Case Management Leadership Daily Essentials Checklist

When the world is whirling around us, sometimes creating self-doubt and feeling the need to double-check our skills and priorities, it is helpful to have a guide that ensures the most important tasks are accomplished for the day.  To alleviate some of the anxieties, Integrated Care Strategists developed the Case Management Daily Essentials Checklist.  It is a high-level checklist that assists in prioritizing the day for Case Management Leadership and team members. Use the Daily Essentials Checklist as a tool or reminder of tasks that need to be addressed for the day. Download the Daily Essentials Checklist and start using it today.

1.       Creativity and Experiment

a.       This is the time to explore all ideas!

b.       Use HIPAA compliance electronic devices and internet-based programs as much as possible and approved by your compliance department.

c. Keep an eye on the organizational and departmental metrics. If you have “leading or directional metrics,” look at them at least weekly.   These will give you an indication if you need to revise a process.

d. Work remotely as much as possible.  Use as much technology as possible for staff and patients.  Some companies can quickly assist you with this. (If you need assistance with Integrated Care Strategists can assist you in finding companies.)

e. Utilize physician advisors and champions to review cases and assist with flow.

2.       Morning Huddles

a.       Communication is paramount.  If you think you have communicated enough, do some more.  Everyone’s learning style is different.

b.       Remember, in times of stress and anxiety, give instructions in the affirmative.  Discussing and communicating in positive terms helps people understand expectations.

c.       If you cannot meet together, use a video conferencing service.  Try to bring the team together, so there is a semblance of “togetherness.”

d.       Know and share your institution’s stats with the team, e.g., expected admissions, the census in ED, expected discharges, etc., during the huddles.  This will help the team understand the global picture. 

e.       This is an excellent time to take the temperature of the team, address concerns, etc., in a public forum. Then privately check in on individuals who might need your reassurance or guidance.

f. Stay in contact with the facility’s command system or admissions coordinator.

3.       Assessments and Coordination

a.       Remember the mental health and health literacy aspects.  These elements influence patient outcomes.

b.       Utilization Management is important; never underestimate its importance---it can be managed retrospectively.  Patients cannot.

c. It is about the “clinical indication(s)” for discharge. What needs to be accomplished for the patient to be medically cleared for transition to the next level of care?

d. Consider assigning a CM to the ED during peak hours to minimize admissions and expedite discharge planning by setting up follow-up care.

4.       Patient and Family

a.       Engage the patient and family in discharge planning upon completion of the assessment.  The sooner they understand the expected hospital course and associated disposition, the better the outcome.

b. This is, also, the time to reinforce any patient teaching, i.e., follow-up appointments, medication management, etc.

5.       Discharge Planning

a.       Here is where creativity comes into play.  What resources are available?  Have you used United Way’s 211, Facebook, Instagram, Google, etc., to find referral sources during this public health emergency?  You might have to vet the program or service, but they are available.

b.       Use the COVID-19 Emergency Declaration Blanket Waivers for Health Care Providers.  They were updated on September 29, 2020.

c.       Stay in daily contact with high-volume referral organizations.  Find out their ability and capability to accept referrals, anticipated discharge volume, etc.

6.       Personal Care

a.       Follow infection control requirements, including staying at home or not remote working when feeling ill.

b.       Get your sleep.

c.       Meditate, pray, knit, paint, talk with friends, etc., whatever centers you.  Take breaks and encourage the team to take their breaks.  Find something that makes you smile.

d.       Set electronic devices aside for defined periods.

e.       Spread “on-call” around.  Do not be on call all the time.

And, as always, Integrated Care Strategists are available for guidance or additional support. Godspeed to you and your teams.