Origin Case

What it Does

Origin Case is a flexible case management and referral system

With Origin Case you can create and manage contacts, accept and create referrals, run customised reports, and work from mobiles and tablets. The system is highly editable so you can create new projects and services, and keep existing ones up-to-date. The system covers all aspects of the following process and more:

1. Your clients require a service - for example they are looking for energy or debt advice, are at risk in cold weather, have vulnerable children, need home improvements, are experiencing disability or age-related issues etc.

2. Your organisation provides a service - this might include council services for residents, running NICE initiative projects, home energy assessments, fuel poverty relief, debt & welfare advice, help for the elderly, fire safety measures, priority services registers and many more.

3. Your organisation receives client 'Referrals In' - these come from the individual client, their GP, health visitors, community organisations and other sources. Most will refer in via online forms created by the system. Your team, or external partners, are also able to create new client/contact cases.

4. A client/contact case is created on the system - record as much additional data as required for each client, manage their record over time, and assign each client/contact to single or multiple projects/services if required,.

5. 'Referrals Out' to service partners are generated - where practical intervention is required for clients the relevant data is sent out to service partners or your own team ( eg. council departments, NHS teams, building contractors, power companies, Age UK etc.)

6. Service partners manage their referrals on the system - each partner has a dedicated area to view, manage and process their referrals from the system.

7. Services are provided and referrals are completed - you can view activity, monitor progress and get customisable feedback on the service for each client from partners.

8. Extensive reporting on outcomes and activity - customisable reports can be created to cover all projects and activity.

9. Create new projects and services - all projects are configurable by you, the user, so you can capture, refer and report on any kind of data.

10. Apply these new projects and services to new or existing clients - client/contacts can be referred for multiple, separate services with all of the information easily accessible in one place.

The entire process is managed on one Origin Case system for maximum efficiency - run as many different projects as required and these can be simple or complex in nature.

More details about how the system works > PDF Guide (936KB)

"Origin Case gives us a streamlined process for referring our vulnerable residents to much needed services. It is very flexible and easy to adapt to new projects.

Energy Advice Team / Islington Borough Council
"We moved from an inflexible IT system to Origin Case that allowed us to change and develop forms ourselves, integrate partners and bring all of the service's work into one place which has made a big difference to the efficiency of our work.

WISH Plus team / Camden Borough Council
"Origin Case is easy to use and allows us to provide quick and reliable referrals to our partners. It is a great time saver and tracks all referrals which provides valuable information for reporting and monitoring.

Smart Homes / Haringey Borough Council
"Origin Case has allowed us to easily create forms, collect information, run reports and make referrals all on one system. Being able to create and edit out own forms hassle free has helped us to expand the scope of our Green Doctor service.

Groundwork / London

Islington & Hackney Borough Councils

SHINE Project (Seasonal Health Intervention Network)

The Origin Case system gives Islington the flexibility and ease-of-use they require to manage a large number of separate projects (including SHINE) with one team of advisors, on a single system.

The London Borough of Islington's Seasonal Health Intervention Network (SHINE) is a first of its kind single point referral system. Over 200 organisations refer clients into the team who then make contact and assess the client for around 30 possible interventions helping people with health, energy efficiency, general housing quality, income, social isolation and much more. The team also offers support with fuel debt, assisting residents with trust fund applications and negotiating payment plans with energy companies. SHINE was recently recognised at the Ashden Awards for its work around Fuel Poverty, winning the category. With residents saving an average of £200 each on annual fuel bills, SHINE is also easing the pressure on local health budgets.

Interventions include:

- Advice on saving energy and grants available for heating and insulation
- Support with bills and energy debt
- 'Energy Doctor in the Home' home visiting service
- Benefit checks (by the Welfare Rights Team)
- Falls Assessments (other teams / councils)
- Telecare applications (other teams / councils)
- Befriending services (other teams / councils)
- Fire Safety Checks (London Fire Brigade)
- Home Security Checks (Police)
- Air Quality alerts for those with respiratory diseases (from airTEXT)
- Handyperson Service (contractors)

Origin Case provided a solution to the problem of multiple processes and applications resulting in a system where all projects are now in one place with referrals and feedback and external partners coordinated.

