Increasing efficiency of Community Chaplain Response Team

Quick Stats

• Previously tried to manage everything with Excel
• Save 80 minutes on the intake of each new person they serve (from an hour and a half down to 5-10 minutes)
• 50-60 phone calls a week saved amongst team members by using the mobile app and Notes
• Faster, more detailed preparation for meeting with clients
• Better support for mentors working with clients
• Nobody falls through the cracks
• Customizability of the program allows CCRT to easily make Servant Keeper fit their ministry, without spending hours on the phone trying to make changes.

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“I love the Servant Keeper platform. It blesses our ministry in what we do.”

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The Community Chaplain Response Team supports local first responder chaplains with supplies, training, and emotional and spiritual care while these chaplains serve first responders and citizens. As part of this ministry, they directly serve those convicted of crimes to help reduce recidivism. This effort requires mentors to have regular meetings with clients.

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Previously, Larry Alexander (L.A.) of the CCRT was using Excel and paper intake forms, and a lot of phone calls and emails to track new clients, take notes on meetings, and collaborate with mentors about their clients. Intake of clients would take up to an hour and half.

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Then, he found Servant Keeper.

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“I love the Servant Keeper program. We can make it moldable to who we are as an organization. We changed the criteria on the profile to meet our needs. We work with people in jails to reduce recidivism, so we needed it set up to ask things like: do you have an attorney, when is your release date, are you a veteran, do you need a driver’s license or food stamps, what is your drug of choice?”

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Because L.A. was able to customize the program, he was able to eliminate the need to track this information in Excel, or on a paper intake form. Not only did this reduce the time it takes to process an intake down from an hour and a half to 5-10 minutes, but it also helped to make the data tracked more consistent and complete on each record.

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More consistent data entered in 5-10 minutes keeps the ministry’s workers more flexible and better prepared to serve each new client they meet.

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L.A. also loved that customizing Servant Keeper to their ministry can be done quickly and easily. The initial set up was quick, and even today, as team members make recommendations for other information the ministry should track, he is able to make changes going forward. As the ministry and its needs change, so can Servant Keeper.

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Because a lot of the ministry work is done away from the office, mentors need a tool that allows them to serve others on the go. The mobile ministry app takes the mentors confidently into meetings wherever they take place be it in a jail or in a coffee shop.

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Mentors can not only pull up profile information, but also notes from all past interactions with a client. This helps them stay more fluid and ready to respond to specific needs, know what kind of support they may need from L.A. when they go into the meeting, get a feel for how past interactions with other team members have gone and more. Previously, they would have communicated how these interactions went via phone, and L.A. estimates that this new system for notetaking saves him and his team roughly 40-50 phone calls a day. As soon as mentors enter the notes, L.A. is able to pull those notes up back at the office so he is prepared to support the mentor when they return.

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Servant Keeper helps the team to stay on track financially as well. They’re able to track all the gifts that come into the ministry, pull reports, and easily see trends month to month and year over year. Previously, this is something else they tried to do with Excel, which required using complicated formulas. Now they save hours each month by being able to just pull up the data they need.

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“I just love the program! I think without a doubt this program would benefit community corrections and services.”

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