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7 Must-Have Case Management System Features

by Trevor Norkey 1 min read
Working in the human services sector can be complicated and overwhelming, which is why many organizations use case management systems. These platforms and apps help improve case management practices by compiling information and automating responsibilities. This gives caseworkers more time to focus on their clients' needs and other business processes.

7 Essential Case Management System Features

Working in the human services sector can be complicated and overwhelming, which is why many organizations use case management systems. These platforms and apps help improve case management practices by compiling information and automating responsibilities. This gives caseworkers more time to focus on their clients' needs and other business processes. 

When deciding on the software, you should consider key case management system features, such as communication and storage capabilities. Additionally, you should double-check its dependability to ensure lagging notifications and cybersecurity threats won't set you back. Continue reading to answer the question, "What is case management software?" and learn how its key features can help you. 

The Role of Case Management Systems in Streamlining Processes

Platforms such as Casebook simplify and often accelerate management processes by automating tasks, facilitating communication, and providing real-time updates. Nonprofit organizations that use these key features can deliver better and faster customer service by simplifying clients' duties and letting workers focus on case details. 

Case management system features have now replaced many social work tasks, including:

  • Compiling and filing case data
  • Double-entering clients' forms
  • Creating customized forms and paperwork
  • Checking insurance and licensing progress
  • Scheduling appointments and service requests
  • Sending appointment reminders
  • Identifying entry errors

Core Functionalities for Effective Case Management Systems

While every platform's abilities vary, many management tools utilize similar functionalities, such as workflow automation and messaging tools. Which key features you prioritize will depend on your organization's needs. However, there are a few capabilities that efficient and reliable management software cannot function without. Below are the seven most significant case management system features to look for. 

1. Intuitive User Interface

A high-quality user interface should comprehensively communicate to all parties everything they need to know, from your end to the client's. On the case manager's side, the interface should simplify their workflow, such as by listing current tasks and compiling all relevant case details. On the client's side, the platform should be digestible and easy to use so they can schedule appointments, complete documents, and add signatures without technical help.

A platform or app's dashboard is usually the first page you see when opening it and should clearly display the tabs, data, and progress details for your cases. Quality case management dashboards often include:

  • Number of active cases
  • Current and overdue tasks
  • "Create new task" options
  • Case updates, such as provider approval
  • Pending reports
  • Pending applications
  • Appointment calendar

2. Robust Client Data Management

Managing data is arguably the most essential duty of case management systems, enabling caseworkers to access intake notes, client details, and other files with ease. Efficient data management is especially vital for hybrid work environments by allowing staff to complete more work away from their desk. Additionally, it simplifies supervision by leadership by making all applicable case details easily accessible when evaluating teams. 

Platforms that automate data are especially beneficial during the intake process, letting you seamlessly migrate a client's records to their current case. Plus, any digital forms or intake notes completed during the process automatically integrate within the case file for easy access later.

Systems that use secure permission models make data management more efficient by limiting who has access to case files. Case administrators can assign permissions to specific caseworkers, streamlining file sharing and ensuring no one else can access clients' data.

3. Workflow Automation

For many years, administrative tasks such as scheduling and double-entering forms have dominated much of business process management. Today, management solutions have simplified the amount of "busy work" thrown on social workers and other health professionals. Forms can be completed digitally and automatically added to the client's file, saving you multiple steps so you can focus solely on what matters.

This workflow automation improves efficiency and peace of mind, decreasing the amount of work needed from staff. With more room in their workday, case workers may take on more cases, give their clients more attention, or take back the 15-minute breaks that were gradually replaced with paperwork. 

Many management tools use similar automation features, such as digital forms, calendars, and online storage, though not every platform suits every organization. Casebook's Track feature simplifies the finer steps of case management by automatically updating tasks, documents, and licensing. This way, social workers can act the moment a case is ready to move to the next step.