New projects can be set up instantly by the team and changes in government policy, grants and reporting requirements are easily handled in-house.

As the system is so fast it allows the team to search and manage 10,000s of records easily. As a result the number of cases the team are able to process each year has risen by a factor of 700% in the last 6 years.

PDF Guide (936KB)

Camden Borough Council

WISH + Project (Warmth Income Safety & Health)

Origin Case provides Camden with a system that allows them to make their process more efficient, bringing all data and referral management into one place. As a consequence of being easy-to-use for both council advisors and service partners, the delivery times for services have been significantly reduced.

The WISH+ referral hub is a way for Camden residents to get access to a range of ʻWarmth, Income, Safety and Healthʼ services. The service supports vulnerable residents as well as giving others a way to improve their health and wellbeing. WISH+ puts people in touch with the services they need after discussing these with them first.

Services include:

- Energy efficiency improvements
- Energy advice
- Debt advice
- Benefits advice
- Home improvements
- Fire safety and security checks
- Stop smoking advice
- Cardiovascular checks
- Many further services for parents with small children, the elderly, disabled and vulnerable residents.

Origin Case allows Camden to make a large number of referrals from just one project form. As all questions are editable the system adapts easily to any changes the Camden team require. The system also allows external partners to process cases securely under Camden control.

Referrals in to the system automatically create clients and populate project data. Referrals come from online forms, created through the system which are filled in by GPs, social workers, housing associations etc. The fact these go directly on to the system saves significant time for the Camden team.

Groundwork

Lewisham WHHP (Warm Homes Healthy People) and similar projects

Origin Case enables teams to run multiple projects effectively. The Lewisham WHHP scheme is covered by the Groundwork Green Doctor project and Groundwork run many similar projects on one system. The advice team can add new projects easily and this has lead to an expansion of the services Groundwork can provide.

The WHHP scheme helps people identified as vulnerable to the cold and at risk of fuel poverty to stay warm and healthy during the colder months. Referrals to the scheme come from those who are concerned about a neighbour or relative, or from health professionals dealing with vulnerable groups. The Warm Homes Healthy People scheme provides support packages to those most in need. The scheme promotes wellbeing and reduces hospital admissions and seasonal deaths through early intervention fuel poverty measures.

A referral to the scheme will provide the person referred with a free winter support package including:

- Stay warm pack
- Home visit from an energy advisor
- Advice on how to keep warm
- 1-2-1 advice on switching tariffs
- Fuel debt advice
- Grants for heating improvements
- Insulation and draught proofing
- Emergency heating repairs
- Handyperson service
- Community connections service
- Befriending service

Advisors have a single point of access and a consistent process to manage all projects. Likewise reporting is all in one place and comprehensive data from single or multiple projects can be produced. Referrals in to the system come from online forms and these activate the relevant project and details, creating a case ready for the advisor to start working on immediately. This feature saves the team valuable time and significantly extends the reach of each project.

Haringey Borough Council

Smart Homes Project

Origin Case is very quick to setup and cost-effective. Haringey required an established contact management and referral system, and one that was ready to go, to run the Smart Homes project.

The Smart Homes project offered grants of up to £6,000 to help residents make energy saving improvements to their home. The grant was available for properties needing solid wall insulation or with cavity walls that are difficult to insulate. The scheme was open to both homeowners and landlords (or tenants with landlord consent) in Haringey, Camden, Enfield, Hackney, Islington and Waltham Forest.

