In the human services industry, client intake is a central part of the process that sets the stage for successful service delivery. Without a thorough understanding of who the client is, what their needs are, and how to best serve them, it can be difficult to perform meaningful services. The human services industry has traditionally used paper-based client intakes. However, this method has its drawbacks, such as handwriting legibility issues, data accuracy problems, and difficulty in tracking changes. These issues can be minimized and even eliminated by utilizing digital client intake solutions, allowing for more accurate data collection, better readability, and the ability to engage with clients through technology. No More Paper for Intake While the traditional solution of paper-based client intakes has been dominant in the human services industry for many years, it has many disadvantages when compared to modern digital solutions. Not only will you save money and precious time spent dealing with paper-based client intakes, but you will also gain the additional advantage of being able to store and retrieve data more quickly and accurately. The following are some of the most common problems associated with paper intake forms. Inaccuracies Because paper-based intake forms are filled out by hand, it is easy for errors to be made. Examples include incorrect formatting (dates entered incorrectly) and difficult-to-interpret typos. These inaccuracies can lead to mistakes in subsequent steps of the client intake process, such as when it comes time to input the data into a system or when comparing client information across multiple intakes. Illegible Handwriting Another common issue with paper-based intake forms is illegible handwriting. When service providers have difficulty reading a client’s handwriting, they may make incorrect assumptions, struggle to understand the meaning behind certain answers, or overlook important information that could have been beneficial. This can lead to entering incorrect data into the system or redoing or throwing out the form altogether. Lost Data Paper-based intakes are prone to getting lost or misfiled, making it difficult to keep track of all the client data. This can lead to delays in service delivery and frustrated clients who have waited longer than expected for their intake forms to be processed. It can also result in creating multiple copies of an intake form, increasing the chances of input errors or confusion about who the client is and what services they are requesting. Repeat Appointments To Get It Right If there are errors on the paper intake form, the client must come back in and fill out a new one. This leads to repeat appointments and duplicate or conflicting data being entered into the system. It also puts a strain on service providers who have to take time away from their other duties. Not only does this lead to frustration for both the client and the service provider, but it can also be a waste of resources. Environmental Concerns According to data analyzed by St. Charles County (Missouri), Americans use 85 million tons of paper every year. Of those 85 million tons, approximately one billion trees worth of paper are thrown away annually. Imagine the environmental impact of having to print out thousands of intake forms every month for clients. This not only increases paper consumption and waste but also contributes to global warming, increases deforestation, and puts an additional strain on natural resources.