploring how such a model can work for your operation, contact us today.