The Surry County Department of Social Services is overwhelmed with clients, according to one official there, but the department is moving forward with a new program which could increase efficiency by 15 to 20 percent.

Wayne Black, director of DSS, came before the Surry County Board of Commissioners at its recent planning retreat to request the purchase of a new document imaging system.

Compass Software from Northwoods will allow DSS to store files electronically, reducing the amount of paper and files used. It also has an appointment management program which will automatically reschedule appointments for clients and mange workers’ schedules.

After hearing Black’s presentation, the board voted to put out a request for proposals for the imaging system. Once the bids are received, the board will review the project during budget time.

Black opened his presentation to the board by saying, “We are overwhelmed.”

Caseloads in major income maintenance programs at DSS have grown each year since 2000. The Family and Children Medicaid and Food and Nutrition Services programs have seen the most dramatic growth recently. Family and Children Medicaid grew by 7.5 percent from Dec. 2008 to Dec. 2009, and the Food and Nutrition Services caseload grew by 14.5 percent during that period. These programs are projected to continue increasing at these levels.

“We’ve tried to load up on staff as much as we can,” explained Black. “We can’t do that anymore.”

The new document imaging system will cut product purchase in half according to Black. It will also prevent the county from having to hire seven new staff members over the next two years to keep up with demand. This will be achieved with the estimated increase in staff efficiency of 15 to 20 percent. Black estimates that the system would save the county $377,470 from 2010 to 2012.

“It would pay for itself within two to three years,” he remarked.

The Northwoods system would cost an estimated $375,000 to $425,000 depending on the options chosen. DSS may have $250,000 to $300,000 in underspent foster care funds that could help cover the cost.

Northwoods is a system that will create an all-inclusive file for each client. At this point, each program at DSS has separate files for each client. The information will be electronically managed with Northwoods.

“All information follows them, so there’s no room for fraud,” Brian Sharpe, management information systems director, explained to the board.

Black added, “It greatly increases communication and eliminates confusion between staff.”

It will allow DSS to go paperless by creating images of all current paperwork and saving them on computer drives.

“We’ve got to get to the 21st century in the way we conduct business,” Black stated.

Thirteen other counties in North Carolina use the system, and several other counties are looking at purchasing it.

The board unanimously approved the department’s request to pursue quotes for the project.

Black thanked them, saying, “I think this is a good thing to do. We’ll get on it.”

Contact Meghann Evans at mevans@mtairynews.com or 719-1952.