Sometimes it seems like every tech company out there is creating new software targeted at the social service sector. While it’s nice to see the industry attracting so much interest, it can also be a tremendous waste of your valuable time trying to weed through all of the options.

Keep reading to find out why trends in the non profit sector are being influenced by the software industry and how to find the software for social workers that will be the most valuable to your organization.

The New Social Work Landscape

The developments in software systems and the constant creation of new tools are enabling organizations to examine results and outcomes in a much more efficient manner. This has resulted in a shift towards a more evidenced-based practice across the whole sector. No longer do social workers have to find themselves surrounded by stacks and stacks of papers and folders containing all of their important case management information.

Of course, when it comes to software for social workers, it all depends on what you’re seeking to accomplish. Choosing the wrong one can lead to more frustration and even put your organization at a disadvantage when applying for funding if the data required cannot be properly extracted.

Software should enable those of us in the social services to do more with less, not the other way around. Therefore, it is important to make sure that the solution you select is a good fit for your needs; seamless integration with your workflow is essential for success.

Benefits of Finding the Right Software Solution

Here are just some of the basic benefits many individuals and organizations have found after implementing new software for social workers:

• Simplified intake process
• Increased organizational abilities
• Ability to easily pull data to examine new hypothesis
• Ability to see trends and correlations between cases
• Ease of collaboration and sharing
• More attractive to funding due to increased reporting capabilities

What to Look for in Software for Social Workers

So now that you understand the incredible power that can be harnessed by having the right software, let’s talk about some of the practical considerations to consider before your organization starts shopping.

• How flexible/customizable does the solution need to be?
• Who will do the customizing?
• How robust are the reporting features?
• How will this product fit into our current workflow and processes?
• What parts of our current workflow will need to change as we implement this product?

Obviously this is only a surface list, but in the excitement surrounding the whole concept of obtaining software for social workers, it is easy to forget that there are plenty of options and there is no need to settle for something that does not meet your needs.

Conclusion

There is no reason to be without software for social workers in this day and age when the right systems can serve to greatly enhance the quality of your efforts. With a software program like Social Solutions ETO software, the stacks of files and papers can become a thing from the past. Just make sure to do the research and find the software for social workers solution that is the best fit for you, your organization and your clients.

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According to Pennsylvania’s Health Information website, targeted case management (TCM) is any “direct assistance to adult and children consumers of the behavioral health system, including problem resolution, advocacy and referral to other appropriate services.”

Are you thinking what I’m thinking?

That definition sounds very much like the definition of general case management.

Medicaid, on the other hand, uses this term in a completely different manner. In a Congressional Research Service report on the Medicaid Targeted Case Management (TCM) benefits, it is clarified thus:

Case management services assist Medicaid beneficiaries in obtaining needed medical and related services. Targeted Case Management (TCM) refers to case management for specific Medicaid beneficiary groups or for individuals who reside in state-designated geographic areas.

So essentially, at least when used by Medicaid, TCM has to do with providing case management services to specific “target” populations. When used by other organizations, however, targeted case management is often used to indicate personalized case management or just used as an alternative name for general case management services.

Why Does Targeted Case Management Matter?

Whether the phrase refers to targeting individuals or populations is less important than the fact that this is part of the personalized medicine revolution that is going on in society today.

Social services providers at all levels are starting to recognize that a one-size-fits-all case management solution is outdated. Instead, by using targeted case management, case managers are starting to think in terms of solutions that are specific to the needs of the individual or group they are serving.

Benefits of Personalized Case Management

• Provides case management processes and solutions that are appropriate for the patient
• Allows for integration of the needs of individuals
• Enables modifications based on outcomes analysis
• Creates program flexibility
• Gives case managers greater creative control over their process

Tools for Crafting a Targeted Approach

Of course, this level of highly personalized case management would not be possible without the new software tools that enable care providers to more easily manage their case management data.

Having a solution in place, such as Social Solutions ETO software, makes it possible to streamline the management of information regarding program participants and efforts made.

