Welcome to Caseload Management Breakout Session Presented by Duality Training Ltd Welcome

Welcome to Caseload ManagementBreakout Session

Presented by Duality Training Ltdwww.dualitytraining.co.uk

Why this topic?

1

Caseload Size and Composition

2

Caseload Management Techniques

3

© Duality Training Ltd

What We’ l l Cover

Why this topic?

Increasing complexity of customer needs

Inappropriate caseload sizes

The need for higher numbers of outcomes


Vic ious Cycle


‘Role Dilution’

Caseload too high

Fewer outcomes

Underperformance

Less funding

Fewer staff

Overview


Definecategories of case complexity

Identify key tasks for each client category

Assign times to the key tasks required for high results

Calculate the caseload size per case manager

Evaluate effectiveness of the methods against results expected

1. Defi ne Categor ies o f Case Complex i ty


Simple/ short

Simple/ long

Complex

For example...

2. Ident i fy Key Tasks and Track T ime

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Direct tasks

Indirect tasks

General admin. & other tasks

e.g.

e.g. Job referrals

CV and covering letters

Liaison and admin related to referral to other services

Data input, case notes

Collaboration, case reviews/ conferences

Compliance reporting

Submitting claims

e.g.

Meetings (internal and external)

Professional development

Matters related to being an employee

Team building and planning activities

Supervising, training or coaching others

e.g.

Needs assessment

Action planning

Referral to other services and support

Monitoring progress

Monitoring compliance

Linking to job and work experience opportunities

e.g. e.g.

3. Ass ign T imes to C l ient Re lated Tasks


List of Tasks (Direct & Indirect)

Hours (range)

Total time needed: Between ......... and ............hours per fortnight

For example:Simple/ short client needs 30—45 minutes per fn

Simple/ long client needs 30 – 50 mins per fn

Complex client needs 45 – 60 mins per fn

Category:

List the tasks completed by a case manager in a fortnight

Assign a realistic time range for each task


Calculate the hours needed per fortnight for admin. tasks

For example:A case manager can spend up to 68 hours in a 76 hour fortnight working on client related tasks.

Work out the time that each caseload manager can spend on client related activities.

Calculate the Caseload


Time per client Number of clients per fortnightSimple / Short 30 20Simple / Long 35 50Complex 45 30Total 100

Simple Short Simple Long Complex Total10 29 23 62 Hours Per Fortnight

Defi ne S tandards and Resu l t s Requ i red

Simple/ short

Simple/ long

Complex

Job referrals

Sustained outcome

Progression from one category to the next

Job startResults Expected

for each category

QualityQuantity

Timeliness

Organisational objectives:

e.g. reduction in staff absence or turnover


• Thinking strategically, as well as reactively

• Prioritising where to direct your time and resources, while maintaining service quality

• Making sure every customer progresses towards securing and retaining suitable employment

• Managing time effectively

• Monitoring and evaluating results


Caseload Management

When the caseload changes hands from one Case Manager to another.

When the Case Manager feels overwhelmed and unable to cope with the size and complexity of their caseload.

When administrative functions or paperwork are prioritised.

When planning is pushed aside because of pressure to gain job starts and outcomes.


When a large influx of new clients arrives on the caseload.

When process rather than practice becomes the priority for the Case Manager.

Segment the caseload.

e.g.

Simple/ short

Simple/ long

Complex

1.

Schedule the interventions.

e.g.

Block scheduling

Individual appointments

Regular group sessions

3.

Choose the most appropriate type of interventions for the identified segments.

e.g.

Group or sub-group intervention

Individual intervention

Referral to another service

2.


Workshops or seminars for customers seeking work in the same industry to share informati on and improve their understanding of the spec ifi c current requirements and expectati ons of employers in that industry .

Training courses to bui ld spec ifi c vocati onal sk i l l s needed by that group of c l ients .

Specifi c job search training modules to bui ld parti cular job search sk i l l s needed by that group of c l ients .


Examples of Group Intervent ions

Job canvassing, industry and occupati onal research, informati onal calls to employers.


Work as a Team

• Share• Collaborate• Assist

1.

SelfManagement

• Examine current work habits

• Manage use of time

2.

Review and Evaluate

• Measure effectiveness

• Refine caseload management strategies

3.

Manage Own Product iv i ty

Mentoring Case Conferences

JobShadowing

Systematic Case Reviews

Share Information

Co-facilitate group sessions


Work as a Team

Examine current work habits

Identifytime wasters

Improve interviewing and case noting skills

Control time traps

Get help when needed

Track results and progress


Prioritise and plan

Be Time Effi cient

Thank you!!

Linda [email protected]

Documents

Welcome to Caseload Management Breakout Session Presented by Duality Training Ltd Welcome