About

About the CMI Case Load Capacity Calculator

This CMI Case Load Capacity Calculator project was initiated by the Caseload Work Group (CLWG) who published a scholarly work on caseloads in 2008. In 2010 a team of clinicians and analysts leveraged that work to compose software requirements. The current calculator uses a statistical ‘knowledge base’ to set expected caseload values in certain settings.

The CMI Case Load Capacity Calculator (CLCC) is provided free to all case managers through December, 31, 2011. Case managers can create individual accounts or group 'company' accounts that enable one or more teams of case managers to be defined with supervisors and default values by program. On December 31, 2011 at 11:59pm Central time, free public access will be disabled. Starting on January 1, 2012, free access is restricted to case managers who are members of either the National Association of Social Workers (NASW) or Case Management Society of America (CMSA). Prior to the end of 2011, all users will be notified of this change. Any nonmember users who wish to continue using the CLCC may be asked to register again and may be required to pay a registration fee.

Caseloads are compared against a growing knowledge base that takes data from industry statistical research and surveys to set expected standard weekly cases and open cases for a case manager with a particular degree in a specific work setting. The knowledge base will incorporate the ongoing results of the CMI Case Load Capacity Calculator tool surveys and statistics from actual calculations to improve background data and calculation logic over time. The initial release of the CMI Case Load Capacity Calculator supports Inpatient Acute and Health Plan case management settings or domains. However, during the public access period, case managers of any setting can experiment with the tool by picking one of three ‘test’ settings during set up.

Case Management is a suite of services which may vary from setting to setting. The activities of a case may also vary by the professional designation (RN, BSN, BSW, MSW).

Please help contribute to the knowledge base by taking one of the on-line surveys. Survey inputs will help to fine tune future calculation logic and default statistics.

If you have any feedback on the tool in general you can enter free form comments by clicking the feedback link at the bottom of the screen.

For technical Assistance call CMI at 1-877-225-3653 and press 1 for Client Services or email webmaster@cm-innovators.com

Default Values By Domain

The knowledge \base includes statistics from various sources some of them are from industry publications some are from surveys create by the caseload calculator team. As data is gathered from actual CMI Case Load Capacity Calculator tool users, it will be analyzed and will be used to expand or fine-tune the default data used in the tool itself.

The size of caseloads crosses a large span of numbers of cases, which are considered ratios of clients-to-case manager. Caseloads ranged widely over six delivery examples contained in the literature reviewed by the CLWG. Specifically, caseloads ranges include:

A high in a social work clinic model of 365 clients to 1 case manager (365:1) (Wilson, Curtis, Lipke, Bachenski, & Gillian, 2005)
50:1 or 40:1 in community mental health (Hromco, Moore, & Nikkel, 2003)
26:1 or 32:1 in acute inpatient units considered less intense (Underwood, McKagen, Thomas, & Cesta, 2007)
20:1 in a maternity ambulatory outpatient clinic (Kane & Issel, 2005)
12:1 or 10:1 in the intensive Mental Health (MH) CM model (Dewa et al., 2003)
2:1 or 1:1 in acute inpatient intensive care settings (Underwood et al.).

This wide expanse of cases in different CM settings exemplified the central difficulty in producing one single caseload calculator to configure caseloads across the entire CM spectrum.

Case Management Caseload Concept Paper, Proceedings of the Caseload Work Group a Joint Collaboration of CMSA and NASW, October 30, 2008 <link>

CMSA Survey Results

In all there were 604 respondents to the survey between June 10- August 31, 2010.

The data retrieved from the survey tool had a number of quality issues which were eliminated before the data analysis began. Thirty three entries were eliminated based on the following criteria:

Entry did not have any data associated or was a ‘test’ entry;
Entrant was not a case manager, less than 10% of work was case management, and/or was not involved in managing case managers, or not in the target population;
Entry did not have minimum data for aggregation (setting, caseload at current setting, no hours by week or case); and
Entrant had less than 1 month of experience as a case managers.

Respondents predominantly held RN degrees. Only 14 Social Workers completed the survey.

