Top 3 Case Management Pitfalls to Avoid – Discover What Is Killing Your Department

availability suitability training case management

We live in days of narrowing expertise and high technology. Agencies and organizations continually change their structures to follow legislation and to improve their productivity. And, it’s hard to keep up with the changes. The best way to achieve these goals is to use an adaptive and dynamic case management system.

Case management systems like ArkCase offer a way to …provide a way to increase employee productivity and efficiency—every day.

Thanks to flexible of business process management tools like Alfresco Activiti, these modern case management systems also reduce manual processing errors and automate review and approval cycles. “But even the most robust management system can’t eliminate all the day-to-day pitfalls.”

What are these pitfalls? How can they be avoided? Stay with us, and you will discover what is “killing” your department.

avoiding organizational pitfalls

  1. Organizational Changes for Successful Case Management System Implementation

Switching to a case management system inevitably requires some change to the organization. We’ll look at social services for the elderly as an example. In the care of the elderly, two groups, organizers and social workers, must reconsider their roles within social services.

In many organizations, home care organizers are many things: part budget manager, part social worker, and part personnel manager. Mixed roles can produce a big pitfall when launching a case management system.

The best response to this kind of problem is to recognize that there are two important roles, which have become confused and conflated, and to separate them. The two roles are:

  • Case management
  • Service management

If you clearly distinguish each employee role, you will simplify the overall efforts of installing and maintaining the case management systemFor many home care organizers, this could be a major personal career gain. Senior management, social workers and middle managers are all involved in the organizational changes and adjustments.

  1. Availability and Suitability of Training

Training is critical in any organization seeking new staff, and social services is no exception. social workers need regular, ongoing training to continue to effectively manage cases. They are often crossing social and health care boundaries to manage the problems of clients with long-term care needs.

availability suitability training case management

The area of particular weakness is usually the business of case management.  Many employees lack a good understanding of the business model—how case management works.  And there’s always a need for training on the organization’s actual case management system.

Social workers who are trained on the business process and the system software can be a significant asset to the organization, in further training of new staff and in improving the management systems.

  1. Coordination Levels and Change Management

When legislation changes, business processes have to change, and case management platforms must change, too. Coordination with all levels within the organization is critical to make sure that processes and services are better enabled to continue to do their job properly but more efficient.

Coordination Levels Change Management

Change ripples across the entire system.  A case management system is not a universal organizational cure-all.  Preparation is always the best defense.

For example, rule changes in a care-giving organization affect how a care giver will work and how a care taker case will be managed to ensure proper service, often with less steps and fewer workers.

All these changes require proper coordination, from top-level management to the case manager.


Change is never easy. But it’s worth the effort when your organization realizes a highly usable, continuously improving case management system.

Organizational changes are central to all other changes. The availability and stability of training play a major role in improving and upgrading not only the case management system but your entire organization. To maintain efficiency and cooperation, coordinate change among all appropriate levels of management.

Case management is not a simple task to do but if you use the knowledge and recommendations you get from this study, you will ensure your organization efficiency and growth.

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