For residents the project involved:

1. A grant of up to £6,000 - Covering up to 75% of the cost of installing energy saving home improvements.
2. A £50 subsidised Green Deal Assessment - To identify energy efficiency measures and how much energy / money could be saved.
3. Dedicated support - Access to an independent Advice Line and a Smart Homes Advisor who can support the householder through the process and offer assistance.
4. Help to get the most grant money available - Help to get the most grant money available through other grant schemes.

Turnaround times to begin were very tight but the Origin Case system was set up well within the project start date.

The council also wanted a cost-effective solution which Origin Case provided. In addition, as the system is highly configurable and quick to setup, the advice team were able to get straight to work and then adapt to project changes as the scheme moved forward.

Wandsworth Borough Council

WHARF ( Wandsworth Housing Adaptations & Repairs Forum)

Origin Case keeps things simple with great flexibility. The WHARF team moved from long paper forms and spreadsheets to the Origin Case system where online forms now create pre-populated client cases.

WHARF is a Community Interest Company that provides guidance to vulnerable, older, and disabled people and helps them access services. Often it does this indirectly by supporting other service providers that help enable people to live healthily and independently in safe, secure, warm and accessible homes of their choice. WHARF is made up of service providers that carry out housing adaptations and repairs as well as providing other services to people in Wandsworth. The members of the forum all play a role in identifying vulnerable residents and finding them appropriate support.

Support from the forum partners involves:

- Helping find energy efficiency funding
- Providing hand rails in someone's house
- Advice about fire safety - Advice about home security
- Assistance with issues concerning heating failure and boiler checks
- Providing grab or mopstick rails in someone's home
- Providing radiator foils or bleeding inefficient radiators
- Provide adequate access to a property such as a ramp with galvanised rails
- Assistance changing energy providers
- Fitting fire safety precautions around the home - Befriending service

The WHARF team are able to work effectively with easy management of projects, services, partners and the coordination of referrals. Partners also benefit from a system that is easy-to-use, allows them to export their referrals, and keeps feedback and interaction in one place. In addition WHARF make use of the highly adaptive reporting feature where an advisor can configure and run a comprehensive report within minutes.

Essential Features

Flexible Projects/Forms

Create customisable forms to collect data for each project. There is no limit to the type of information you can record. Then decide exactly what information you want to pass on to each service partner and other organisations. New projects can be added quickly at any time and existing forms edited and kept up-to-date.

Instant Referrals In

External agencies, users and residents can refer in to the system using online forms. The data comes in directly and is automatically assigned to the correct project & services. You can create and customise these online forms based on your projects. A form can be pulled in to an existing website or you can direct users to an address on the system.

Case Management/Multi Agency

Manage all contact cases on the system and allow partners and external agencies to view and/or manage selected cases. You can add any contact to any project and create multiple 'case instances' for each contact. Your team can also record comprehensive notes and attach additional files to each contact record.

Partners & Referrals Out

Referrals pass on all of the relevant information to a partner agency / service provider. Within each referral is the capacity for notes and also customisable feedback questions for each provider. Alerts for immediate action can also be triggered keeping you in touch with priority cases.

Letters & Emails

Produce and edit dynamic, emails and/or mailshot letters for your contacts and partners. Decide which fields you want to pull in and create a custom email / PDF letter for each scheme/contact. You can also send emails to partners keeping them up-to-date with each contact case.

Reporting

Run custom reports on all aspects of system data, including partner feedback and results. Choose the fields and the order you want them in and export the data. Create and save any number of reports to run on the system.

More details about how the system works >

Benefits

With it's efficient workflow, speed, flexibility, and ease-of-use Origin Case has helped Islington Energy Advice to increase dramatically the number of people they are able to help. During a 5 year period the team achieved an overall rise of 600% in the number of calls processed each year and during a 6 year period an overall rise of 700% in the number of cases processed each year. Download the Origin Case PDF Guide (936KB) for more details.