The breakdown by domain/setting:

Setting	Total Respondents
Catastrophic	29
Clinic	30
Community	15
Disability	76
Employer-Based	20
Geriatric	10
Health Plan	175
Inpatient	158
Other	22
Public Funded	20
Sub-acute	16

From the outputs of the survey, it was determined that a valid sample size existed for Inpatient and Health Plan settings for RN.

However the large sample for Disability primes that setting to be the first expansion in the caseload calculator tool.

From the sample of Inpatient and Health Plan Case Managers the default caseloads were calculated in the following manner:

Reviewed all reported caseloads regardless of hours worked per week or minimum or maximum totals.
This resulted in IP total of 40 cases worked per week and 25 open cases, and Health Plan 41 per week and 65 open cases.
The first averages included variations ranging from as few as 10 cases per week to as many as 125.
The next analysis selected only case managers with at least 30 hours of case management work per week.
This resulted in averages of IP per week = 41 open = 24 and HP of 45 and open = 65.
The final RN analysis removed all outliers where cases per week were well over 100.
The adjusted result for IP was 27 average cases worked in 40 hour week and 23 open cases.
The adjusted result for Health Plan was 38 worked in a 40 hour week with 64 open cases.

NASW Survey Results

The NASW Survey was completed in May 2011. Of the 275 visitors to the survey, 90 completed it but after examining those entries to scrub for completeness only 75 remained.

The CMSA social worker responses were added to the 75 to bring the sample to 89.

26% of the SW respondents were in IP setting but only 13% in Health Plan.
With no qualifers, the SW totals in IP were 28 weekly cases and 25 open cases.
With no qualifers, the SW totals in Health Plan were 33 per week and 53 open cases.
Wide distribution of all respondents from 5 to 540 cases per week and 5 to 275 open cases.
The adjusted result for Social Workers in an IP setting was 27 cases in 40 hr week with 23 open cases.
The adjusted result for Social Workers in a Health Plan setting was 44 cases worked in 40 hour week and 39 open cases.

Caseload Capacity Calculation Explanation

The CMI Case Load Capacity Calculator is a tool that uses survey statistics and user inputs to calculate possible caseloads and capacity. Since the data collected and all adjustment data are from self-reported sources it does not claim to calculate exact scientifically derived score. However, it provides comparison data between case managers in similar settings based upon samples of actual caseloads in actual settings.

Caseloads vary by organization depending upon such factors as:

How the organization defines case management.
The types of interactions case managers have with clients and providers
The professional experience of case managers
The acuity of the organization’s patient population
The organization’s case management goals
The resources case managers have available to help them in the performance of their daily workload.

-CMSA 2001 Case Management Caseload Data: Results of a National Survey.

The Case Load Capacity Calculator will accept inputs from case managers and supervisors (if a group of case managers has been created) to record the hours spent on various activities and then calculate the difference from a ‘default’ caseload found statistically in similar settings. This provides a score compared to the default value and it also provides a score that is a possible ‘adjustment’ to the caseload capacity. (See glossary section for definitions used in this information).

The case manager can enter work related information that will be used to modify or adjust the statistically expected caseload based on the domain/setting data in the knowledge base, to better reflect their environment and to produce a comparative expected caseload number also called the Estimated Caseload Capacity Score. Individual case managers may have specific attributes (experience), additional activities (training responsibility), other work requirements (travel for direct CM session), or non-case related work requirements (administrative paperwork, outcomes tracking, data entry time) that also ‘adjusts’ their available hours to perform case management related activities with patient/clients.

Average caseload is based upon the statistical caseloads for the domain/setting modified by the adjusters (individual variations) and then pro-rated to the average hours of case management per week. The Caseload Adjustment score takes into consideration the reported average cases worked per week, if provided, to indicate the capacity for the current case manager given the hours available and current calculated number of cases one might expect in that setting.

Caseload Calculation Roadmap

Studies on case management caseloads identify a few key variables that must be considered in a calculation. The initial release uses the key variables of settings (Inpatient Hospital and Health Plan) and professional designation (RN and Social Worker).

