WT CaseMgmtTech

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    Case Management

    Techniques

    Tools of the Trade

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    Case Management Techniques Time Management

    What is time management?

    Time Management is about knowing where you

    want to go and getting yourself organized enough

    to get there.

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    Case Management Techniques Time Management

    This is not just a case manager issue, but a W!

    issue as well

    "oes the W! allow customers to sto# in at any

    time and see his or her case manager without an

    a##ointment?

    $f so, it may be difficult for case managers in your

    area to effecti%ely manage his or her cases

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    Case Management Techniques Time Management

    What are strategies that can eliminate this ty#e of strain on

    case managers? &a%e an on'call worker for emergencies

    $f its not an emergency, the on'call worker can schedule

    another a##ointment when the customer(s case manager is

    a%ailable o%er case manager

    Create a walk'in calendar for the front desk to use. )ach case

    manager #laces one walk'in a##ointment slot on the calendar

    for staff at the front desk to schedule a##ointments

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    Case Management Techniques Time Management

    Three im#ortant elements of time management

    are

    *lanning

    *rioritizing

    +cheduling

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    Case Management Techniques Time Management

    *lanning

    *lan time to re%iew case'to'do(s

    onger a##ointments in the mornings

    -irst a##ointment

    $nitial assessment re%iew$*

    +horter a##ointments in the afternoon

    Collecting documentation

    /#dating ste#s to self'sufficiency

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    Case Management Techniques Time Management

    *rioritizing

    What(s more im#ortant?

    -irst a##ointment

    $nitial assessment re%iew$*

    +horter a##ointments in the afternoon

    Collecting documentation 0 su##ort ser%ices

    /#dating ste#s to self'sufficiency

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    Case Management Technique Time Management

    *rioritizing your caseload

    Making Case Management Work1 )m#owering #eo#le

    of change by "r. !e%erly -ord

    Three le%els of readiness

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    Time Management

    !y di%iding your caseload into one of the three le%els of readiness

    can hel# you, as a case manager, better assist your #artici#ant

    e%els of eadiness

    e%el $' Can the #artici#ant be job ready within the ne2t si2

    months

    e%el $$' Can the #artici#ant be job ready in less than a year

    e%el $$$' $t will take the #artici#ant more than a year to become

    job ready

    Case Management Technique

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    Case Management Techniques Time Management

    +cheduling

    +chedule a##ointments that allow time to discuss

    $ssues that may hinder #artici#ation

    Customer concerns

    3llow time to

    )nter data and case notes

    *ut #artici#ant(s case file away

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    Case Management Techniques What are some effecti%e time management

    tools?

    4utlook calendar

    4ther a##ointment tracking software

    *$M 4ne

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    onger a##ointments

    in the morning

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    Case Management Techniques 4utlook

    4utlook may also be used to1

    Track #re'#enalties

    Track three days for good cause if a 5ndfailure has

    occurred within 67 days

    8ee# record of if the #artici#ant showed for the

    a##ointment or not

    Color coding missed a##ointments

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    Case Management Techniques What is *$M 4ne?

    *$M 4ne looks like an electronic day #lanner

    4rganizational tabs

    /sers can set a##ointments

    +et tasks or to'do(s

    &as #assword #rotect ability

    *ro%ides inter%al reminders at your s#ecification

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    Case Management Techniques 4rganization

    -iling and +canning

    Who(s res#onsible for filingscanning documents?

    $s each case manager res#onsible for filing

    documentation?

    $s there another #erson res#onsible for filing?

    &ow soon after documentation is recei%ed is it

    required to be #laced in the file or scanned?

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    Case Management Techniques 4rganization

    Touch 4nly 4nce ule

    Com#lete all tasks on the case when you meet with

    the #artici#ant

    "ocumentation

    "ata entry

    Case notes

    *ut it away

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    Case Management Techniques

    4rganization

    -iling and +canning

    $s there a ;checks and balance< system to ensure

    that all documents are scanned correctly?

    "oes staff check to make sure the wrong side of the

    document has not been scanned?

    "o they check to see if both sides of a double'sided

    document has been scanned?

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    Case Management Techniques

    4rganization

    "ata )ntry

    3re case managers res#onsible for data entry or is another

    staff member res#onsible for all data entry?

    $f data entry staff are entering data in 4++T, who follows u#

    on the case to ensure that the #artici#ant is in com#liance?

    &ow soon after recei%ing documentation must data be

    entered?

    Who checks and %erifies the accuracy of the data entered?

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    Case Management Techniques

    4rganization

    +etting eminders =4++T To'"o(s>

    /sing 4++T To'"o(s is an effecti%e way to remind

    yourself of

    3cti%ity start dates

    "ocumentation due dates

    3cti%ity end dates

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    Case Management Techniques

    )ntering a Case To'"o

    +tart by looking at the #artici#ant(s acti%ity

    ook at the #artici#ant(s $*

    ook at ste#s to self'sufficiency

    !ased on information you will enter

    reminders #ertinent to the #artici#ant(s case

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    +tart off by going into the

    #artici#ant(s case. Click on ;CaseTo'"o(s< on the left na%igation

    tool

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    Choose what ty#e of alert

    you want to dis#lay. &ere

    we chose ;+#ecial 3lert.Making case management

    work: Empowering people for change.

    Macon, A31 3+M 3ssociates

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    Case Management Techniques

    Buestions?

    *lease contact the Welfare Transition Teamat 9'DD'6E5'56:E.

    An equal opportunity employer/proram! Au"iliary aids and ser#i$es are a#aila%le upon request to

    indi#iduals &ith disa%ilities! All #oi$e telephone num%ers on this do$ument may %e rea$hed %y

    persons usin TT'/T(( equipment #ia )lorida *elay +er#i$e at 711!


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