Community Quad

If you are a case manager or are in charge of case managers, you are aware of the struggles brought on by data overload. Even though this data is extremely important and can change peoples lives, it can also be daunting, leaving a case manager feeling that they are buried under mountains of information. Some case managers are responsible for over 100 different clients everyday. That comes with a whole lot of information that could be difficult to manage. Luckily, there are tips and tools case managers can use to help them analyze and organize their data.

If you have been reading up on tips for managing your data you have probably heard of the three C’s concept. This helps case managers keep their data concise and easily accessible to the information needed.

The three C’s are complete, correct, and consistent. When case managers have a lot of data, it is important to make sure they are completing all the required steps and logging the information that needs to be provided. Not only should all required fields be filled out to the necessary extent, but they will want to make sure that the information is correct. Having errors can cause huge headaches in the future so while entering data, double check to make sure that you have not misplaced information. Case managers will also want to make sure they are consistent in the ways they follow previous patterns for what information they choose to store and how it is set up. This will help case managers keep their data organized and have an easier time understanding it. 

Although that may seem like a very broad, simple take on how to analyze and organize data, the concept of 3 C’s can be helpful to keep in mind while entering data, and a great starting off point to help case managers stay organized. 

Data management is an extensive and draining task, but there are more helpful tips to keeping it manageable. Not all information is necessary to have in your organization’s system. Having too much data can make it harder for case managers to actually find what they are looking for. Understanding what data is necessary to have recorded can help case managers refrain from having mass amounts of unnecessary information to go through to find what they need. 

All organizations should have their case managers using the same systems and platforms to collect and properly record data. Thankfully for case managers nowadays, there are data management tools available. These tools can help case managers achieve the 3 C’s easily because they are formatted to have case managers plug in exactly what is necessary, and make sure the information is correct and consistent. Data management tools will help case managers avoid possible mistakes and will keep the information easily accessible when needed. Picking the right tool for your company is extremely important to consider as well.  

For example, Bucks County Opportunity Council (BCOC), a nonprofit organization that helps low income families or those dealing with poverty, recently made the switch to a data management platform called Communities to Success (CTS). CTS is a platform that is designed to help nonprofit organizations and other forms of social organizations, achieve their maximum potential in organizing and managing their case, fund, and reporting all in one place. Erin Lokuss, the CEO/ Executive Director of BCOC struggled before switching to CTS, because they were using an old legacy system that was not cloud based, did not allow you to upload documents, and had a complicated process when it came to managing their household data. Now, Erin has shared that they have been able to meet the organizations full potential by using CTS, which allows them to “braid funding sources and pull real time data for accurate, advanced reporting.”

It is important to find a platform that will help your organization peak in efficiency. If the organization you work for does not have a proper data management tool implemented, consider researching and proposing one to a higher up. Having a proper system like CTS in place can prevent a lot of errors in entering data by making sure all required fields are filled out, there are no duplicate entries, and many more organizational methods to help keep the data in tip top shape. This can be a real game changer in how your organization functions and the toll it takes on the case managers who are swamped.  If your organization does not have a system in place to check the data entries, it is important to have check-ins and make sure your organization’s case managers are entering their data correctly. 

Not only is the data being recorded important, but also the people who are entering it. If you are a case manager or are in charge of them, you are aware of the workload brought on by data. It is important to stay motivated and determined to correctly fulfill the day to day case management duties. Using tools and techniques to help keep data organized can be the best way for your organization and the case managers working for it, to be the most efficient and your data can be most reliable.  

Reference: https://switchboardta.org/wp-content/uploads/2016/11/4-Practical-Tips-for-Improving-Data-Quality.pdf