4. Secure Data Storage and HIPAA Compliance

Securely storing and protecting clients' personal data is essential to health case management. Through the management process, clients share their family details, Social Security numbers, and other confidential information. When misused or accessed due to improper cybersecurity, this data could create financial and safety risks for clients. Additionally, mishandled data violates the Health Insurance Portability and Accountability Act (HIPAA) and the Family Educational Rights and Privacy Act (FERPA). 

Online cloud storage is one of the most efficient ways to store and access clients' cases, but it puts them at a greater risk of cyber attacks. Additionally, with communication primarily conducted online, clients and case managers are more likely to accidentally send personal information over email or other unsecured platforms. 

Because of these risks, it's crucial for case management system features to include thorough cybersecurity. For instance, Casebook utilizes three-tier security that strengthens its applications, storage cloud, and permission model. These multiple layers keep clients' data dependably protected from cyber attackers and ensure you stay compliant with HIPAA, FERPA, and other confidentiality standards.

5. Real-Time Interaction and Updates

These platform's most significant benefit is their ability to speed up case management processes by automating data and easing the workflow. With fewer administrative tasks, caseworkers can give clients the help they need sooner, though technical issues and lags can occur.

When selecting a human services software to work with, you should choose one with real-time updates and interactions. These key features notify case managers as soon as tasks are completed, such as when clients submit forms or an insurance provider sends approval. In doing so, they enable workers to move to a case's next tasks as soon as they're ready, significantly cutting down on intake wait times.

Real-time case updates are also beneficial for effective collaboration, allowing case workers to share important files with each other or with leadership as necessary. This way, you don't have to wait for a lag delay when changing file permissions, and you avoid the cybersecurity risks of sending files over email. 

6. Integrated Communication Tools

By combining all messaging and scheduling in one platform, management tools with integrated communication can simplify case processes for both clients and workers. Platforms such as Casebook allow clients to ask questions, reschedule appointments, submit documents, and more, all from the website or app. Plus, they can select their preferred contact method, such as phone calls or emails, to be reached more efficiently.

For caseworkers, integrated communication helps when reviewing case management plans. Instead of filtering through email and text inboxes, you can find all of a client's messages and appointment notes within one interface. This ensures no messages are missed and maintains a thorough paper trail moving forward, such as for incident management. The Casebook app will even notify you about new messages and case updates based on your user settings. 

7. Reporting and Analytics

Reporting and analytics are key case management system features, helping you create efficient resolutions and care plans based on all available data. A platform's analytics shouldn't be the dominant influence when determining management models. However, dependable analyses are often beneficial for larger files, newer clients, and complicated cases. They can also help you avoid bias and human error. 

For the sake of reliability, you should use a case management system with robust reporting features. Casebook's reporting process quickly compiles all relevant client information into easy-to-read reports that meet industry standards. By automatically adapting client files into digestible reports, you can skip many administrative tasks and gauge your case's information more clearly. These reports are also beneficial for collaborating, sharing case details, and tracking progress. 

Factors To Consider When Selecting a Case Management System

When deciding on case management software, you should first consider your organization's needs. For instance, how is the quality of communication between staff and clients, and where do filing mistakes happen most often? Some platforms specialize in more integrated and user-friendly communication, while others provide better automation around the board.

Before investing in a case management system, research the following factors:

  • Efficiency
  • Reporting and analytical functions
  • Communication capabilities
  • Client-friendliness
  • Cloud storage options
  • Storage restrictions
  • Cybersecurity
  • Customer and client reviews
  • Value and cost

Choose a Case Management System Configurable to Your Needs

Utilizing the right case management system for your organization's needs can help you improve efficiency, response times, and customer satisfaction. Casebook's key features are thoroughly developed to assist you along all steps of your management services, from intake to goal completion. Get a demo today to learn how Casebook can streamline your case management processes. 

Discover the Transformative Power Casebook Can Provide to Your Organization

Trevor Norkey