CLOUD-BASED CASE MANAGEMENT SYSTEM

Camino has developed innovative, scalable web-based case management software to meet the needs of health and social service agencies around the world.  Camino Case Management (CCM) is a highly configurable, user-friendly, enterprise-level case management software that is secure, reliable, and cost-effective. CCM provides customers with a powerful, electronic case management system, resulting in efficient and accurate reporting and reduced administrative burdens.

Camino provided other Health Solutions providers that are being used in a different division. In that iteration, we synthesized lab results, many pay or data feeds, medications data, billing charges, and external logistics interfaces. With the data captures being in different formats, transformation and normalization of data are handled in our data processing logic. The data is then consumed, and logical business rules are applied to create reporting, referrals, and alert triggers to fit the different business workflows.

Camino Case management is driven by tasks, statuses, milestones, and actions to fulfill workflow processes. This core system has been designed to handle multi-paths of complex workflows. Currently, the prioritization of tasks is triggered by date and time value and other workflow dependencies. Our system also provides case access history for auditing changes that have been made to the cases.  These historical changes are captured under the History tab of CCMS.  The system has features that are available atthe case level to provide users with the ability to manage the cases.  An example of a feature is an Attachments tab for each case that can have documents uploaded and stored within the case.   Another feature is emails that can be generated from the system via the casework screen that will be captured as an attachment based on the date and time sent.

Camino will need to implement a payments tab to handle the tracking of payments as well as incurred expenses. CCMS already has a time-ticker that would be able to track the duration of each task or action in a particular case.  Based on the workflow’s setup for the cases, the tickers can be set up with an automatic expense charge.  A report can be created based on this charge and set up in the administration panel for review by a selected role.

Priority of a case is an option that can be assigned by the case processor at the time of creation or modification.  Camino can provide a priority matrix that can automate the default case priority assignment, this logic can be built for each specific workflow of each department.

CCMS has the ability to suggest case due dates based on the designed workflows and case criteria, however, we also allow administrators or manager-level users to overwrite case due dates if needed. The tasks that are created with each case can be assigned to a caseworker that the manager chooses or automatically be assigned based on workflows.  The assigned task will appear for the user on their work screen with a reminder of when a case the due date is approaching.  There minders are color-coded based on the proximity of the due dates.  We also have the ability to send alerts and notifications based on the triggered events through the Office365integration.  Camino would work with the IT team to configure the notifications and triggers of these alerts.  

CCMS is configured and maintained by Camino Information Services.  Certain changes in the workflow can be modified via the administration panel so that administrators or management can adjust the necessary workflow.  Difficult workflow changes will require Camino’s involvement.  Such workflow changes can be discussed and incorporated into the maintenance agreement. Based on the forms, the departments to which the forms belong, and the type of request, CCMS will determine the correct workflow path for each case.  A rules engine allows Camino the ability to determine the path of a case to the correct department’s work screen.

CCMS has the option for users to create a case via a manual entry work screen using a case intake form as is the case with the Integrity Line.  This intake process can be used for referral sources such as phone calls, faxes, emails, etc.  CCMS can also accept input files in multiple formats and allow a mass import of participant information.  These file formats would need to be validated and predetermined for cases to be generated into a CCMS work screen.  Interface capabilities from other systems for electronic data of multiple participants can be processed and auto-generate anew case or referral.  These interfaces must contain all required data for the intake processing to occur.  The identity of the participant will be checked for duplication during the intake process.  If participant validation determines a duplication, the system will not create the case.  In the event of case duplications that are not caught with the validation processes, the system will also allow cases to be merged.

CCMS will route cases based on the predetermined workflow and type of case that is created.  The system will default its view to priority cases being sorted from highest to lowest, and each column in CCMS is sortable by the column headings.

A task or series of tasks will be generated for a new case based on the case type and workflow.  The default view for a logged-on user is a listing of cases and tasks that are assigned to them.  Based on the user’s assigned role, new cases will appear on their work screen.  For example, to see if there are new cases with no one assigned to a case, the user(s) can simply click on the “Assigned to” or “Owner” column and view cases with no assigned names. The system has the capability of auto-assigning cases based on pre-determined criteria. The system allows for multiple selection and batch assignment of cases for managers.

The approach: How we do it…

Camino would do a site evaluation within 2 weeks of notification of the contract signing to assess hardware and other software needs that may be required or needed.  We would anticipate that this evaluation would take approximately 1 week to conduct with key resources at the business guiding us thru the day-to-day operations.  Camino with then have the recommendations back to business leadership within 7 business days following the completion of the site evaluation.  It will take approximately3 to 7 months to custom-build to fit the workflow.  The Quality Assurance testing that Camino will perform will take 1 month after the development team is complete and then will be turned over to the client for User Acceptance Testing (UAT).  The UAT should include sample test runs to test instrument interfaces along with simple workflows.  The timeframe allotted for UAT will be 1 month and will include general training for key staff to accomplish this task.  The 10th month will be used to fix and address all user issues from the User Acceptance Testing.  In month 11, we would expect to be in parallel testing of the system. This will involve running all systems as if they were in production to mimic all scenarios.  Issues for Parallel testing would be addressed as they arise. We would plan for Training and Go-Live as soon as Parallel testing is acceptable to the client.  Camino Information Services will train our client Staff on-site as soon as issues from Parallel testing are complete.

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