SimpliGov Platform Simplifies High-Volume, Complex Process
A large state agency was using paper and email to process up to 4,500 license applications per year for highly specialized positions in speech pathology and audiology-related disciplines. The application itself required extensive documentation for credentialing (e.g. university transcripts, exam scores, background checks, and other work-based reports).
In addition, applicants could send supporting documents over the course of the application period, creating more work to match incoming materials with the correct applications. Sometimes, documents would be received multiple times since applicants couldn’t confirm receipt of their submissions. Finally, they would need to track down supervisors and training directors from internships and field jobs for wet signatures.
As a result of the complex and inefficient process, application packets took 30 to 60 days to process, sometimes reaching the 90-day mark. To further complicate the process, numerous exceptions and unique requirements created nearly 30 different paths an application could take based on different areas of specialization.
- 4,500 Applications Processed Annually
- Automated Reviews and Alerts
- Turnaround time reduced from months to Days
Challenge
- Up to 4,500 license applications processed per year
- Application required extensive additional documentation (e.g., transcripts, exam scores, background checks, and other reports)
- Difficult to match components arriving piece by piece to corresponding paper applications
- Applicants forced to obtain wet signatures from past employers, trainers
- Applications were taking up to 90 days to process
Solution
- Single digital application form that accepts attachments and electronic signatures
- Secure, central repository for upload of application components
- Four-step review cycle with autogenerated alerts for each reviewer in the chain
- Review and correspondence around each application tracked in central dashboard
- Application automatically routed through one of 28 variations to the workflow based on application details
Results
- Overall turnaround time reduced from months to a few days, far outpacing the state’s upper limit of 60 days (a minimum efficiency gain of 90%)
- Reports identify bottlenecks to drive further quality improvements in the review process
- Reduction of paper check processing by 75%
- Significantly more submissions arrive complete; drastic decline in status-check phone calls
Population
Over 10 Million
Use Case
Specialty License Application
Department
State Licensing Board
Municipality
State
