The challenge with managing accommodations the traditional way
Managing workplace accommodations traditionally involves numerous manual steps, whether handled in-house or by an outsourced provider. This often leads to slow, inconsistent processes fraught with compliance risks. Employees face frustration, and employers face potential liability. Disclo transforms this cumbersome workflow into a streamlined, compliant, and efficient co-sourced experience.
Traditional
(Insourced or outsourced)
Disclo Platform
(Co-sourced)
Here’s a step-by-step look at the actions required in a traditional process during the stages of an accommodation request versus the streamlined approach with Disclo:
Request Initiation
Stage 1
TRADITIONAL PROCESS
Days
Receive request via email, form, or verbally
Manually log request details into a tracker (spreadsheet, HRIS notes, ticketing software, etc.)
Manually track the status of the request intake
Draft and send acknowledgement of receipt
Follow up manually if initial information is missing
File initial request documentation
DISCLO PROCESS
Minutes
Employee or Employer submits request via guided online portal
Request details automatically logged and centralized
Automated acknowledgement sent instantly
Interactive Process
Stage 2
TRADITIONAL PROCESS
Weeks
Manually schedule meetings/calls between stakeholders
Communicate via scattered emails, phone calls, or meetings
Take notes during discussions
Manually document conversation summaries after the fact
Store notes and communication records in separate locations (email folders, shared drives, physical files)
Manually track conversation history and next steps
DISCLO PROCESS
Days
Utilize centralized, secure communication log within the platform
Send automated reminders and notifications for follow-ups
Generate a clear, documented, time-stamped trail of all interactions automatically
Medical Verification
Stage 3
TRADITIONAL PROCESS
Months
Identify and locate the correct, compliant medical certification forms
Manually send forms to the employee or healthcare provider (via email/mail)
Track receipt and return status of forms manually
Manually follow up (chase) employee and provider for form completion/return
Receive and manually review submitted medical information
Assess sufficiency and compliance of information internally
Handle and store sensitive Protected Health Information (PHI) manually
DISCLO PROCESS
Days - Weeks
Initiate process with a simple "Request Verification" click
Disclo manages secure form distribution, provider outreach, validation, and all follow-ups
Disclo's experts review for compliance (HIPAA, ADA, SOC 2) and sufficiency
Receive compliant, validated medical information directly within the platform
Decision Making
Stage 4
TRADITIONAL PROCESS
Days
Manually gather and compile all case information (request, notes, emails, medical docs)
Review information scattered across different records/systems
Route decision documentation for internal approvals manually (if required)
Manually document the final decision and rationale (often in separate emails or memos)
File decision documentation
DISCLO PROCESS
Hours
Make informed decisions quickly with complete context
Access all request details, communications, documents, and verification info centrally
Leverage optional embedded expert guidance for complex cases
Document the decision and rationale clearly within the platform's audit trail
Implementation
Stage 5
TRADITIONAL PROCESS
Days
Manually draft the accommodation plan details (often in a Word doc or email)
Communicate the plan details to relevant parties via email or meetings
Assign implementation tasks verbally or via email
Track completion of different implementation steps manually (e.g., reminders, checklists)
Manually follow up with assignees to make sure tasks are done
Document plan execution separately
DISCLO PROCESS
Hours - Days
Create, document, and share the official accommodation plan within the platform
Assign implementation tasks and deadlines easily to stakeholders
Automated reminders for accountability and follow-through
Track task completion and overall plan implementation centrally
Follow-up & Monitoring
Stage 6
TRADITIONAL PROCESS
Ad-hoc / Missed
Manually schedule or remember to conduct check-ins with the employee/manager
Conduct follow-up meetings or calls (often inconsistently)
Manually take notes during check-ins (if they occur)
Subjectively assess accommodation effectiveness based on feedback
Store check-in notes separately (if documented at all)
Lack systematic data on accommodation effectiveness over time
DISCLO PROCESS
Automated
System schedules automated, periodic check-ins
Employee feedback regarding effectiveness logged centrally via platform prompts
Provides clear data for reporting, trend analysis, and verifying ongoing effectiveness
Maintains a documented trail of ongoing support and assessment
Key Disclo advantages
Partnering with Disclo provides significant benefits beyond just streamlining steps:
Expert guidance on-demand: Access embedded support and specialized expertise throughout the process, especially for complex or nuanced accommodation situations.
Robust audit trail: Automatically maintain a complete, centralized, and time-stamped record of every request, communication, decision, and action for simplified reporting and enhanced legal defensibility.
Compliant medical verification: Confidently offload the administrative burden and compliance risk associated with requesting, collecting, and validating necessary medical information (HIPAA, ADA, SOC 2 secure).
Automation of manual tasks: Eliminate time spent on administrative work like sending reminders, chasing forms, manual data entry, and tracking deadlines, freeing up HR and management resources.
Built-in compliance guardrails: Navigate the complexities of ADA/EEOC regulations more easily with automated checks, standardized workflows, and best-practice processes embedded in the platform.
Consistency and standardization: Guarantee every accommodation request is handled consistently and equitably according to established best practices and legal requirements.
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Our patented software is the only end-to-end solution that streamlines the accommodations process for companies of all sizes.
