The Case Management Overview – A Complete Walkthrough
- What is case management?
- Adaptive Case Management vs. Dynamic Case Management
- How does case management work?
- Benefits of case management
- Use cases for case management
- Elements in a case management workflow and framework
- Why should organizations use case management?
- Is it time to switch to case management for your team?
Case management is alive and active in industries all around the world. Medical professionals use it to plan, process, and monitor healthcare services. In legal management, it is used to keep track of legal cases and optimize client services.
Whatever the industry, case management generally has the following characteristics:
- It has a defined goal.
- It has a clear beginning and end.
- It involves a non-routine and unpredictable course of action.
- It consists of gathering information from many different sources.
- It requires the presence of a case manager to coordinate all processes.
- It requires human judgment when deciding the next course of action.
In this article, we will focus on the use of case management in business and information management. Here’s a walkthrough of case management in this context.
What is case management?
Case management is the work involved in the processing of data and procedures that are relevant to the resolution of a case.
A case can be various issues depending on what service or product a business provides. It can be a service request that must be met, an issue that needs to be resolved, or an investigation that must be conducted. It can include contracts, claims, communications, reports, and other documents.
Case management provides a dynamic structure for executing non-routine unpredictable business processes that require coordination of multiple tasks and complex decision-making.
Although case management definition might vary from one industry to another, it is widely accepted as a method of processing information and actions through a combination of electronic workflow and profound human thinking.
Adaptive Case Management vs. Dynamic Case Management
Within case management, you will often see the terms adaptive case management (ACM) and dynamic case management (DCM). These two terms are very similar and for the most part mean exactly the same thing. Both describe a case management system that keeps the user in charge, but lets the system work with the user to determine the correct path in the workflow. Dynamic case management takes advantage of events that occur in the middle of the workflow to recommend or make changes in how the case is handled. Adaptive case management might also examine how cases were handled previously by a user and make a decision based on that information.
How does case management work?
Case management brings together different interfaces using management tools. It allows workflows and tasks to be acted on from a single user-friendly interface. There are several case management software solutions available for businesses. These enable businesses to manage unpredictable information-centric work.
The case management process provides a complete view of the information. Logging activities, delegating tasks, and scheduling events can be done in just one network.
It increases productivity by empowering employees to manage cases more efficiently. Dashboards can be used to show reports and case histories. These dashboards also allow for better collaboration that can lead to faster resolution of issues.
Even if activities occur in an unpredictable order, a case management system can sort it and run it through the appropriate channels. A case manager or worker makes this possible by selecting the most suitable process after an event is recorded.
What are the benefits of case management?
Case management enables businesses to make the right decisions that deliver optimal solutions to complex issues in the fastest possible time. Among its many benefits are:
1. Decreased paperwork
Since all information and content are gathered and stored digitally, paper-based work is eliminated or, at the least, significantly decreased.
2. Less use of spreadsheets
Case management does away with confusing spreadsheets. All information is organized and managed in a user-friendly interface.
3. Quick access to information
An integrated system speeds up searching for information needed to resolve a case.
4. Effective collaboration
Having a single interface where all information can be easily accessed facilitates fast and seamless team collaboration.
5. Efficient resolution of cases
A case management framework provides one solution to handle multiple cases. This increases productivity and efficiency.
6. Increased transparency
Its workflow elements give rise to increased transparency in all processes.
7. Better record-keeping
Case management tools can keep a history of all case-related content, process events, and collaborations.
8. Expeditious reports through audit trails
With a comprehensive record of all processes and information, case management allows for faster reporting of trends, metrics, and analytics.
9. Personalized customer care
Customers are provided a more personalized experienced through analytics, live chat software, or messaging apps. Customer profiles can easily be pulled out so customer service reps can properly address the needs of the customer.
10. Self Service Portal
Some case management systems can be used to provide customers self-service portals that empower them to resolve issues on their own.
What are some use cases for case management?
The case management approach is applicable in many work patterns. Among these are customer relationship management, investigative case management, service request management, and incident management.
It can be used to manage both business use cases and system use cases. Either way, it optimizes the way an organization conducts its business processes. Modern organizations can use case management workflow technology to become even more efficient in how they track these situations as well.