When gathered over the course of a given period, data can display trends and highlight information that can be applied to enhance the success of organizational missions. Furthermore, very specific data can now be gathered which can greatly increase the chances for success of any individual program participant.

Without these new tools, case management service providers would simply not have enough data to be able to effectively customize their approaches while still guaranteeing outcomes.

Conclusion

The world of case management is changing, and the shift towards an outcomes-based approach means that personalizing case management services is becoming more important than ever. By personalizing the inputs to the needs of the individual or population who is being served, the outputs can be greatly improved, resulting in better services across the board. It is no longer enough for a one-size-fits-all case management solution. In the 21^st century, targeted case management is the name of the game.

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When we think of grants, we usually envision foundations and funders bestowing large sums of money on worthwhile organizations which the organization can then channel into improving their programs. And we usually believe that the more, the merrier when it comes to funds – the more funds an organizations receives, the better able they are to execute their mission… right? Unfortunately this is not often the case.

According to a recent Rand Corporation study, compliance-related tasks related to receiving non profit grants can take away up to 44% of an organization’s time, limiting the amount they have left to spend on fulfilling their mission and the ultimate purpose of the grant.  (A summary of the study can be found here.)

This may sound like a catch-22 for grantmakers and funding organizations, but it does not have to be. When organizations have the right tools and systems in place, including appropriate grantee software, non profit grants can be used more effectively, leaving more time available to focus on delivery of services and quality improvement. Keep reading to learn how other organizations have handled this issue.

What Time Sinks Do Grantee Organizations Face?

If 44% of an organization’s time is being expended on grant management activities that do not directly relate to program delivery, it is important to understand what those activities are. As it turns out, much of this 44% is comprised of activities related to client tracking and gathering evidence in order to prove the effectiveness of the funding. Since most funders have their own standards for reporting on non profit grants, organizations which receive funding from a variety of sources often have a more difficult job compiling the various data needed for each funder.

However, modern technology offers great tools that enable organizations to handle a lot of these processes while cutting down on the administrative hassle. It is possible to find an integrated client tracking solution which can help with cost containment and save the organization large amounts of its valuable time.

What Kind of Solutions?

Non profit performance management software, such as Social Solutions ETO software, can help organizations effectively manage the non profit grants they receive. Using one of the Social Solutions systems can enable your organization to spend its time focused on quality improvement while easily tracking the metrics and information required by grant-making organizations and foundations. This kind of reporting capacity is incredibly attractive to funders and not only can increase efficiency but can help attract new funders as well.

How Can a Software Solution Help Manage My Non Profit Grants?

A good technology-driven solution, such as Social Solutions ETO software will:

• Streamline the management of information regarding program participants/efforts
• Simplify the process of outcomes assessment for non profit grants
• Recognize a higher level of accountability
• Conserve resources and unify collective efforts
• Boost grantee capacity and impact

How Do I Learn More?

Need a demonstration of one or all of the Social Solutions products so you can see firsthand how they can help your organization? No problem. Whichever program you are interested in, there is a video demonstration ready and waiting.

Conclusion

Funders provide non profit grants so that organizations can use the money towards fulfilling their mission. However, funders also need relevant outcomes data so they know their grants are being put to good use. Previously, organizations were spending up to 44% of their time trying to track the appropriate metrics for their funders. This is no longer necessary thanks to the advent of tools and systems like Social Solutions ETO software that help social service organizations be more effective with their client tracking and outcomes reporting.

This is a win-win situation. The more funders and grant-making organizations are able to understand this process and help their grantees acquire the appropriate tools, the more of their funds will be put to the use for which they are intended.

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Social work case management is a particularly challenging field. It requires as understanding of many different types of case management all rolled together in one. As a result, many social workers complain about the amount of time they have to spend properly handling the documentation and management of their cases, and they lament how this takes them away from spending adequate time with their clients. As a result, this can be an incredibly frustrating model under which to operate.

