What To Do When You Need a New Case Management System


Case management systems help human services organizations manage client data, track cases and comply with regulatory requirements. Without these critical capabilities, organizations struggle to operate efficiently and maintain electronic documentation. 

When is it time to update your case management system? When your organization notices signs that your current system is holding you back, including inefficient operations and insufficient reporting, it’s time to review organizational needs and consider new case management software.

Your Organization’s Case Management System is No Longer Effective

The right case management system allows your organization to securely store data, scale solutions, and automate processes. These key features improve efficiency and streamline operations. However, when the case management system fails, it can significantly reduce operational efficiency and lead to errors that become more significant issues.  

Signs Your Case Management System is Ineffective technology consultants speaking over strategy with a new client

Here are a few warning signs that your case management system is not meeting your needs and should be replaced. 

Here are a few warning signs that your case management system is not meeting your needs and should be replaced.  

  • Inefficient Processes: A case management system should streamline operations. Out-of-date systems lack the efficiency features of current systems. As a result, organizations either operate inefficiently or must create ad hoc protocols.   
  • Insufficient Reporting: Documentation is a central concern for human services organizations. A failure in reporting or compliance can indicate an inadequate case management system.  
  • Increasing Case Closure Times: Case closure times are a complex metric. However, a trend toward longer case closure times can indicate a problem with the case management system. Outdated systems may lack automated functions to alert teams to issues.  
  • Lacking Comprehensive View: Legacy case management systems may track data but lack the flexibility and integration to comprehensively view organization-wide issues. An inability to scale analytics to the organizational level indicates a case management system that needs an upgrade.
  •  The Lack of Accessibility to Big Data: Today, organizations generate more and more data that must be processed and stored by case management systems. Data must be accessible by the organization’s case management system in real time to be used effectively by employees. In most cases, an older system with fewer updates to accommodate modern integrations can no longer manage the data load. 

Fortunately, case management solutions reduce inefficiencies and allow organizations to streamline operations, improve compliance and increase transparency. For example, case management software can track client files, manage grant funding, automate repetitive tasks and secure sensitive data. These systems also improve collaboration and offer real-time reports for decision-makers. 

Your Case Management System Should Have These Key Features 

What features should your new case management system offer? Here are some of the top priorities for a case management system for human services organizations.

  • Process Automation: Automating repetitive tasks improves operations and reduces human error. Automation also allows employees to focus their time and energy on other responsibilities. 
  • Data Security: Information assurance is a high priority in human services. The case management system should include security features that protect sensitive client data and back up data.  
  • Customization Options: Creating custom tasks or design assessments can eliminate repetitive work and improve compliance with documentation requirements. Look for a case management system that offers customizations or integrations that matter to your organization. 
  • Financial Tools: Many case management systems offer integrated invoicing and billing tools. This allows organizations to send client invoices, manage grants and automate financial reports.  
  • Mobile Interface: Accessing case management systems via mobile interfaces helps employees conduct site visits or complete tasks remotely. Mobile-optimized case management systems also allow employees to track cases at any time from any place.

Questions to Ask When Choosing the Right New Case Management System 

Organizations have a wealth of options for case management software. Choosing the right system means a smoother transition, better compliance and improved efficiency. So how can organizations find the right system for their unique needs? Asking your team the following questions will help organizations find the right fit. 

Who is Your Case Management System For? 

The right case management system should improve operations across the organization. Begin by considering who will use the case management system. In addition to case managers, administrative staff and providers, consider whether the system must integrate with client-facing portals. Finally, communicate with employees throughout the process to identify user needs and high-priority tasks.

What Will Your Case Management Software Do? image-hartman

Case management software that works well in one setting might not address the needs of another organization. To find the right solution, identify the problems a new case management system should solve. For example, how will employees use the software? What features will users need? If documentation is a priority, focus on systems that offer vital case information and documentation features. On the other hand, if your organization struggles with duplicate entries or creating electronic records, seek out a system that addresses those problems.  

What Training and Support is Available for Your Case Management System? 

Organizations require training and support to implement a new case management system. After all, new software only improves operations when employees know how to use it. Once your organization identifies priorities and user needs, compare case management software based on their training and support options. Consider whether the case management system will require third-party support and if it offers dedicated customer service. Look into training options that they will provide to your staff. 

Partner with Hartman for a Case Management System that Works for Your Organization 

Every organization has different needs and goals. The experienced IT strategists at Hartman Executive Advisors can help your organization identify your case management needs and choose the right system. Contact Hartman today to find the most appropriate case management system for your organization. 



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