Other important elements for an accurate caseload include the mixture of non core case management activities that are performed, the complexity of each case, and progression in case lifecycle.

This version of the calculator uses statistics gathered from case management industry scholarly works, articles and surveys designed to measure average caseloads across targeted settings. The current application includes targeted surveys that can be completed by users and visitors to continue to increase the statistical sample size and produce more accurate default average caseload values over time. In other words this release is a ‘consensus’ data means towards calculating a caseload. When enough data has been gathered at the appropriate level of detail it may transition to an ‘evidence-based’ set of default values for caseloads.

To see examples of some of the survey results gathered to date follow this link <link to survey overviews for CMSA and NASW>

The current version of the CLCC does not measure or use case complexity as an input. Case complexity or stratification of cases is done in some settings but not in others. Understanding that each case may require more or different CM activities helps to gauge how your personal caseload capacity may differ from other case managers even at the same location. The current calculator also has the ability to group case managers into a ‘program’ so that all members of the group who have similar activities might be compared together.

Link to Case Load Work Group Concept Paper and Matrix <link>

Future Versions of the Caseload Calculator

The more accurate the description of a specific site care management activities, staff responsibilities, complexity measurement, and non-case related activities can be modeled the more accurate a caseload capacity score. This detailed understanding of a given site workflow would provide the best possible caseload estimate. This is particularly true in measuring case complexity, addressing the activities performed at different stages of a case lifecycle, and effort needed by type of case manager/user to accomplish case goals.

Future versions of this calculator may:

Gather case complexity inputs for consideration in weighting a caseload
Measure the relative weight (hours) for cases of particular case lifecycle (initial, coordination, evaluation, monitoring) and apply to complexity of cases
Allow the case manager to profile the types of activities they perform (CM, UM, DM, and BH) as a percent of their caseload to help gauge the level of effort for a standard/average case of specific complexity and lifecycle.
Support expanded domains/settings such as clinic/office, worker comp, military, institutional and other (TBD), based upon the growing survey inputs to the knowledge base
Support additional professional degrees for occupational and rehabilitation therapists, for instance.
Expand the adjusters listed or allow supervisors and administrators to add and subtract adjusters for their programs and companies.

CMSA Standards of Practice for Case Management (2010) Excerpts

As indicated above, a key factor for caseload measurement is the definition of case management itself. It is not possible to put a value to the size of a case unless it is understood what set of activities are being performed by the case manager under the category of case management at the work site including: assessments, interventions, monitoring tasks, and coordinating tasks.

The statistics gathered in the knowledge base are meant to reflect the expected activities of case management defined in the Standards of Practice by CMSA as applied to a particular setting. To the degree that a given setting or site diverges from those standard activities, variation is likely to be one reason that site/setting will have a divergence in caseload numbers from the statistical expected caseloads in the knowledge base.

For more information on standards of practice access the CMSA document go to www.cmsa.org/SOP

Relevant Excerpts from the 2010 Revised CMSA Standards of Practice for Case Management:

Definition of Case Management

In the 2010 CMSA Standards of Practice for Case Management, case management is defined as follows: "Case management is a collaborative process of assessment, planning, facilitation, care coordination, evaluation, and advocacy for options and services to meet an individual’s and family’s comprehensive health needs through communication and available resources to promote quality, cost-effective outcomes."

Case Management Settings and Practice Factors

Case management practice extends across all health care settings, including payer, provider, government, employer, community, and home environment. However, the practice varies in degrees of complexity and comprehensiveness based on the following four factors (Powell and Tahan, 2008):

1. The context of the care setting, such as wellness and prevention, acute, or rehabilitative.

2. The health conditions and needs of the patient population(s) served, as well as the needs of the family/caregivers, such as critical care, asthma, renal failure, hospice care.

3. The reimbursement method applied, such as managed care, workers’ compensation, Medicare, or Medicaid.

4. The health care professional discipline designated as the case manager, such as registered nurse, social worker, physician, rehabilitation counselor, etc.