However, with the advent of new programs and services to help ease the burden of client tracking, social work case management no longer has to be so challenging. Read on to learn how you can integrate a new system in order to lighten your case management load this year.

Social Work Case Management: An Overview

Social workers have a tremendous challenge because they have to handle their clients’ cases across a wide array of services, often acting as the point person for a dozen or more different service providers, organizations and agencies. They need to be able to effectively meet client tracking standards for all of these diverse stakeholders, and they need to maintain a high level of accuracy in their data collection. Although the National Association of Social Workers provides standards for case management, this is just one more thing for social workers to keep in mind, rather than a definitive guide.

The areas social work case managers are often responsible for can include:

• Medical Care
• Psychological Care
• Substance Abuse Treatment/Counseling
• Housing
• Employment Services
• Child Care
• And many more

Furthermore, with funders focusing more and more on evidence and outcomes, many social work case managers feel pressured to show clear results in a field where “results” may not always truly be cut and dried.

With so many responsibilities, it is no wonder that one additional case management need or responsibility can often be the proverbial straw that breaks the camel’s back.

Social Work Case Management: Resources

The good news is that there are solutions available. New software tools can ease the client tracking process, allowing social workers to focus on quality improvement in their actual service delivery and resulting in better outcomes from clients. Programs such as Social Solutions ETO software can help improve social work case management processes by simplifying the data collection and entry process as well as managing much of the back-end reporting which used to fall either to the case managers themselves or an administrative team member.

The Centers for Working Families (CWF) provides one example of how Social Solutions can help. Because their goal is to provide a comprehensive approach to help low-income families reach financial stability and success, their programs are integrated with a number of various community organizations, and they work in a wide variety of social service sectors. By using a solution from Social Solutions, CWF was able to move beyond case management in order to efficiently identify target populations and assist the families in reaching greater financial stability, independence and success.

Conclusion

Social work case management has traditionally been fraught with challenges and complexities with few good solutions. However, the era of technology has changed all that. Utilizing software and programs to help with client tracking frees up social workers to focus on what is truly important: serving their clients and communities. Without the administrative burden of managing copious amounts of data, social services organizations are able to move beyond social work case management and can focus on continuous quality improvement of their services.

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The case management assessment is the first step in the case management process and truly sets the stage for the entire journey. This journey can vary widely depending on the outcomes of the assessment and the type of services required by the individual who is being assessed. However, most organizations only devote a limited amount of attention to this part of the process. They may have a form which standardizes some of the intake proceedings, or they may just rely on the case manager to ask the right questions to accurately assess the client’s needs.

Such a haphazard methodology of case management assessment needs to join the rest of the case management process in the modern era, and with the right tools and technology, this is a problem which can easily be addressed.

Read on to find out what your organization needs to improve their case management assessment process.

Case Management Assessment Examples

1. The New York State Department of Health has what they call an Initial Comprehensive Assessment protocol for complex or long-standing medical or psychosocial needs. This is a fairly rigorous inventory designed to standardize intake proceedings on complex cases.
2. The Oregon state Temporary Assistance for Needy Families intake procedure, on the other hand, is much more reliant on the case manager’s initial interview with the family and a self-assessment form.
3. Victory Programs, a Massachusetts based organization focused on health and housing, offers a 23-page intake assessment packet which covers a broad range of topics.

Challenges with the Current Assessment Processes

While some organizations have strong case management assessment practices in places, others do not. Some have long intake forms while others rely on case workers’ experience to extract the necessary information. How these forms are handled demonstrates an even greater disparity. With this lack of standardization, it is no wonder that funders are frequently pulling their hair out trying to figure out exactly how to use their money to serve the populations they want to help. This lack of structure or consistency is one of the major reasons client tracking is such a buzzword right now and something everyone is trying to focus on improving.

Believe it or not, the initial assessment has a major influence on the outcomes and tracking the evidence and data from start to finish is absolutely critical in being able to focus on continuous quality improvement. However, having to fill out a 23-page form is equally challenging as it takes the case manager’s focus away from the dialog with the client. Furthermore, sorting and tracking those 23 pages of data is a full-time job for someone else at the organization.