Proven Track Record

Origin Case has been developed through daily use by Islington, Lewisham, Camden, Hackney, Haringey, Wandsworth and partners including the NHS, UK Power Networks, E.ON, Thames Water, Age UK etc. It is powerful, easy to use and proven.

Partner Success

Referrals are web-based and email alerts are sent to your partners. Each partner has a single point of access where they can retrieve and organise all of their data. It is very easy to use and partner feedback has been overwhelmingly positive.

Reduces Costs

The system dramatically increases efficiency as it is a streamlined process with a single point of access both for your team and your partners. Time is saved internally and services are delivered faster.

One-Stop-Shop

Origin Case is an established alternative to handling multiple spreadsheets, databases, emails, web forms and other inputs. All of your data and processes are in one place with an integrated system. You can also create webforms for the public and partners to input data - these can be stand-alone or easily placed on any external website. The system will save you time and allow your team to do more.

Scaleability - multiple schemes

You can run single, or multiple schemes on the system, all in the same place with the same process and easy access. Origin Case clients typically end up providing more services and processing more cases the more they use the system.

Flexibility

The entire system is dynamic so it can be adapted to your needs. When setting up a new scheme it is easy to create forms and set up partners & suppliers. In the same way existing schemes can be modified and adapted immediately without any disruption.

Speed

An entire scheme can be set up within the hour. Changes to scheme questions and reporting take minutes. Case management and data input is intuitive and user friendly. Clients have reported a dramatic increase in the delivery and coordination of services.

Accessibility

Origin Case is web-based which means no IT concerns and secure access wherever you are. Your team can work from the office, home, abroad or on tablets and mobiles.

Process - how it works

A quick guide guide to the process

The system can run any number of projects. Referrals in come from GPs, health visitors, community organisations etc. via online forms created by the system. The team, or external partners, are also able to create new contact cases. More data can then be collected for each contact. Referrals out are then sent to service partners ( eg. other council departments, NHS, building contractors, power companies, Age Uk etc.) Both contact cases and these outbound referrals can then be managed and the delivery of services monitored. Custom reports can be generated on any aspect of the process and additional contacts can be imported at any point into the system.

Click here for an Origin Case PDF Guide (936KB) showing some client examples, typical projects and key benefits.

1. Set up users and partners

Set up admin users and control their permissions.
Set up your core admin team and assign their permissions. If required you can also allow partners (other agencies, professionals etc.) and service providers special admin status to view and work on selected cases and records.

Add your partners/ providers.
These will be the people who carry out the work / provide a service based on a referral out from the system. They might include your own team, internal departments or external (housing office, water company, heating engineers, Age UK, NHS workers etc. ) Your partners will each have a dedicated area to view and manage the information passed on to them.

2. Create projects and forms & start recording data

Set up projects on the system by creating dedicated forms to capture data. As an example a project/form might involve a comprehensive home check for energy efficiency and safety for the elderly, or record debt and benefit information. Whatever is required your team can create new forms and edit the questions at any time. Based on these forms you can also create public website forms that residents, or your partners, can use to input data into the system. The system also allows you to create tailored feedback questions for each partner/provider.

Collect contact data from the public by phone / website forms / mobile. Create contact records and then activate the schemes/forms that apply to each resident. A contact may require one or multiple services. For example an elderly resident may require insulation improvements to their property, advice on fuel debt, debt advice and home improvements to prevent falls. Each of these requirements can be referred to a separate external partner. Contact records can be created and updated via the main admin system or by webforms you create. New contact cases can be created for each contact if they require further services at different points in time.

3. Create referrals for partners & letters and emails to contacts

Create onward referrals and manage feedback.
Once an admin user has completed a form referrals to service partners can be created and managed. These referrals can be sent out automatically or manually and at a regular time depending on your choice of settings. Partners can send back 'alerts' for priority cases and also feedback with notes and comments. Referrals are then managed allowing your team and partners to add case notes and monitor referrals as they are either completed or become overdue.