Here are some more common case management examples:
Tickets are assigned quickly and properly tracked for responsive solutions.
A central hub is created to handle customer questions and allow multiple personnel to respond without creating confusion.
3. Claim processing
Claims are processed and resolved without delay. Reports are also automatically generated for quick analysis.
4. Service requests
Service requests can be accessed with ease, and smart alerts are sent to concerned people.
5. Customer onboarding
Customer onboarding is expedited through flexible but structured onboarding process routes.
6. Customer interaction
Customer engagement is tracked, and their experience is improved to increase satisfaction and retention.
7. IT service desk
Requests are systematically stored, managed, assigned, and fulfilled.
8. Lost and found
Establishments can design structured methods to retrieve and return lost items promptly.
9. Facilities services
Requests are managed and assigned methodically to ensure that nothing is overlooked.
10. Bug tracking
Instant access to every bug status and priority is provided to authorized personnel.
11. Candidate assessment
Case managers can easily sort through and assess multiple candidates to streamline the hiring process.
What are some common elements in a case management workflow and framework?
A case management framework consists of what case managers need to know to effectively address the needs of their customers and bolster their support systems. Since each business is unique, the workflow and framework for each one should also be tailored to suit an organization’s needs and processes.
Case management software systems are highly flexible and customizable. This dynamic and adaptable structure allows businesses to coordinate multiple tasks throughout a series of complex processes.
Although frameworks vary depending on the needs of a business, there are key features in a case management workflow. Among them are:
1. Information gathering and organization
Information from various sources are collected, sorted, and organized either in a single database or in an integrated system of file storage.
2. Collaboration on a centralized interface
All information is made accessible in a user-friendly interface. This is where all elements are tied together. Knowledge workers check the status of issues, pulls out all pertinent information, and process them.
3. Decision making
Once information is processed, the personnel involved decides on the best course of action. Decisions can be based on automated rules or more on critical thinking.
Every action taken to resolve an issue is tracked for audit and compliance purposes. This makes it easier for both end-users and managers to understand the case history.
Why should organizations use case management?
If you already have process and project management, you might think, “Why case management too?” Case management is essential in the successful resolution of cases. By integrating data, processes, social collaboration, and content management, reasonable decisions can be made faster.
Aside from that, there are other considerable benefits that using case management processes brings to businesses including:
A better understanding of customers
Customer profiles and interactions can be viewed and analyzed using a case management system. This helps provide exceptional customer service and identify opportunities for improvement in customer engagement.
Quicker resolution of issues
Business productivity is significantly increased when issues are resolved immediately. Case management systems allow businesses to cruise through cases, improving their efficiency and increasing customer satisfaction.
Greater employee productivity and efficiency
Case management systems are usually cloud-based. This allows more mobility as users and managers can access the system wherever they are.
Case management can also be used to gather demographic information, business trends, and other analytics that can help improve business strategies to boost productivity and overall business growth.
Big companies often use powerful management tools and suites. These platforms enable multiple build teams, customized portals and user interface, advanced integration, scalability, and other advanced features. They allow full automation of workflow processes. However, they usually require a hefty investment in hardware and administration.
Smaller companies can avoid being overwhelmed by such big platforms by using more manageable tools such as Kissflow.
SaaS workflow automation tools like Kissflow Case Management contain enough workflow apps to streamline the processes of small businesses. Moreover, they are cloud-hosted and do not require additional investment in hardware. They also reduce additional costs that may be required when hiring new system administrators.
Whatever the size of an organization, case management enables knowledge workers to provide the best possible services to clients.
Is it time to switch to case management for your team?
Case management is a must for modern businesses. With more industries relying on technology, business processes are all becoming digital.
Effective case management can increase business productivity by equipping you with tools to make better decisions. It can foster team collaboration, expedite resolution of issues, and enhance customer service. By following case management best practices, you can see a huge bump in the benefits gained.
Spreadsheets and endless exchanges of emails as business solutions will soon be obsolete. Be ready to face new industry challenges by ensuring that you have the best possible case management framework in place.