Case Management Roles and Functions

The roles assumed by case managers vary based on the same four factors described in the section entitled, Case Management Practice Setting. The case manager performs the primary functions of assessment, planning, facilitation and advocacy, which are achieved through collaboration with the client and other health care professionals involved in the client’s care. Key responsibilities of case management have been identified by nationally recognized professional societies and certifying bodies through case management roles and functions research.

Case Management Process (CM Activities)

Primary steps in the case management process include (Powell & Tahan, 2008):

1. Client identification and selection: Focuses on identifying clients who would benefit from case management services. This step may include obtaining consent for case management services, if appropriate.

2. Assessment and problem/opportunity identification: Begins after the completion of the case selection and intake into case management and occurs intermittently, as needed, throughout the case.

3. Development of the case management plan: Establishes goals of the intervention and prioritizes the client’s needs, as well as determines the type of services and resources that are available in order to address the established goals or desired outcomes.

4. Implementation and coordination of care activities: Puts the case management plan into action.

5. Evaluation of the case management plan and follow-up: Involves the evaluation of the client’s status and goals and the associated outcomes.

6. Termination of the case management process: Brings closure to the care and/or episode of illness. The process focuses on discontinuing case management when the client transitions to the highest level of function, the best possible outcome has been attained, or the needs/desires of the client change.

Bibliography

From Case Management Caseload Concept Paper:

Balstad, A., & Springer, P. (2006). Quantifying case management workloads, development of the PACE tool. Lippincott's Case Management, 11(6), 291-302.

Centers for Disease Control and Prevention. (2002). The changing organization of work and the safety and health of working people: Knowledge gaps and research directions (NIOSH Publication No. 2002-116).. Retrieved June 9, 2008, from http://www.cdc.gov/niosh/pdfs/02-116.pdf

Cesta, T. (2005, July). Avoid overload: Assign cases based on workload, model and role functions. Hospital Case Management, 13(7), 97-101

Craig, K., & Huber, D. (2007). Acuity and case management: A healthy dose of outcomes, part II. Professional Case Management, 12(4), 199-210.

Dewa, C., Horgan, S., McIntyre, D., Robinson, G., Krupa, T., & Eastabrook, S. (2003). Direct and indirect time inputs and assertive community treatment. Community Mental Health Journal, 39(1), 17-32.

Evans, S., Huxley, P., Gately, C., Webber, M., Means, A., Pajak, S., et al. (2006). Mental health, burnout, and job satisfaction among mental health social workers in England and Wales. British Journal of Psychiatry , 188, 75-80.

Fawcett, J., Schutt, R., Gail, G., Riley Cruz, E., & Woodford, M. (2007). The work of nurse case managers in a cancer and cardiovascular disease risk screening program. Professional Case Management, 12(2), 93-105.

Hendrix, T. (2003). Optimization techniques: Industrial production tools with application in nurse staffing eficiency research. Outcomes Management, 7(4), 194-197.

Hromco, J., Moore, M., & Nikkel, R. (2003). How managed care has affected mental health case management activities, caseloads, and tenure. CMHJ, 39(6), 501-509.

Huber, D., & Craig, K. (2007a). Acuity and case management: A healthy dose of outcomes, part I. Professional Case Management, 12(3), 132-144.

Huber, D., & Craig, K. (2007b). Acuity and case managment: A healthy dose of outcomes, part III. Professional Case Management, 12(5), 254-269.

Jacobs, S., Hughes, J., Challis, D., Stewart, K., & Weiner, K. (2006). From care management to case management: What can the NHS learn from the social care experience? Journal of Integrated Care, 14(3), 22-31.

Kane, D., & Issel, L. (2005). Estimating Medicaid prenatal case management costs: The provider's perspective. Nursing Economic$, 23(4), 181-188.

King, R., Meadows, G., & LeBas, J. (2004). Compiling a caseload index for mental health case management. Australian and New Zealand Journal of Psychiatry, 38, 455-462.

Lechman, C. (2006). The development of a caseload weighting tool. Administration in Social Work, 30(2), 25-37.