Send letters and/or emails to the contact
Origin Case allows you to create custom letters and emails to send to contacts about their case and referrals. These pull in dynamic fields from the forms and the contact record. Once a referral has been made you can communicate on an individual basis or run a mailshot of PDF letters to print.

4. Manage contact cases & report & import

Manage cases effectively with partners
Your team and selected partners can manage the status and progress of a case. Cases can be viewed and filtered in a number of ways to let you run multiple schemes and projects. Admin can view all referrals or search and view by service partner, scheme, referrals sent, due, overdue, complete etc.

Report on all key aspects of system data and import contacts
Create and run custom reports and export this information. Admin users can select the fields and order required. You can create and save any number of reports to run on the system. You can also generate CSV templates to import existing contact data in addition to creating automatic referrals by activating any number of forms/schemes.

Clients & Examples

Running Multiple Projects

These are examples of typical projects users are running on the system. Origin Case allows you to run similar, or different projects, on one single setup.

"We moved from an inflexible, out-of-date IT system to Origin Case that allowed us to change and develop forms ourselves, integrate partners and bring all of the service's work into one place which has made a big difference to the efficiency of our work" - WISH Plus team / Camden Borough Council

"Origin Case gives us a streamlined process for referring our vulnerable residents to much needed services. It is very flexible and easy to adapt to new projects" - Energy Advice Team / Islington Borough Council

Energy Efficiency Projects

Green Deal
Safe & Warm Energy
Dr in the home
Energy advice
Boiler Replacement
Fuel Switching
Eco Grants
Fuel Debt Assistance
UK Power Networks PSR
Thames Water PSR WaterSure & WaterSure Plus

Housing Projects

New Movers
Tenancy Support
Handy Person
Fire Safety Check
Home Security Checks
Heat and Condensation Checks
DFG Renovation Grants
Repairs

NICE / Health Projects

Warm Homes Healthy People (WHHP)
Eye Tests for the Household
Falls Assessment
Stop Smoking
Air Text
Alcohol Support (ICAS)
Medicine Review
Mind Enablement

General Projects

Benefit Check
Home Smart
Fit Money
Disability Action (DAII)
Community Library
Age UK Befriending
Age UK Handyperson
Age UK Money Matters
Age UK General Advice Telecare
Meals on Wheels

How much does it cost?

Origin Case is based on an annual license fee. Pricing depends on the number of core admin users, and also how many external users, partners and agencies are involved. Our pricing structure is designed to allow everyone from the smallest teams to large scale organisations to use the system . Contact us on 0333 305 2932 or at info@origincase.co.uk to find out more.

Is it right for my organisation?

Origin Case is highly configurable and flexible by design so can be used in many different ways. The system allows an organisation to create forms and surveys about any subject matter and then to manage case data internally and/or with external partners. Referrals can be made into the system in a number of ways. Referrals out are also highly configurable. We're happy to discuss all types of uses and can advise on potential solutions based on your specific requirements.

How quickly can I start using it?

Your account with Origin Case can be set up within a matter of days. Inputting your data collection forms, partners and service providers may take a little longer depending on the amount of information and your internal resources. We're happy to assist you with this part of the setup and the process and management area is very intuitive and easy to use.

Can I try it out?

Yes, we can set up a demo system for you. You'll get a better idea of how effective the system can be if we use a few actual examples of data collection, management and referral from your organisation (without using any personal contact data). We're happy to do this without any obligation. If Origin Case is the right solution for you before going live we'll provide a test system to practice and experiment with.

Is it secure?

Origin Case conforms to the very high security levels required by local government departments and borough councils. Our security is constantly evolving and subject to regular testing and upgrades in-line with best practice.

Origin Case helped Islington Energy Advice to expand their services significantly.

Achieved through efficient workflow, speed, flexibility and ease-of-use for users and partners.

Achieve more - and increase efficiency

Origin Case referral and case management system