“Out on Paper Parole for Good Performance” Digitalized Departments of Correction

Department of Corrections Infographic

Do paper-inundated processes cuff your cases to inefficiency? Instead of serving the community, is the manual facilitation of inmate records and insurance claims making you feel more like a prisoner to sluggish back-and-forth case lifecycles?

After a paperless probationary period, many Departments of Correction (DOCs) have completely paroled from the captives of these paper-based trials, succeeding with their goals of building safer, more constructive societies.

Unbarring Communication. Strengthening Community.

Driven by outcome-motivated strategies, the Digitalized DOC Solution re-establishes the DOC’s focus by rehabilitating how it operates. With increased visibility of overall case development and secure, streamlined collaboration with court administration, probation and public safety officers, healthcare facilities and other external parties, DOC staff and leadership devote more quality time to encouraging the success of those entrusted within their care, and less time doing what automation was built to enforce.

So what are the terms when committing to a more efficient order of business? Let’s take a look.

  • Onboarding and
    Court Administration
  • Prison Management
  • Probation Case
    Management
  • Intake and Release
    Records Processing

Digitalized case management details the lifecycle of a case, starting with warrant issuance and sentencing. Communication with Court Clerks and overall Court Administration is critical in these early stages, which is why all court-ordered documentation, from arrest warrants to sentencing orders, is conducted and secured in an end-to-end enterprise case management system. The time-stamped, automated workflow ensures the proper justice process stays the course, and that all necessary documentation is keeps pace.

One-click uploads and encrypted, two-step authentications safeguard confidential information and protects data security as it passes from courts to jails, DOCs, probation offices and more. Complete audit trails preserve the integrity and transparency of the justice system, showing authorized users when and by whom a document was opened and/or edited. Best yet, mobile access to all this information is available as needed, whether in court, at an office or while conducting field work.

Like governing a small city or hotel, there are numerous departments that to be engaged within the DOC community, including guards, jails, law enforcement officials, healthcare, food service, job training, social service and probation officers. Breaking that down even further, clothing, meal preparation and delivery, insurance processing, staff training, counseling, asset maintenance, cleaning and other tasks all need to be accounted for.

Don’t break a sweat just yet. Enterprise content management systems, such as OnBase, centralize and monitor all these to-do’s in a 360-degree environment. Not only does this keep staff and external partner agencies in the loop on progress and outstanding tasks, but it provides insights on potential bottlenecks, saves time with one-click processing over monotonous paper-pushing, and prioritizes initiatives at every step – nothing falls through the cracks.

All this, of course, supports DOC compliance efforts and upholds the standards necessary to breeze through audits and inspections.

Paperless case management and digital workflows serve the complete cycle of a case, including offboarding. Automated checklists and follow-up prompts, easy data entry and mobile access to case files support probation officers in staying connected with probationers and ensuring their success.

With all case information centralized, increased case visibility means probation officers can better prioritize their time with higher-risk probationers, and progress thriving cases through the system in a timely manner. Even more, expanding mobile connection means case files are updated in real-time from wherever the probation officer may be while performing field work. This solves for having to make notes about a case and then scrambling to remember, or find the Post-It note, later.

From incarceration to probation and, hopefully, parole, up-to-the-minute communication between court clerks and their state’s Department of Corrections safeguards the necessary, end-to-end vigilant nature of DOCs.

An automated workflow answers this call for backup by electronically streamlining the Court Order process between the DOC and Court Clerks. One-click processing not only eliminates the time delay of paper, but also provides DOC users with real-time prospecting of the documents en route. This instantaneous communication fosters a more collaborative environment between the DOC and the Court, allowing for a more thorough consideration of accuracy in less time.

Innately auditable, this time-stamped solution traces the lifecycle of cases and can adhere to compliance efforts that protect the sensitive nature of inmate records. Doing so also eliminates any uncertainty about the standing nature of release terms and overall Orders of Commitment, allowing cases to proceed confidently and on time.

Medical Claims Processing for Inmates

“Date of Service” verification, repricing efforts and overall communication with third-party providers, such as WellPath, becomes a fluid process with the support of ShareBase, a cloud-hosted enterprise sharing platform, automated workflows and one-click letter generations. This auditable claims-processing journey supports verification efforts proving that inmates were inside the DOC facility during treatment.

  • Denied Claims
  • Approved Claims

When eligibility requirements aren’t met and denied claims bounce back, they are directly routed into a “denied” queue where the case status is verified and a denial letter is automatically generated through an OnBase Word template. Both the inmate’s and provider’s information are then manually keyed into the document before the letter is saved in the inmate’s electronic medical claim file. From there, authorized users have immediate, centralized access to the letter and all accompanying documentation, which can be emailed or printed directly from the OnBase system.

When an inmate’s medical claim is approved, it’s sent into a “hold” queue that follows a release cadence established by the Department of Corrections. Following the rules-based release, the claim is then uploaded into a single, date-stamped file in ShareBase, where it’s securely accessible to authorized insurance providers and affiliated parties.

Inside ShareBase, insurance providers or third-party users can download and review the claim, and then create and submit the repricing sheet in a corresponding folder, also named with the date of submission. From this folder, the documentation is automatically submitted into a designated queue in a Medical Claims workflow where users from DOC will be notified and continue with the remaining indexing information, such as CINs and the repriced amount. Post- indexing, the workflow then routes the claim over to the DOC’s AP department.

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