Help

How to Use Case Load Capacity Calculator (CLCC)

It is possible to get information on the process of calculating caseloads without registering an account, entering anything into the tool, or running a calculation. This tool is available to ‘visitors’ who do not need to be CMSA or NASW members during the calendar year 2011. After December 31st 2011 only CMSA or NASW members may have free access, others may need to register and may be required to pay a registration fee.

Visitors may look at documentation, click on links, and complete a survey at any time without registering to become users.

If you are a case manager with a profession other than RN or SW or if you work in a setting that is not covered in the initial release of this software (Acute Hospital and Health Plan) then your survey responses may be used to expand the calculator to those new areas.

Even if you are not in the Inpatient Acute or Health Plan settings, you can complete a survey to improve the knowledge base for your setting. You can also use one of the 'test' settings to experiment with the tool until such time that your setting has adequate data to create the necessary default statistics used in the rules for calculation.

How to Use the Registration Wizard:

A person must be registered as a user and be granted a login and password before using the CLCC tool. The registration wizard provides the steps to create a login for themselves or to set up logins for their group or groups of case managers.

A case manager can either create an individual account to quickly begin entering information and running calculations or they may want to create a number of case manager accounts that will be linked together as a group, this is termed ‘creating a company’ on the registration page.

Use ‘Individual User’ to set up a single independent account.

Use ‘Create a Company’ to set up one or more groups of case managers as a company.

Individual Case Managers:

Individual users are case managers that are using the calculator independently and not part of a group. If you are an individual case manager you can quickly register and begin running calculations. Individual case managers need to identify their setting, enter some demographic information before running a calculation. They can run calculations; see analyses reports summary reports or a list of calculations over time. In this initial release of the calculator tool, it is not required that an individual user be a member of NASW or CMSA

Registration Steps:

First: the current version of the caseload calculator only works for certain settings where case management is performed. Look at the Case Management Settings drop down list and if yours is not on that list, do not register.
Second: check the profession/degree list. If your professional degree is not on this list do not register.
Enter a valid email address. This will be used as your unique login name and is never used for any other purpose.
Enter first and last name. This is used in reports only.
Enter your title. Again this is only used on reports.
Create and confirm a password for future access. Your password should be at least 6 characters and ideally include upper case letters, numbers, and symbols.
Select the setting in which you will be performing case management. Only certain settings are available in the tool. If your setting is not listed the statistical ‘default’ values will be incorrect and the calculations will not be accurate.
If your setting is on the list pick it,

NOTE: Only certain settings are available in the tool. If your setting is not listed the statistical ‘default’ values will be incorrect and the calculations will not be accurate. If your setting is on the list pick it, if not you can pick one of the three 'test' settings. The test settings let you set your 'default' number of cases worked in a 40 hour week so that calculations will be based upon that number. If your setting is not on the list you can help us build the knowledge base by clicking the survey button on the bottom of the page.

9. Select your professional degree from the list. If your degree, or an equivalent, is not on the list the default statistical values will be incorrect and the calculations will not be accurate. If your profession/degree is not on the list do not register, however, you can help us build the knowledge base by completing the survey by clicking the survey link at the bottom of the page.

10. Select the date you started in case management. This is used in some calculations as it has been found statistically that experienced case managers can typically handle a different caseload.

Creating a ‘Company’ account:

It is possible to register a group of case managers for the caseload calculator by creating a caseload ‘company’ account. The registration wizard can assist a user in creating and naming the company. The user that registers first for this group is given the permissions of the ‘administrator’ role. An administrator can set up all the users (providing an email address as a user name and creating a temporary password) within the company. A individual user in a company may have the role of case manager and/or a supervisor. Only a case manager role can run a calculation. Supervisors can see their group calculations and create program groups and see expanded reporting information on the groups and company as a whole.

Registration Steps :

Creating a Company and an administrator.

First: the current version of the caseload calculator only works for certain settings where case management is performed. Look at the company Case Management Settings drop down list and if yours is not on that list, do not register.
Enter a name for your group or company. This is used for reports that will roll up individual case manager calculations under that company umbrella.
Enter a description for your group or company. This is used in reports also.
Select the setting in which your group is performing case management. A company is limited to only one setting.

5. Enter a valid email address. This will be used as your unique login name and is never used for any other purpose. To follow the remaining steps in creating a company, it is necessary to grant you the role of company administrator. Administrators can create users and assign them caseload calculator roles (administrator, supervisor, case manager). You can also set yourself up with many roles if you are also a supervisor and/or case manager.

6. Enter first and last name. This is used in reports only.

7. Enter your title. Again this is only used on reports.

8. Create and confirm a password for future access. Your password should be at least 6 characters and ideally include upper case letters, numbers, and symbols.

Once you have created a company the system will start up the application and display this help file.

There are three tabs/boxes in the header section on the top of the page; Home, Company, and Users. Company will let you edit the company information. The next task is to set up users by clicking the User tab/box.

User Tab

Editing Your Role

After clicking the User tab/box a list of users will display. On your first visit to this page only one user is listed (yourself). You can add other roles and permissions to yourself.