Thankfully, due to recent advances in technology and software tools, your organization can extract the data it needs while simplifying and streamlining the assessment process, allowing your people to focus more of their attention on program delivery.

So What Is the Solution?

Case management software, of course.

The right case management software can help your organization work with data in real time, rather than just on the back end, a benefit which made a tremendous difference for Mathematica Policy Research. In this case, using the ETO Social Solutions software improved their data quality by collecting that data at the point of service rather than at “unnatural” case management assessment intervals and moreover, for researchers and evaluators, a mirrored site of key data is available which can be accessed without upsetting data on the client’s end.

Conclusion

Case management assessment no longer has to be an arduous and challenging process. Collecting the data required when bringing new clients into your organization can be simple and customized to their particular situation and their individual needs at any given moment.  Client tracking has been revolutionized by the advent of case management software, and it’s time for your case management assessment process to catch up.

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Let’s face it… complex case management sounds… well, complex. But with the right tools and systems, case management even for individuals with the most complex diagnoses can be handled with ease.

Read on to learn more about complex case management and how your organization can effectively serve individuals with complex needs.

What constitutes complex?

Complex case management is a term used primarily in the medical field in reference to managing the multiple providers that are often involved when an individual has a complex diagnosis or multiple competing needs. Complex case management is essentially the same as all other forms of case management except it generally refers to situations where the individual uses an extensive amount of varied services, making the care coordination that much more difficult.

Who needs complex case management?

Here are some examples of individuals whose needs might require a case management that is more rigorous that the average person:

• Individuals with multiple chronic illnesses
• Transplant cases
• High risk newborns
• Individuals with disabilities or diseases requiring multiple practitioners, such as speech therapists, occupational therapists, physical therapists, and doctors
• The elderly, especially in nursing homes or assisted living facilities

Will my case management solution work for complex cases?

One of the beautiful things about today’s case management software solutions is that they are scalable and can meet the needs of individuals with complex cases in addition to more straightforward ones. The integration of these programs into the medical field is revolutionizing our ability to deliver appropriate care solutions which are directed targeted to each individual, thereby maximizing outcomes.

What are the challenges for complex cases?

As organizations continue to move towards evidenced based practices, it is important that data from complex cases does not get lost in the shuffle. The data from these cases may not match up with data from more straightforward cases and can look like an anomaly. However, the right software solution can help make this apparent, allowing your organization to make evidenced based decisions that are right for all of your clients.

Furthermore, the right software solution means that individuals managing complex cases will have a much easier job. Because they are able to more easily keep track of the needs of their clients and patients, they will experience a greatly increased capacity. This allows organizations and providers to serve more individuals and expand the scope of their work, to the benefit of all.

Where can I find help?

Many hospitals, health providers and other social service organizations have special programs to help handle complex cases. For example, Gunderson Lutheran Health Plan, Neighborhood Health Plan of Rhode Island, Sanford Health Plan and MedStar Family Choice are all health care providers that now have specific programs designed to address complex case management.

Conclusion

Although complex case management was complicated at one time, the advent of outcomes management software and tools has changed the whole landscape. Now patients and individuals with complex medical needs will find that their care coordination can be managed effectively with the right system. This is a benefit both to the individuals and the providers as it enables a better standard of care with less complication.

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The pressures on human services providers are steadily increasing as funding decreases and demand for these services continues to grow. And yet, rather than cracking under the pressure, many organizations in our field are going above and beyond in serving their constituents. In many of these examples of organizations thriving under such pressure, effective case management practices often provide the foundation upon which great service is built.

Continue reading to find out more about this new standard in human services case management and learn how other organizations are implementing these new systems to greatly expand their capacity.

What Is the New Standard for Human Services Case Management?

Thanks to tremendous advances in case management software, client tracking is now easier than ever. Many organizations are taking advantage of these new software tools and creating systems which can greatly increase their capacity and allow them to focus on continuous quality improvement. Having the right human services case management solution in place can also help organizations to more easily collect and analyze data either for their own use in outcomes-based practices or to provide evidence to potential funders.

