Spotlight on PATH Practices and Programs: Mobile Data Management Technology in Outreach—Challenges and Benefits
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Description:
Empty the pockets of any street outreach worker and you will find notes on anything from a notebook to the backs of old receipts. These scattered notes, written in parks or in line at a coffee shop, will be added to the client file when the outreach worker returns to the office. But what if there was a way to enter information directly into client files from the street? Washington State has done just that by providing outreach workers with PDAs or “Palms.”
Content:
Data entry is often an afterthought for outreach workers because it takes place in the office, not on the street where the “real” work is done. PDAs or “Palms” are handheld devices, about the size of a Blackberry. With PDAs, outreach workers can enter information immediately after an encounter with a consumer, rather than writing a note on scrap paper and waiting until they are back at the office to enter the information. PATH providers in Washington State use this technology to streamline data entry and have found benefits, as well as a few challenges. Over time, the cost of this technology averaged out to less than 6% of the statewide annual PATH budget.
The PATH TA Center wrote a PATH Spotlight on Washington State and their mobile data management in outreach. Below are some of the challenges and benefits that were identified:
Challenges: Washington State faced relatively few challenges in their use of PDAs in outreach but, even with the most sophisticated data collection tools, human error is unavoidable. Sometimes the wrong information gets entered or some outreach workers may be uncomfortable with the technology. Additionally, there are improvements that could be made to the system. The software on Washington State’s PDAs does not have the functionality to enter full case notes. This feature would eliminate even more time in the office. These challenges are minimal compared to the benefits for consumers, local programs, and the state.
Benefits to Consumers: With PDAs, outreach workers have access to client files in the palm of their hand. This reduces the need to provide the same information multiple times and improves continuity of care. While the ease of access to files may raise questions about confidentiality, the information is much more secure than if it were written on scraps of paper; PDAs are encrypted and password protected. More importantly, because the providers do not need to spend time transcribing in the office, they have more time to provide services on the streets.
Benefits to the Local Programs: PDAs are user friendly; they are durable, can be used with or without wireless access, and reduce documentation time. Outreach workers enter data elements from prompts, which reduce errors in reporting, and quality controls detect errors in data entry. Additionally, the PDA can store contact information about other service providers so outreach workers can immediately direct consumers to other services in the area.
Benefits to the State: PDAs allow data entry to take place in the same space that outreach takes place. This makes data entry become a part of the service provision rather than something separate. Additionally, data quality for the federal annual report is improved through reduced errors and improved consistency in interpretation of data elements. Improved data quality means that annual reporting requires less oversight and management by the State PATH contact.
To learn more about how Washington State implemented mobile data management in outreach download the full PATH Spotlight.
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Type of Resource:
PATH Resource
Publication Date:
2009
Location:
Newton Centre, MA
Phone:
617-467-6014