For Family First Health, a federally qualified health center based in Pennsylvania, delivering essential care means bringing services directly to the communities that need them most. For example, Family First Health provides a school-based mobile dental program, which provides screenings, cleanings, and preventative care to children who might otherwise be unable to access dental care.
Each year, its mobile dental team visits over 50 schools across 16 districts, often serving over 1,000 patients in a single district. Before making the switch to Jotform Enterprise, its consent, enrollment, and insurance processes were entirely paper-based — and the administrative burden was becoming unsustainable.
Family First Health case study at a glance
# of students served
6,000
# of schools served
50+
# of form submissions in the first month
525
The challenge: Paper forms and data gaps
Historically, schools sent printed forms home in students’ backpacks. Once returned — often crumpled or incomplete — school nurses would scan batches of forms and send them to the Family First Health team. From there, the Family First Health team would print, re-scan, name, and upload each file individually into their patient care system, Dentrix. The process was not only time-consuming but also impacted billing accuracy and limited the ability to confirm the accuracy of information provided.
“Sometimes forms were hard to read or incomplete,” explains Nikole Tome, a school-based health center manager and project lead for the digital transition. “We wouldn’t consistently get complete insurance information. That meant we couldn’t bill for services as often, and that’s not ideal as we grow.”
Sometimes forms were hard to read or incomplete. We wouldn’t consistently get complete insurance information.
Nikole Tome, School-Based Health Center Manager, Family First Health
The team explored a couple of options for digitizing its processes: Microsoft Forms and Docusign. But they quickly realized that Microsoft Forms did not meet their needs for mobile access to forms and HIPAA compliance, and Docusign lacked the customizability that Jotform Enterprise offered.
Smart PDFs, clean data, and real-time access
From June to August, Tome led a rapid implementation process. The team tested the forms internally and with select schools, gathering feedback and optimizing the build. Training materials, including QR code flyers and guidance for school nurses, ensured a smooth rollout. Although it’s still early days, the Family First Health team is already seeing the results.
The new form went live in early August. Within the first month, they’d already received over 500 submissions. Roughly 25 percent included uploaded insurance cards, something they had never been able to collect efficiently before.
“From a data standpoint, it’s just cleaner,” says Tome. “And from a time standpoint, the real-time tracking alone is a massive improvement. We now know how many consents each school has submitted without waiting for someone to send us a batch.”
A competitive edge in school-based care
While many similar programs have moved to online forms, Family First Health’s solution now matches and in some ways exceeds competitors in the space.
“Some competitors have online registration, but Jotform Enterprise gave us the chance to customize our process in a way that works better for our staff,” says Anika Jackson, vice president of mission integration at Family First Health. “With cleaner data, better tracking, and the potential for full automation, we’re setting ourselves up to do more — and serve more families — with fewer bottlenecks.”
With cleaner data, better tracking, and the potential for full automation, we’re setting ourselves up to do more — and serve more families — with fewer bottlenecks.
Anika Jackson, Vice President of Mission Integration, Family First Health
With a successful launch behind them, the Family First Health team is exploring how Jotform Enterprise can support other areas of their organization. Even with the tight deadline to implement a new system before the start of the school year, the team is pleased with the impact Jotform Enterprise has already had.
“This was a tight timeline, and we did it,” says Tome. “I can’t say enough how user-friendly Jotform Enterprise is. It’s truly helped us work smarter.”
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1 Comment:
25 days ago
Great read! This is a powerful example of how Jotform Enterprise can transform healthcare operations. By digitizing Family First Health’s consent and insurance forms, they streamlined their process and cut way down on paperwork. The real-time tracking and cleaner data make their mobile dental program much more efficient — and that means better care for students.