Streamlining RFPs: How A&I Avenues Used Wayfinder to Increase Client Placement by 100% and Boost Provider RFP Responses by 1,200%
Discover how Wayfinder helped A&I Avenues simplify their RFP process for case managers and over 400 providers in their catchment area.
A&I Avenues is a Case Management Agency (CMA) supporting approximately 5,000 individuals with disabilities in Boulder, Broomfield, and Gilpin counties.
Wayfinder's Provider Directory product, launched with A&I Avenues in March 2022, has helped their case managers connect clients to high-quality provider agencies.
The Challenge
In early 2023, A&I Avenues' case management team approached Wayfinder with several RFP-specific challenges:
Fragmented Tools
The team was using various tools, including email, spreadsheets, and third-party Electronic Health Record (EHR) software, to manage RFPs, which required significant technical overhead and constant switching between systems.
Low Response Rate
The list of provider agencies' contact information was outdated and hard to maintain. The Lead Case Manager had to manually email RFPs to provider agencies, which was time-consuming, and the application process for providers was not standardized.
Manual Data Entry
Tracking RFP outcomes required manual data entry into shared spreadsheets, maintained by the IT team. Busy case managers often could not find time to input data, resulting in inconsistent and inaccurate records.
Inbox Overload
Providers submitted RFP applications via email to the lead case manager, who then forwarded them to others. This led to inbox overload and no centralized place to view all RFP responses, causing delays in sharing responses with clients and their families, which affected timely care.
"We needed to simplify and streamline this process because in the end, clients were suffering.
— Jenna Corder, Director of Client Relations
The Results
In early May, Wayfinder implemented its RFP management and analytics tools for A&I Avenues.
The results were immediate:
Higher Successful Placement Rate
Within six months, the RFP placement rate increased by over 100%, connecting many more clients to high-quality care that meets their needs.
Increased RFP Response Rate
Within six months, the response rate to RFPs rose by 1,200%, providing A&I Avenues' clients with significantly more options.
Active Provider Participation
Over 50% of Colorado's Provider Agencies (PASAs) are now active on Wayfinder, with provider information updated weekly to ensure accuracy and relevance.
Lower Email Bounce Rate
The RFP email notification bounce rate dropped to less than 0.25%, indicating more effective communication through accurate provider contact information.
High RFP Engagement
Each of A&I Avenues' RFPs receive over 250 views on average, indicating high engagement from providers. A&I Avenues currently utilizes 401 providers across all Medicaid services.
Real-Time Analytics
The analytics dashboard updates automatically, allowing A&I Avenues to monitor the impact of their RFPs in real-time, as well as track active providers, requested services, and waivers.
Inbox Management
Case managers can now fine-tune their notification settings to reduce inbox clutter, with all RFP-related communication centralized on the platform.
Unified System
The adoption of a unified system has streamlined RFP management processes, reducing reliance on fragmented tools.
"No one else builds technology for us [case managers]...we are truly loving Wayfinder."
— Emily Haley, Lead Case Manager
Conclusion
Wayfinder's RFP management solution has not only increased efficiency but also empowered A&I Avenues to provide better and more timely care for their clients.
Take the Next Step with Wayfinder
Ready to streamline your RFP management and improve operational efficiency? Discover how Wayfinder's innovative solutions can transform your organization just like it did for A&I Avenues.
Contact us today to schedule a demo and see how we can help you achieve remarkable results.