Case and Caseload Management

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Case and Caseload Management

• Lee Ann R. Rawlins, PhD, CRC, CFLE
• TVR CIRCLE
• TACE Southeast

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Introductions
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OBJECTIVES

• 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

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The VR Process.

• Sometimes the vocational rehabilitation process
  feels like a winding stairway.
• Where does it begin and end?

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The Vocational Rehabilitation 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.h
  tm

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In 7 StepsThe Overall VR 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

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How does the VR Process impact how Program
Activities 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

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

• We are going to focus on these two areas
• Case Management Composition and Layout
• Case/Caseload Management Information

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What is Case/Caseload Management?

• Some answers
• Taking care of what people need--getting what
  they need.
• Helping people when they need help.
• Getting people jobs.
• Managing my money in an appropriate way while
  helping people.
• What is Case/Caseload Management Really??

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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.

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Five Essential Activities Involved in a
Case/Caseload Management Framework
Organizing
Planning
Control
Directing
Coordinating
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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

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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?

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Organizing
The First Action Step!

• Asking, What are the activities that must be
  accomplished?
• Establishing the Order of Importance
• Locating Crucial Decision Points
• A process of Integrating Resources

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Coordinating

• 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

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Directing
Organizing Gives the basis for Making and
Enforcing Decisions!

• INVOLVES
• Learning the skills of Making Effective Decisions
• Guiding the Caseload Management Process along the
  lines of the Proposed Plan
• Selecting the appropriate Action Style.
• Do it Now
• When to say NO!
• Taking Calculated Risks
• Involves other management activities such as
  communicating, leading activities, and motivating
  clients.

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Control

• 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 clients needs for
  successful vocational rehabilitation outcomes- 26
  closures.

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DUAL FUNCTIONS REQUIRED OF REHABILITATION
PROFESSIONALS
Individual as Counselor
Individual as Manager
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Counselor/ Professional
Shared
Manager
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TWO KEYS TO CASE/CASELOAD MANAGEMENT
Effectiveness and Efficiency

• Effective Doing the right things.
• Efficiency Doing things right.

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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?

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Case Documentation

• 2.) Where do we obtain this information?
• Medical professional?
• Psychologist/Psychiatrist?
• School System?
• Client?
• Who else and/or where else???

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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?

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Q A
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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.

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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
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Contact Information

• Lee Ann R. Rawlins, PhD, CRC, CFLE
• The University of Tennessee
• College of Education, Health and Human Sciences
• Department of Educational Psychology and
  Counseling
• Center for Literacy Studies
• TACE Southeast
• 312 Conference Center Building
• Knoxville, Tennessee 37996-4132
• Phone [phone]
• Email lrawlin1_at_utk.edu