SMARTS - Service Management and Rates Tracking System

About the Program

Category: Information Technology (Best in Category)

Year: 2010

Dakota County designed a computer system for Contract Managers, Service Coordinators, and case Aides across Social Services and Public Health to manage rates for services, funding source monies, and authorization of services. SMARTS (Service Management and Rates Tracking System) has improved staff efficiency, replaced disparate tracking systems, multiple databases and spreadsheets, and has eliminated the duplicate data entry needed to track Developmental Disabilities waiver encumbrances in Minnesota’s statewide Social Services Information System. A focus was placed on an efficient, effective, and simple to use system. SMARTS allows for the entry of services in every day terms, automating the math that was previously done manually to convert those services into units that the State systems accept. The design incorporated auto populating features, upfront editing capability, as well as searching and security features. With SMARTS, the information needed to find the most applicable service at the best rate for the client was readily available online to service coordinators and special workers as they build their client’ service authorizations. Conversations with vendors begin with accurate, up-to-date information in a central system on rates for unit of service; this type of conversation saves time for both the service coordinator and vendor. The SMARTS system facilitates communication between service coordinators and vendors by auto-filling a “Letter of Agreement” that can be emailed to providers.