Case and Caseload Case and Caseload ManagementManagement

Lee Ann R. Rawlins, PhD, CRC, CFLE

TVR CIRCLE

TACE Southeast

IntroductionsIntroductions

OBJECTIVESOBJECTIVES Discuss, “What is the Rehabilitation

Process?” and “How does this process impact program activities?”

Develop a definition of case/caseload management.

Discuss, “Why is case/caseload management important?”

Grasp an understanding of how case documentation relates to intake, movement, distribution, and overall impact on program performance

The VR Process….The VR Process….

Sometimes the vocational

rehabilitation process feels like a winding

stairway.

Where does it begin and end?

The Vocational Rehabilitation The Vocational Rehabilitation Process is…Process is…

“The VR process begins with an application and ends with a closure. During this process there are certain milestones, such as application, eligibility determination, IPE, and case closure. As these milestones are achieved, there is a need for management to avoid bottlenecks”Capacity Building for Indian Vocational Rehabilitation

Web address: http://www.ccer.org/natamer/nahome.htm

In 7 In 7 Steps…The Overall VR Steps…The Overall VR Process…Process…

1. First Contact

2. Application Process

3. Eligibility Determination

4. Individualized Plan for Employment

5. VR Service provision

6. Closure

7. Post Employment Services

How does the VR Process How does the VR Process impact how Program Activities impact how Program Activities are structured?are structured?

1. Case Management Composition and Layout

2. Case/Caseload Management Information

3. Employment Options

4. Medical Practices/Traditional Healing

5. Comparable Services and Benefits

How does the VR Process How does the VR Process impact how Program Activities impact how Program Activities are structured?are structured?

We are going to focus on these two areas:

1.Case Management Composition and Layout

2.Case/Caseload Management Information

What is Case/Caseload What is Case/Caseload Management?Management?

Some answers:1.Taking care of what people need--

getting what they need.2.Helping people when they need help.3.Getting people jobs.4.Managing my money in an

appropriate way while helping people.

What is Case/Caseload Management Really??What is Case/Caseload Management Really??

Caseload Management is ...

A systematic process of Planning, Organizing, Coordinating, and Directing for effective counselor and manager decision making to achieve functional control of factors relating to client, self, and tribal VR setting.

Five Essential Activities Involved in a Case/Caseload Management Framework

Planning Organizing

Coordinating Directing

Control

Planning – A Philosophy * Planning in the VR process can be seen as a

Mental Activity A system

* Planning requires a sense of common purpose

Not one goal, but a Direction

Not one Plan, but the conscious selection of successive plans.

* Planning is built on the here and now.

* Plans are part of one continuous process.

* In Planning, what one postpones, one really abandons

Six Key Planning Questions

1. WHAT has to be done?

2. WHEN should it be done?

3. WHO should do it?

4. WHERE should it be done?

5. What PRIORITY should it have?

6. How much TIME will it require?

Organizing

♦ Asking, “What are the activities that must be accomplished?”

♦ Establishing the Order of Importance

♦ Locating Crucial Decision Points

♦ A process of Integrating Resources

The First Action Step!

CoordinatingCoordinating

☞We are both VR provider and Manager☞Getting the Job Done Through Others.

☞Could this case be staffed or coordinated with the public agency?

☞What other resources might you have around you to help with this case?☞Involves a certain amount of delegating

of activities. We MUST work together…

DirectingDirecting

INVOLVES:Learning the skills of Making Effective DecisionsGuiding the Caseload Management Process along the lines of the Proposed PlanSelecting the appropriate Action Style.

Do it NowWhen to say NO!

Taking Calculated RisksInvolves other management activities such as communicating, leading activities, and motivating clients.

Organizing = Gives the basis for Making and Enforcing Decisions!

ControlControl

✧The power for the Caseload Management process to happen.

✧The meshing of Responsibility with Authority to ensure the case is correct and resources are allocated. We want these services to be individually based on client’s needs for successful vocational rehabilitation outcomes- 26 closures26 closures.

DUAL FUNCTIONS REQUIRED OF REHABILITATION PROFESSIONALS

Individual as Counselor

Individual as Manager

Counselor/

Professional Manager

Shared

TWO KEYS TO CASE/CASELOAD MANAGEMENT

♦Effective: Doing the “right” things.

♦Efficiency: Doing things “right”.

Effectiveness and Efficiency

Case Documentation

1.) What do we need in the case file?♦Application for services?

♦Assessments/Evaluations?

♦Eligibility and/or Medical Documentation?

♦Financial information?

♦Case Notes?

♦What else do we need?

Case Documentation

2.) Where do we obtain this information?♦Medical professional?

♦Psychologist/Psychiatrist?

♦School System?

♦Client?

♦Who else and/or where else???

Case Documentation and Program Performance

1.) What happens to program performance if you do not manage your cases effectively?

♦New Referrals (Not received or numbers go down)

♦Case closures (Successful closure numbers are low)

♦Case do not move (Cases stay in one status with no movement toward rehabilitation success)

♦What is happening in your agency in the area of program performance? Is the agency where you want to be? Can it be improved?

Q & A

Summary

“What is the Rehabilitation Process?” and how this process impacts program activities?”

Definition of case/caseload management. “Why is case/caseload management important?” Grasp an understanding of how case documentation

relates to intake, movement, distribution, and overall impact on program performance.

Thank you for being here today during TVR CIRCLE Training. I appreciate each of you, and if I can support you in the future please let me know. Wishing you a wonderful rest of the day!

-Lee Ann Rawlins

Contact Information

Lee Ann R. Rawlins, PhD, CRC, CFLEThe University of TennesseeCollege of Education, Health and Human SciencesDepartment of Educational Psychology and CounselingCenter for Literacy StudiesTACE Southeast312 Conference Center BuildingKnoxville, Tennessee 37996-4132Phone: (865) 974-3502Email: lrawlin1@utk.edu