What is Case Management Software?
Case management software is a digital system that enables companies to track and store information in a centralized location and report on their data. Case information is accessible to a variety of users so that stakeholders can collaborate on cases and share information in a secure environment.
A case management system can be installed on a local network or it can be web based. Web-based case management software is the most popular type, because it is available 24/7 and accessible from anywhere with an internet connection.
Many companies purchase case management software to replace spreadsheet-based case incident and issue tracking systems that have limited features, inadequate security and no workflow support.
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How Does Case Management Software Work?
A case management software system streamlines intake, case tracking and reporting. It consolidates all case information into a central repository to provide a single source of up-to-date information on ongoing cases. The most sophisticated case management software also provides a tool for reporting on all the accumulated data for risk management and prevention.
5 Elements of a Case Management Software Platform
There are five elements in a case management software system.
- Case intake
- Case management
- Reporting
- Workflow
- Access and controls
1. Streamlining Case Intake with Software
A good case management system uses a variety of intake mechanisms for complaints or reports. The most basic of these intake mechanisms is an internal online form that presents users with the fields that need to be filled in. Other intake methods include a public-facing web form, telephone hotline, email inbox, SMS inbox, chat bot, suggestion/complaints drop box or even a designated person or office to receive information.
Case management software intake includes:
- Recording new cases using an intake form
- Automatic (or manual) creation of a new case file to store all documentation
- Integration with other systems to create cases and pull information into the case file
- Notifications that parties may be involved in other cases
- Assignment of cases to the responsible person
2. Efficient Case Management with Software Solutions
Case management activities make up the bulk of the work done in a case management system. This part of the software provides case managers with the tools they need to:
- Record notes
- Set reminders and alerts
- Assign tasks
- Track deadlines
- Set appointments
- Send and receive email
- Attach files
- Request approvals
- Link cases that have common parties or issues
- Follow investigative best practices through a rules-based workflow
3. Advanced Reporting Capabilities in Case Management
Case management software has a strong reporting mechanism for making sense of all the data collected during the case management phase of an investigation. Reporting is critical for visualizing trends, detecting hot spots and conducting risk management and prevention.
A great reporting tool will allow users to:
- Create new reports quickly and easily
- Create drill-down reports to see deeper into the data
- Choose from a variety of different types of charts and graphs to suit what’s being visualized
- Build personalized dashboards
- Export reports to PDF, Excel, txt, csv and MS Word
- Distribute reports automatically or on an ad-hoc basis via email
4. Optimizing Workflow with Case Management Software
A good case management system has workflow rules and alerts to ensure that due dates are met and to make it easy for investigators, managers and executives to quickly understand the status of cases. Alerts can be set to advise users of:
- New cases created
- Case assignment
- Upcoming due dates
- Overdue escalation notices
- Case inactivity
- Requests to review cases or steps in a case
5. Managing Access and Permissions in Case Management Systems
All good case management software systems incorporate access controls to ensure the security and confidentiality of case files. Access to case information can be restricted based on a variety of criteria:
- Role – investigator, manager, executive
- Department – HR, legal, corporate security, compliance, health and safety
- Geography – country, state, region
- Individual – information can be blocked from someone who is related to a case or with a conflict of interest
Why Choose Case IQ for Your Case Management Needs?
Case management software is a powerful tool for investigators and anyone else who manages cases in a team environment. Replacing a spreadsheet-based system with a Case IQ case management tool provides the secure access, collaboration, reporting and risk management necessary to resolve cases faster and boost prevention. Contact us today to learn more and request a case management demo!
Frequently Asked Questions About Case Management System Software
1. What is case manager software?
Case manager software, also known as case management software, is a digital system designed to track and store information in a centralized location, allowing companies to manage and report on their data related to incidents, issues, or cases, accessible to various users for collaboration and sharing in a secure environment.
2. What is an example of case management?
An example of a case management system is one that utilizes various intake mechanisms such as online forms, telephone hotlines, email inboxes, or designated persons to receive information, records new cases using intake forms, automatically creates case files to store documentation, integrates with other systems, assigns cases to responsible parties, and facilitates efficient case tracking and management through activities such as recording notes, setting reminders, assigning tasks, tracking deadlines, and facilitating communication.
3. Who uses case management software?
Case management software is used by investigators, case managers, managers, executives, and other stakeholders involved in managing cases in a team environment, across various departments such as HR, ethics, corporate security, compliance, and health and safety, to ensure secure access, collaboration, reporting, and risk management necessary for resolving cases efficiently and effectively.
4. How does case management software improve efficiency?
Case management software helps streamline processes such as case intake, tracking, communication, and reporting. It automates routine tasks, reduces manual errors, and provides real-time updates, enabling case managers to focus on higher-priority tasks and improve overall productivity.
5. What industries benefit most from case management software?
Case management software is widely used across various industries, including healthcare, retail, insurance, and government. Each industry benefits from customized features such as patient tracking, case documentation, claims management, or client interaction records.
6. What are the key benefits of using case management software?
The main benefits of case management software include improved case organization, streamlined workflows, enhanced communication, better reporting and analytics, and reduced administrative burden. It helps ensure compliance and promotes faster decision-making through data-driven insights.
7. Is case management software customizable for different use cases?
Yes, most case management software platforms, including Case IQ, offer customizable features and configurations to meet the specific needs of different organizations. Whether it's workflow customization, data fields, or reporting requirements, the software can be tailored to various industries and use cases.