More specifically, having a comprehensive human services case management software solution enables organizations to:

• Relate service delivery efforts with their desired outcomes
• Monitor the effectiveness of all efforts
• Understand where the greatest impact is being had
• Adjust and improve their service model continuously
• Identify, replicate, and share, best practices
• Report successes in real time
• Maintain and attract more funding

How Are Organizations Using These New Tools?

So many organizations are adopting these new human services case management practices that it would be impossible to list all the advantages in one place. However, we are including some examples to show that these results are not just hypothetical projections but real, evidence-based assertions.

• The Catholic Charities of Center Maryland secured over $1M in additional grants by measuring and improving the effectiveness of their programs.
• The Homeless Management program of Worcester country was literally in danger of having their funding withdrawn, but after implementing an ETO case management solution, they were able to score well above average and guarantee their funding for years to come.
• Our Piece of the Pie cites ETO as the cause of improvements in the quality of the services they offer to participants. The software helps their staff be more deliberate and efficient.

As you can see, having a good software tool to aid your human services case management practices can help your organization implement targeted changes with a focus on continuous quality improvement.

Conclusion

For the human services, case management can be one of the most critical factors in the day-to-day delivery of services. In recent years, the infrastructure for case management has improved greatly, which offers many significant benefits for organizations who are willing to invest the time to implement these new systems.

Organizations which have been early adopters are now reaping the rewards of these new standards in case management, while organizations that have lagged behind need to seriously consider their long term objectives. With effective case management, the access to new funders and the improved efficiency can mean the difference between success and failure.

By taking the time to familiarize yourself with the new standards in human services case management, you can help guarantee your organization will continue to grow and thrive, even in a down economy.

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Most individuals in social services are familiar with the fundamentals of case management, but integrated case management (ICM) may be a new term for many. This is because it is a fairly recent concept which is just starting to see widespread adoption across the social services industry.

Keep reading to find out what integrated case management is, how it differs from traditional case management and how your organization can benefit from it.

A Comparison

According to the New Jersey Health Link website, their integrated case management services “are consumer-centered services provided predominantly off-site in the consumer’s natural environment.” Maine, on the other hand, describes their ICM program as, “a voluntary, family-focused, strength-based program that uses an independent facilitator to bring all relevant people, including providers, family and natural supports, to the table.”

Fundamentally, this type of evolved case management involves taking a holistic approach to case management and enables providers to address social and environmental problems that may be contributing to medical or mental health concerns. It is essentially a philosophy that offers case managers new tools for aiding their clients and a different way of looking at their concerns. The concept, when expanded, could also be used to identify community-wide concerns across multiple problem areas.

Benefits of Integrated Case Management

Integrated case management (ICM) is becoming quite widespread for good reason as it offers a number of benefits over a more traditional approach to case management. Here are some reasons we have noticed:

1. ICM takes into account social and environmental factors that may be negatively affecting a patient.
2. ICM allows case workers to address the root of a problem rather than the symptom.
3. ICM takes a holistic view of individuals and their physical/mental health needs.
4. ICM allows for solutions which are integrated with the patient’s life and lifestyle .
5. ICM can include a patients’ family into the healing process.
6. ICM breaks down barriers between different areas of the social services and allows for collaborative solutions.

Conclusion

Integrated case management is a new practice, but one which is quickly spreading through many facets of the social services industry. This type of approach is made easier by having an effective system in place for online document management and client tracking. A software program such as Social Solutions ETO software can enable case workers to observe trends that might not otherwise be apparent. A good software system also allows the social worker or case manager to make decisions based on evidence while helping the organization further refine its processes or gain new funders through evidence-based analysis.

For those interested in learning more about this burgeoning field, The Case Management Society of America offers an integrated case management training curriculum. The program is designed to help case managers from either a medical or mental health practice adopt a more holistic approach to their work that will enable them to better help their patients.

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