Find Cases

The “Find Cases” feature in Case Management module of Retention CRM allows Associations, Chambers of Commerce and Nonprofits to search for and retrieve specific cases from the database. It helps with filtering a large number of cases based on various criteria to identify relevant cases quickly.

General Functionality of “Find Cases” Feature

General Options/Fields in “Find Cases”

• Constituent Name or Email: Search for cases associated with a particular Constituent (patient in a nursing association context).
• Case ID: Search for a case using its unique identifier.
• Case Subject: Search for cases based on the subject matter (e.g., “Medication Management,” “Wound Care”).
• Case Start Date: Filter cases based on the date they were opened.
• Case End Date: Filter cases based on the date they were closed (if applicable).
• Case Type: Narrow down cases by their category (e.g., “In-Home Care,” “Rehabilitation”).
• Case Status: Search for cases in a specific stage (e.g., “Open,” “On Hold,” “Closed”).

Search Options

• Search All Cases: Retrieves all cases in the system.
• Only My Cases: Filters results to cases assigned to the logged-in user (relevant for case managers).

Additional Options

• Case is in the Trash: Includes or excludes deleted cases from the search results.
• Select Records: Choose how many cases to display per page and select specific cases for bulk actions.

Constituent, Subject, Status, Case Type, My Role, Case Manager, Most Recent, Next Sched., Actions

These are typically displayed in the search results table after a search is conducted. They provide a summary of each case:

• Constituent: Name of the patient associated with the case.
• Subject: Brief description of the case.
• Status: Current stage of the case (e.g., “Open,” “Awaiting Review”).
• Case Type: Category of the case (e.g., “Discharge Planning,” “Palliative Care”).
• My Role: If applicable, shows the logged-in user’s role in the case (e.g., “Primary Nurse,” “Social Worker”).
• Case Manager: The staff member assigned to handle the case.
• Most Recent: Date of the latest activity related to the case.
• Next Sched.: Date of the next scheduled activity (appointment, meeting).
• Actions: Available actions for the selected case (e.g., “View Details,” “Edit Case,” “Add Note”).

Using “Find Cases” Feature in Association Management

An association can leverage “Find Cases” to streamline case management for their members, volunteers, donors and other stakeholders. Here’s an example:

• A nurse manager wants to identify all open cases related to in-home care (Case Type) assigned to them (My Cases: Yes). They can set the Case Status to “Open” and leave other fields blank to get a quick list of their active in-home care cases.
• A social worker needs to find all cases associated with a specific Constituent (Constituent Name) who recently returned from hospitalization (Case Subject: “Post-Hospital Care”). They can enter the Constituent’s name and filter the Case Subject to find relevant cases.
• The association wants to analyze their current workload. They can perform a search with “Search All Cases” and sort by “Most Recent” to see which cases require immediate attention.

More Use Cases for Associations

Membership Issue Resolution

Scenario: An association staff member needs to find all cases related to membership renewal issues (Case Subject: “Membership Renewal Problem”) for the past month (Case Start Date).

Steps:

• Set Case Subject to “Membership Renewal Problem”.
• Set Case Start Date to the beginning of the previous month.
• Leave other fields blank (optional: My Cases: Yes if relevant).

Outcome: Staff can efficiently identify and address membership renewal problems, improving member retention.

Event Follow-up

Scenario: An association needs to follow up with attendees who haven’t completed a post-event survey (Case Type: “Event Feedback”).

Steps:

• Set Case Type to “Event Feedback”.
• Utilize “Additional Options” to exclude cases with a specific “Status” indicating completed surveys (e.g., “Survey Completed”).
• Consider filtering by specific event using a custom field for “Event Name” (if applicable).

Outcome: The association can identify attendees who haven’t provided feedback and reach out to them, improving the quality of future events.

Volunteer Management

Scenario: A volunteer coordinator needs to find all cases related to volunteer on-boarding for volunteers who haven’t completed mandatory training (Case Subject: “Volunteer On-boarding” & Additional Notes containing “Missing Training”).

Steps:

• Set Case Subject to “Volunteer On-boarding”.
• Utilize “Search Options” and review “Additional Options” to search for specific keywords within “Case Notes” (e.g., “Missing Training”).

Outcome: The coordinator can identify volunteers who require training, ensuring they are prepared before assisting the association.

By effectively utilizing “Find Cases” with various options, a Chamber of Commerce, Association or Not-for-profit organization can significantly enhance their case management processes, improve staff productivity, and ensure their constituents (members, donors, volunteers and other stakeholders) receive timely and appropriate support in resolving their issues and concerns.