Steps to Add other roles:

Click on ‘edit’ next to your name on the list
Enter your title if you wish to use one for reports
Click on any other roles that you wish to have in the calculator; Supervisors may create sub-groups of case managers and see different reports, Case Manager Users have permission to run a caseload calculation.

After editing your role you may see additional tab/boxes on the header depending on what role you have assigned yourself. For more information on these tabs see following sections of the help file.

Creating additional Case Manager users for your Company.

To add more users to your company click on the ‘Create New User’ link. For each additional user do the following steps.

Enter the user’s valid email address. This will be used as their unique login name and is never used for any other purpose.
Enter the user’s first and last name. This is used in reports only.
Enter the user’s title. Again this is only used on reports.
Create and confirm a password for future access. The password should be at least 6 characters and ideally include upper case letters, numbers, and symbols. Users can change their password easily on initial entry to the application. Passwords are encrypted and cannot be viewed after entry.
Assign one or more roles to the user. A Case Manager User role enables the user to enter information and run a calculation. A Supervisor role may create sub-groups called programs, assign users to programs, and see additional reports on programs and company.

Remember to notify your new users and provide them with their user names (email address used) and passwords so they can access the application.

Supervisor Users

Creating a ‘program’: The supervisor role within a company can create a program which is a logical group of case managers within a company’s valid users (defined by the administrator). Programs can be named and have specific adjusters that can be set by program (for instance the number of hours of case management a week, the amount of admin work expected and /or amount of weekly travel time expected). Programs also have reports that total all the case managers in that program, their adjusters and scores over time.

Steps to set up a Program group of Case Managers.

Click on the Programs tab/box on the heading bar. If you don’t have the Programs box then you have not been set up as a Supervisor user and may need to have the administrator change your role.
Click on ‘Create New Program’ link.
Enter a name for the Program. This will be used in reporting
Enter a description for the Program. This is used in reporting
Enter the Minimum hours of Case Management work week for the users in this program. This is used to validate entries by individual case managers. Suggestion is 20 hours.
Enter the Maximum hours a case manager in the program group would work in a week. This is used to validate entries for individual case managers. Suggestion is 60 hours.
Enter Default Hours Worked Per Week. Only enter this if your program has a set number of hours that case managers are expected to work. This is optional but will ‘pre-populate’ the number of hours of case management on the calculation screen for all the case managers in the program.
Enter the Adjusters: Administration Work. Enter the number of hours that you expect everyone in the program/group to spend on non-case-related work. This is optional but will pre-populate the number of administrative hours on the calculation screen for all case managers in the program.
Enter the Adjusters: Travel for Case Management. Enter the number of hours average you expect everyone in your program/group to spend in traveling to meet with clients/patients to perform case management. This is optional but will pre-populate the number of travel hours on the calculation screen for all case managers in the program.

Running Calculations:

A user can ‘run’ a calculation by clicking ‘Create New Calculation’ on the Calculator tab/box. The first time a user tries a calculation a ‘First Time Settings’ section will appear in which the user should select their profession/degree from the drop down box. If the user degree/profession is not listed, they should notify their administrator as the calculations may not be correct if the users profession is not set properly. The Date Started in Case Management should also be entered on the first calculation session.

The previous Current Position Start Date should pre-populate if entered, this can be changed. 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. Hour 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.

After a calculation a user will see a new row on the Calculations page that reflects this new calculation. The columns include the following:

Estimated Case Load Capacity Score	The estimated caseload capacity score is a numeric value that represents the number of cases expected for that case manager based upon individual adjustments to the statistical findings in the Knowledge Base for that case manager’s profession at that particular setting or domain.
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 case load capacity score to the average number of cases per case management working hours per week.

The user may look at the Summary or Full report by clicking on the appropriate PDF link.

Reports

Supervisors in a company can run reports for a given case manager, a program/group of case managers or all programs and case managers in those programs.

To run for all case managers in the company leave the 'company' report drop downs as they are and it selects all.

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 role users.
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.
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.
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 Report	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.
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.
Company Reports	Supervisors have access to company based reports on their report tab. The Calculation Analysis Report, the Calculation over Time and the Caseload 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.

Technical Assistance:

If you are experiencing problems using the CLCC please call CMI at 1-877-225-3653 press 1 for customer service or email webmaster@cm-innovators.com

Troubleshooting Tips:

Adjusters Explained

Training - Enter the number of hours, in whole number or decimal, involved in training this week.

Preceptor - Enter the number of hours, whole number or decimal, spent precepting/mentoring others this week.

Extender Supervision - Enter the number of hours spent supervising staff who were performing case management support activities this week.

Extender Support - Enter the number of hours saved by having assistance from staff performing case management support activities this week.

Administration Work - Enter the number of hours spent performing non-case management administrative duties this week.

Travel for Case Management - Enter the number of hours required for travel this week. If you work in one location, do not include commute time from/to your home. If you work in multiple sites, only count the time spent going between sites. Do not include commute time from/to your home.

CMI Case Load Capacity Calculator