Meyer, P., & Morrissey, J. (2007). A comparison of assertive community treatment and intensive case management for patients in rural areas. Journal of Psychiatric Services, 58(1), 121-127.

National Institute for Occupational Safety and Health. (2002). Quality of worklife questionnaire. Retrieved on June 9, 2008, from http://www.cdc.gov/niosh/topics/stress/qwlquest.html

Priebe, S., Fakhoury, W., Hoffman, K., & Powell, R. (2005). Morale and job perception of community mental health professionals in Berlin and London. Social Psychiatry Psychiatrtic Epidemiology , 40, 223-232.

Soo Hoo, W., & Parisi, L. (2005). Nursing informatics approach to analyzing staffing effectiveness indicators. Journal of Nursing Care Quality, 20(3), 215-219.

Tahan, H., Downey, W., & Huber, D. (2006). Case managers' rosles and functions, Commission for Case Manager Certification's 2004 research part II. Professional Case Management , 11 (2), 71-87.

Tahan, H., Huber, D., & Downey, W. (2006). Case manager's roles and functions, Commission for Case Manager Certification's 2004 report, part I. Professional Case Management , 11 (1), 4-22.

Underwood, R., McKagen, C., Thomas, M., & Cesta, T. (Eds.). (2007). Experts: Lower caseloads wthen case managers take on moe tasks. Hospital Case Management, 15(3), 33-48.

Wilson, C., Curtis, J., Lipke, S., Bachenski, C., & Gillian, S. (2005). Nurse case manager effectiveness and case load in a large clinical practice: Implications for workforce development. Diabetic Medicine, 22, 1116-1120.

From analysis and design joint application development:

