Need help getting organized

[shann106]

Hi,

I have been working as a case manager for both personal and work related injuries at a large automotive factory. There are several other case managers but they are not to forthcoming with help, tips, etc. This is my first case manager job,(passed CCM exam this month) and although I have been working there for a while I am still having trouble finding a good way to organize my files etc.

i currently follow 72 team members, some are out on personal medical leave, some are work restricted, some are in the return to work process, and some are out on workers comp. My office is in one part of the production line, not in cooperate offices, but out on the actual work floor. I have to take files with me when I go to the on site medical clinics and to meetings (which I have to drive in a golf cart to the other areas of the plant.)My office is shared with auto-workers, people eating their lunch, vendors etc, so I cannot leave files there when I am away from my desk. I document on both the factories computer system and my companies computer system, and my report, and can only put certain information on one. While I am at my desk it is loud, distracting, etc and I find that I document one place and miss others, and Internet is by a hotspot so it is not always reliable.

I am trying to find the best way to organize. What would you suggest, or what do you do? Should I use a three ring binder with a section for each team member, should I use a system like the Arc system ( by staples) , try to develop a system on the computer although internet access is limited? I notice that some of the other case managers in my factory use a 3 ring binder, others use a calendar with file folders stuck in it, one uses a big expandable brown folder file, but no one seems truly organized.

Thanks for your suggestions, sorry this got so long

[nurseprnRN, BSN, RN]

I had the same challenge when I had my first CM job. I solved it by getting a laptop computer (my own, not attached to any system-- it's no different than carrying around a binder, but much nicer) and an excellent (and easy!) file-making program, FileMaker Pro (available for Mac and PC, but I do Mac-- a MacBookAir would be perfect for you, the size and weight of a Time magazine :)). I strongly, strongly advise you to go online and check it out. FMP is elegant, useful, flexible, and did I mention EASY??? And you can use it for lots of other things-- I have my music library, recipes, personal address book, and lots more in mine. If you use it for work, tax deduction. :)

I kept no paper files at ALL. I only printed out my daily time sheets (which I had to physically hand in, so I duplicated on my laptop so I didn't need paper copies) and my monthly reports (ditto). And... this was in 1995. It's even easier now.

Every case I opened, I added it to the database. I had the DB set up with fields for the usual demographics, and then all the other things I needed to know or keep track of-- employer and contact info, adjuster name and contact info, treating MDs and dates of appts, treating therapists, deadlines for reporting or anything else, billing and reporting dates, and "Notes," that being anything else I needed to remember that didn't fit a category. I could sort by any field (and by multiple fields in one search, like, "MD, town, injured March 2010"). When someone asked me about a patient, I could call him up in two keystrokes. When I was on the phone with an adjuster about Mr. A, I could search "adjustername" and pull up all the files I had with her, and say, "While I have you on the phone, your Mr X is doing this and that, Ms. Y sees Dr. Smith on 1/15 for a release to light duty, Mr. Z has his surgery scheduled for 2/1 and should start PT on 2/15." That adjuster never had to listen to me shuffle a lot of paper and she thought I was the greatest thing since sliced bread.

I don't understand what you mean about having to document on two different computer systems, one for the factory and one for the company? That needs to go away. Get together with your peers and brainstorm how to make your work more efficient by combining the two systems, or by having everyone put all files in a DropBox or other file sharing site, so what goes in there is accessible to any users that need to see it, and either issue everybody decent laptops or tablets. All you'd need better internet access for would be your downloads at the end of the day (or whenever), because you'd always have all your files c you all the time. I have instituted such a system using FileMaker and it was universally adored because it cut down on duplication and maximized everyone's access to data.

[Piggles10]

Thank you for that detailed response Grntea. I am developing a new case management position in a post acute rehab setting and this is very helpful.