Multi discipline service and discharging clients for clinician case load and capacity management
Sorry this is a long one....
We are a multi disciplinary Allied Health service and majority of our clients are seen by us for multiple different disciplines.
We create new services for each discipline and also allocate the different allocated discipline specific clinician under Associated employees in Coordination tab.
Historically, to manage clinician case loads we had excel case load lists for each specific clinician however as you can imagine this became a nightmare due to different skills sets and use of excel and data becoming corrupt when formulas would break.
So we moved to managing case loads in AlayaCare and the clinicians utilise the 'Client' tab in their employee profile. However, our problem is now that if a client is obtaining multi discipline services (i.e. might be seen by us under OT, Speech and Physio) and requests to be discharge from a specific discipline (i.e. discharge from OT, but continue with Speech and Physio) the client still shows as 'active' on their 'Client' list as the client list bases the status of the client on the overall client status. We discharge the specific discipline, but the client still remains active as they are still active under the other services they receive.
Due to the nature of the clients we look after, a lot of these clients recommence back with us and to ensure continuity of care, we allocate back to the original clinician. So with that in mind, we then don't remove the clinician from the Associated employees. This also assist with the clinician having full visibility of their active, discharge and on hold clients.
However, due to this it then skews the data and makes it appear that the clinicians is over capacity or has more active clients then what they actually do.
What we would like to to be able to have the status of the client and link to a clinician pull from the services tab not the overall client status/ associated employee. This then would allow for accurate representation of clinician capacity and case load management in AlayaCare. Ideally we do not wish to go back to manually managing clinician capacity and case loads.
Also open to any ideas that other users have that could assist with this problem we have.
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Melissa Jones We are also an allied health provider this is how we manage caseloads. Not sure if it will help exactly but might give you some ideas.
Clinicians are assigned as primary employee under the service and added as an associated employee.
When the service is discharged (service status is changed to discharge but overall client status remains active), we (admin) remove the clinician from associated employee. This removes the client from the clinician's client list (their caseload). It also removes their access to the client.
On the back office side to run caseloads to assess for capacity/flow etc. we use the service explore and primary employee field (not associated employee), then filter out discharged services. This will give you an accurate caseload for each clinician.
We never use associated employee in any of our DE reports because it's less accurate (example other clinicians could be added as associated employee to have access to the file temporarily, ADP authorizer, vacation coverage etc.). Basically our use of Associated employee is to grant access to a client file not related to caseload management. From the clinician's perspective this works because the client list they see should only be the active/hold clients (barring any administrative errors where people forget to remove clinicians from the associated employee list).
We keep all clients as active for their overall client status as they can return to service multiple times, so we never discharge (just dc the individual services).
This doesn't exactly help with continuity though but if your current process is to check the associated employee list to see who was previously assigned, you could also check the primary employee assignment from the previous services.
Feel free to reach out we've created some "fun" DE dashboards for caseload management I can share.
Jan
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Hi Melissa Jones
Thank you for the detailed! The more detail the better, honestly. It really helps our team understand the use case. I will for sure take this back to the team for their consideration.
Thanks also to Jan Barton for providing your input and some ways you and your agency have managed this problem. We absolutely love seeing how different agencies manage their workflows!
All the best,
Alex
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