Other Reference Material

2009 American Case Management Association (ACMA) National Hospital Case Management Survey.

Glossary of Terms

Glossary Topic	Description
About	The [About] link at the top of the main caseload calculator screen will provide a link to a wealth of background information on how the calculator tool is designed, where the concepts came from, how calculations work, and links to other reference documents to learn more about caseload capacity measurement and survey results.
Adjusters to the default caseload	Adjusters are those things for the individual case manager or program that reflects their unique working site or procedures. Adjusters include distractions from case management as well as other responsibilities that subtract from hours available for case management. Some adjusters such as the extender support adjust the available time for case management up rather than down. Case management experience is also taken into consideration.
Administrative Work	Administrative work is one of the adjusters to the estimate default caseload for setting and profession. User should enter the number of hours they spend in non-case management related administrative work (data entry, filing, meetings, other non-cm assigned activities).
Administrator User Role	A user may be designated as an administrator for a single company. This can happen automatically when using the registration wizard to create a company. At a later date an administrator can designate another administrator if they wish. Administrators have the ability to add users, logins, passwords to the company with which they are linked.
Average Cases per Week	The average cases worked per week isuser entered average number of case that get attention in the upcoming week/weeks and are therefore ‘active’ cases. It is used to compare against the estimated adjusted default caseload to create the caseload adjustment score.
Average Open Cases	Average open cases are entered on the calculation page and displays on reports. It represents the self reported number of cases that are open but not necessarily ‘active’ at a given time. It is not used in calculations but is gathered for future knowledge base improvement.
Calculation Analysis Report	The calculation analysis report is found on the report page. It is the same report as the ‘full report’ on the calculation list on the calculation page. It provides a detailed explanation of the variables that comprise a caseload calculation and outlines other references and sources from the ‘about’ link.
Calculations over Time	Calculations over time is a report run from the report tab. An individual case manager can run this for a period of time and it will list each calculation over that period of time, all default values, all adjusters, and show the capacity score and caseload adjustment value. Supervisors may choose particular users for this report or run by program or for the company as a whole.
Calculator Tab	The calculator tab in the tab bar will display the calculator page, if clicked. The tab is only activated/visible when the user has the case manager role. For more information on how to run a calculation see ‘running a calculation’.
Caseload Adjustment +/-	The caseload adjustment is a numeric value that represent the number of cases +/- that an individual case manager might have the capacity to work on a weekly basis. It compares the estimated caseload capacity score to the average number of cases per case management working hours per week.
Caseload Calculation (a.k.a. Creating/Running a Calculation)	A user can ‘run’ a calculation by clicking ‘Create New Calculation’. The previous Current Position and Start Date should populate if entered. This can be edited. Hours worked per week may pre-populate if the user is part of a program and the supervisor has entered this on the program page. Hours worked can be changed. User must enter average cases per week to be compared against capacity score. Adjusters can be pre-populated if set by supervisor on the program page. User may edit or remove pre-populated adjusters or add values (hours) for any adjuster. Clicking the Calculate button will run the calculation.
Caseload Capacity Export	The caseload capacity export takes the information from the calculations over time and presents it as a spreadsheet or CSV file that can be saved or printed. An individual case manager may run this for a period of time, a supervisor may choose particular users and run for a program or for the company as a whole.
Caseload Capacity Roadmap	The case load capacity calculator roadmap is found in the help section. New enhancements will be listed here as they become identified for future versions of the calculator tool.
Case Management Process aka Activities of Case Management	The activities of case management for the purposes of the case load capacity calculator are to be found in the CMSA document: Standards of Practice for Case Management. Differences in the capacity score or caseload adjustment from the knowledge base statistical number may be due to differences in the activities that are defined as ‘case management’ at a particular site.
Case Management ‘Settings’ or ‘Domains’ (aka work settings)	Settings, domains and work settings are the environments in which case management activities are performed. The caseload calculator tool takes into consideration statistical averages of caseloads at specific settings to provide default caseloads that are ‘adjusted’ during a calculation.
Case Management: Standards and Practices	The document, Standards of Practice for Case Managemet, outlines the 2010 effort by CMSA to define the standards for what it means to be a case manager. These standard activities are taken into consideration in the statistics gathered for each setting to create default caseloads.
Case Management Setting ‘subdomains’	A subdomain is a category within a setting or domain. Currently the caseload calculator does not have statistical data at subdomain level but it may in the future.
Case Manager User Role	If a user is designated the case manager role they can run multiple different calculations using the Caseload Capacity Calculator tool and see a summary report or a detailed caseload analysis report for every calculation.
Company	Case Load Capacity Calculator users may optionally create a ‘company’ if they have more than one case manager they would like to group on reports. A Company has a name and description. Companies require one user to be designated as the administrator (see administrator role). The setting/domain for which the knowledge base will produce default caseload numbers is defined by company when there is one. If a company is set up reports run by supervisors will have a rollup of caseload calculation statistics at the company level. Administrators will have a Company tab to select on their tab bar
Company Reports	Supervisors have access to company based reports on their report tab. The Calculation Analysis Report, the Calculation over Time and the Case Load Capacity Export can be run for individuals or in the case of the latter two, for programs or the company as a whole. When run for company they will subtotal by users, programs and total by company.
