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5 Essential Benefits of Case Management Software

Team Kissflow

Updated on 15 Apr 2024 4 min read

According to the National Centre for Biotechnology Information[1], case management has been used to coordinate health care and control costs for more than a century. Effective case management improves collaboration within teams. It provides real-time reporting and updates, decentralizes teams, and enhances overall efficiency1. This is particularly important for CIOs who are increasingly playing a strategic role in organizations.
However, it didn’t emerge as software until the 1990s. Only in 2008 did it first appear as a cloud-based case management program. 
So, what is case management software exactly? How far has it come in the years since casework was all handled offline?

Case Management Software

What is case management software?

Case management system software is a digital tools that allows organizations to handle case management. Case management involves keeping detailed records about a particular incident and taking all of those records through a particular path. However, unlike processes and projects, a case can be finished without having to complete the entire workflow.

Customer support tickets are a good example of cases. Each case starts with the customer’s name and their complaint. The user has to gather additional data and determine what kind of request it is and how best to handle it. Only after examination does the user know what the best set of steps will be to solve it.

Some cases can drop off immediately if the customer’s issue suddenly goes away. Other cases need to go through a full workflow before they reach their final resolution.

Business case management software facilitates all of this by capturing the information, creating the desired workflow, and giving the user the ability to control what steps are handled next. By moving the data from the filing cabinet to a form, users know that all the data is securely stored and accessible from multiple devices.

Benefits of case management software

Here are the top 5 benefits of case management software:

1. Reduced human error

When you are dealing with pen and paper, it’s hard to make sure that everything is in its proper place. Notes can get lost and documentation can be filled out incorrectly.

Case management software makes sure that all essential information is collected and works with the human managing the case to know what steps are needed. By reducing the amount of data transfers, the software ensures that information doesn’t get lost.

The best case management software completes tasks automatically. For instance, forms can be automatically generated—based on information on file—and sent to them to be signed electronically.

2. Cases can be completed from anywhere

Thanks to cloud-based case management software, you have the freedom to work outside the office. This is a feature you’ll love if your job involves a lot of traveling. Server-based systems are becoming obsolete as businesses move to the cloud.

Whether for business continuity plans or for help in managing a globally dispersed workforce, all of the essential information you need is available at any time.

3. Analysis

The top case management software doesn’t stop at helping the case move towards a resolution. It can also look at trends and help you see how well your forms and workflows function. By leveraging the right case management software, you can pinpoint unique relationships between cases. This allows you to quickly deliver compliance reports or resolve fraud cases.

The software can also generate reports, showing which efforts are paying off and which ones should be ditched. Reports that analyze employee performance allow you to evaluate their productivity.

4. Flexibility

Case management software must be extremely flexible. It should be nimble and quickly adapt to new processes. For example, if you are an estate planning lawyer, you might decide to practice a new area like social security disability. The software you use should adjust seamlessly by simply adding in a few new fields or creating a few new workflow steps.

In addition, case management software should give you the freedom to organize cases based on your criteria, not the default criteria it comes with. It should be customizable and adapt to your changing needs.

5. Security

When all your files are safe, you have peace of mind. Superior case management system software keeps all your files safe and performs data backup automatically and regularly, saving you the hassle of having to do it manually. Server-based case management software can become inaccessible or crash because of a simple thing like a power outage.

The best cloud-based case management systems backup data every few hours and partner with top hosting companies that prioritize security. Because client data is confidential, it is vital that the software is accessed only by verified users.

Dynamic case management puts users in control

Why case management software?

1. Organization

Every day, there’s a huge volume of case-related data that are generated by companies. It’s very easy to miss key pieces of information or incorrectly organize and store data. A case management system is designed to store all your data in one location that is logically segmented and easily accessible. You’ll spend very little time looking for critical information as tasks, lists, notes, descriptions, and deadlines are unified and not fragmented.

2. Increased productivity

Enhanced productivity results in higher profits. When you invest in a case management program, you’re investing in the future. Since the software streamlines a variety of functions, it frees up valuable time you can dedicate to marketing and client retention to improve your company’s bottom line.

A case management system helps with client retention by boosting customer satisfaction. It ensures that all your clients have a great experience every time by updating communications, reminding you of tasks, and ensuring you meet deadlines. Nothing falls through the cracks.

3. Centralization

You may have worked tirelessly to create a case management system that works perfectly for your company. But what happens when you hire new personnel or when a crucial employee is away on vacation? Does everything fall apart? Case management system software centralizes all data, allowing users to retrieve and upload information from a single source. This maximizes efficiency.

The best case management systems are simple enough to allow people to use them effectively. They come with top-notch training and customer support for quick learning and implementation.

The cost of case management software

The pricing models and prices of case management systems vary widely. There’s some free and open-source management software, but not a lot.

There are basically two pricing models: monthly and one-off. For the first option, prices range between $10/user and go quickly up from there. Licensed, on-premise case management software can easily start at $10,000 and beyond.

The takeaway

Kissflow is a low-code platform that helps in the comprehensive case management system.

Firstly, it allows users to take full control of workflows, even those that are unpredictable, offering agile case management1. This flexibility speeds up case resolution, improves customer service, and fosters team collaboration.

Secondly, Kissflow's cloud document management securely stores all case data, client information, and internal documents, maintaining transparency in all processes. Such transparency can change an organization by providing strong and flexible case management.

Moreover, it helps businesses collect information and conduct thorough investigations, turning complex problems into manageable workflows.

In healthcare, an automated case management solution like Kissflow promotes faster and more efficient case escalations.

Finally, Kissflow provides improved and personalized customer care through its case management systems and eliminates the need for external help, as organizations can customize the system based on their operational needs.
Case Management