The intake process at GGZ inGeest was slow, fragmented, and highly manual. Referral forms arrived through multiple channels and had to be processed by hand, resulting in delays, inconsistent data, and a higher risk of errors. Because there was no central overview of incoming referrals or available intake slots, planning was inefficient and coordination between departments was challenging. Client information was scattered across systems, making it difficult to maintain oversight and ensure a smooth end-to-end intake flow.
Business Need: The intake process at GGZ inGeest was slow, fragmented, and highly manual. Referral forms arrived through multiple channels and had to be processed by hand, resulting in delays, inconsistent data, and a higher risk of errors. Because there was no central overview of incoming referrals or available intake slots, planning was inefficient and coordination between departments was challenging. Client information was scattered across systems, making it difficult to maintain oversight and ensure a smooth end-to-end intake flow.
Solution: A dedicated intake application was introduced to digitise and streamline the entire process. Referral forms are automatically linked to the correct care unit, and all client information is stored and maintained centrally. The application provides real-time visibility into intake progress, enabling staff to track each step of the process from referral to scheduling. Clients can easily be assigned to available intake slots, with full visibility of the responsible clinician. By reducing manual work and consolidating data in one place, the application enables faster decision-making and smoother client onboarding.
Results: Accelerated intake process, with less manual handling and fewer errors. Centralised client information, ensuring data consistency and improving accessibility for all stakeholders. Real-time tracking of the entire intake workflow within a single application. More efficient scheduling, with clients easily planned into available intake slots and clear visibility of the assigned clinician. Improved collaboration across departments through shared insights and a unified workflow. Higher capacity and throughput, enabled by streamlined processes and reduced administrative burden. Enhanced client experience, thanks to faster processing and smoother routing from referral to intake.