Company Tab	The company tab will display the company page if clicked. The tab is only activated/visible when the user has an administrator role.
Current Position Start Date	Program start date is found on the calculator page. A user should enter the date they started at their current position.
Date Started in Case Management	Experience as a case manager has been found to determine the effective volume of cases that can be handles. Users prior to the first calculation are required to enter the date they started performing activities of case management.
Email Address	The calculator tool uses a person’s email address as their user name. This should be a real email address so that password changes can be mailed to the individual.
Expected/Default Caseload	The default caseload is statistical average cases per week for surveyed case management professions at a particular setting or domain.
Extender Supervision	Extender supervision is one of the adjusters to the estimate default caseload for setting and profession. User should enter the number of hours they spend in the upcoming week/weeks supervising ‘extender’ staff. These may be volunteers, community/lay worker, or matrons who are provided to ‘extend’ the case management at your setting.
Extender Support	Extender support is one of the few ‘positive’ adjusters to the estimate default caseload for setting and profession. User should enter the number of hours they SAVE in the upcoming week/weeks thanks to the efforts of ‘extender’ staff. These may be volunteers, community/lay worker, or matrons who are provided to ‘extend’ the case management at your setting by assisting with certain tasks.
Feedback	The feedback link on the bottom of the main caseload calculator screen enables users to provide suggestions on future improvements or to report what they perceive to be problems in the tool.
Full Report	The full report a.k.a. Calculation Analysis Report is available from the calculation list on the calculation page. It provides a detailed explanation of the variables that comprise a caseload calculation and outlines other references and sources from the ‘about’ link.
Help	The [Help] link at the top of the main caseload calculator screen will provide a link to help on how to use the calculator tool.
Home Tab	The home tab is the destination after a user logs into the calculator. It has the tab bar to navigate to other pages of the application.
Hours Worked per Week	Caseload capacity is partially determined by the available time to perform case management. Users are required to enter their available hours before a calculation can be executed.
Job Title	Job title is optional but may be entered by a user. It is used in some reports but not in any calculation logic.
Knowledge Base	The knowledge base is the repository of data that has been statistically totaled and averaged for specific aspects of caseloads. It includes survey results from case manager through CMSA and NASW, as well as the ability to look at calculation results and survey data from the caseload tool itself to create additional estimated default values for caseloads in specific settings and domains.
My Profile	The [My Profile] link is at the top of the calculator screen and will link to a list of identifying information for the user that is logged into the tool.
Preceptor Responsibilities	Preceptor responsibilities are one of the adjusters to the estimate default caseload for setting and profession. User should enter the number of hours they will be acting as a preceptor or mentor to trainees in the upcoming week/weeks.
Profession aka ‘Degree’	Each case manager that runs a calculation must identify their professional degree. Caseloads vary based upon this designation even within the same setting. Users are required to select their appropriate professional degree.
Program	Within a company, a user in a supervisor role may create multiple programs to group case managers (i.e. Discharge Team or Transitions Team). Each program has a name and a description and a case manager can only be in one program at a time. If one or more programs are defined then certain reports run by supervisors will roll up totals at the program level. A program can also have calculation values entered that apply to all case managers in the program such as; Average Hours per Week, Minimum hours and Maximum hours, and default amounts of administrative time and/or travel time expected for the group.
Program Tab	The program tab will display the program page if clicked. The tab is only activated and visible when the user has the supervisor role.
Registration Wizard	The Registration Wizard is used by non-users who wish to register to create a user and/or company account. It should be run only once for a user or company. If a company is created then it can be edited by the administrator designated in the registration process.
Reports Tab	The reports tab will display the reports page when clicked. The reports page includes at least 3 reports for all users and expanded reports for supervisor user role.
Summary Report	The summary report displays a summary of a specific caseload calculation. If run from the calculation page it shows the current listed calculation. If run from the reports page, a calculation date/time must be selected.
Supervisor User Role	A user may be designated as a supervisor. Supervisors may create groups or programs of case managers by assigning a case manager to a group/program or reassigning from one program to another. Supervisors may also run additional reports from a report menu that will total calculation data across programs in their predefined company.
Survey Results	Some of the information used in the knowledge base was compiled as the result of survey’s sent to CMSA and NASW members. This information is available from a link in the help file in the calculator tool.
Tab Bar	The tab bar is the section of the caseload calculator screen just under the logo and always includes a home tab and report tab but may also include other tabs depending upon your role/permissions (e.g. calculator, company, program, users).
Training responsibilities	Training responsibilities is one of the adjusters to the estimated default case load for setting and profession. User should enter the hours in the upcoming week/weeks that they will be spending training other users.
Travel Time	Travel time is one of the adjusters to the estimate default caseload for setting and profession. User should enter the number of hours they spend in the upcoming week/weeks traveling to direct/face-to-face visits related to case management or visiting facilities.
User Roles and Permissions	The case load capacity calculator has three different user roles that may be defined. Administrator, Supervisor, and Case Manager. An individual may have one, two, or all of these roles in the tool. See each role below for the permitted activities per user role.
Users Tab	The users tab will display the company users page when clicked. It is only activated and visible when the user has the administrator or supervisor role. From this page supervisors can change job titles to make reports more readable and administrators can edit or create new company users.