Top Reasons Why The Old School Way of Case Management Doesn't Work Anymore

10/23/2019 By Wilson

How often do you have to deal with a clunky, outdated software while at work? You know, the systems that barely drag along, where the only thing you can do at times is hope that you will be able to finally get some work done today? This is something that happens all the time in various public sectors. Case management systems are often slow, ineffective, and out-of-date.


Do not worry, there is a solution to this problem, and that’s by upgrading your case management tools. There are various benefits behind today’s technology offering for the public sectors. And these benefits are so great, that various agencies and organizations are putting money behind them. There’s no better time than the present to bring your case management system.


Unfortunately, if you’re utilizing an antiquated case management system, your organization may not be running as smoothly as it should, and you may be spending way more time dealing with technological problems than you manage your practice and clients.


If any of this sounds familiar to you, then consider taking stock of your current case management system:


●      Is it server-based?

●      If so, are your case management servers on their last leg?

●      Is the software clunky and outdated?

●      Does the hardware and software you’re using feel like a money sink?


If you answered any of these questions with a “yes”, it might be time to transition to a cloud-based software.


Signs for a much-needed upgrade

You’re improvising several systems together

Is your case management system comprised of three or more different incompatible software programs? If so, you’re most likely starting to discover that as your organization grows, this patched together system simply isn’t working anymore. Nothing is performing the way it should and it’s causing more and more stress. If that’s the case, think about transitioning to one program that handles all of your organization’s management needs in a single place.


Still surrounded by stacks of paper

Do you still have tons of papers all over your office that you can’t seem to get rid of as quickly as they reappear? Are copy and printing cost still costly and not to mention the cost of storing files once a case has closed? It’s time to become paperless. You’ve probably been thinking about it for a while now, and the time should be now.


Software looks like it came from the 90s

Reminder: it’s 2019. If you are having a flashback to the early days whenever you use your case management software, it’s a huge sign that it’s time to move your organization to a 21st-century case management system.


Maintaining servers to run your software

If your IT team on the speed dial? Are you tired of having to pay exorbitant prices to repair your server every time they break down? Does the thought of investing thousands of dollars for new servers stress you out? Maybe you should consider getting rid of that decaying old server and move your organization to the cloud.


Support for your case management system has been discontinued

Are you on your own whenever you have to deal with problems occurring on your current system? Is the support number no longer operational or are you forced to rely on online forums for the free software you’re using? Is so, then you have a serious problem. It’s time to upgrade.


Benefits of modernizing your systems

Now that you know what to look out for here are the benefits of modernizing your systems:


Modern case management systems are more secure

Security of your case management system and the essential data it holds should be all-important. Legacy systems, especially during these days, have vulnerabilities. If you track or retain data about people, security is crucial. You do not want to be placed in position that ends up with your agency being hacked. Your software should constantly update to say ahead of security threats. Newer, cloud-based case management systems are developed for this, constantly updating to remain ahead of data security best practices.


Enhanced data sharing practices

Do you have to share data with other staff members, programs or locations within your organization, or even with other organizations altogether? If that’s the case, you should take advantage of interoperability features available in modern case management systems.


For instance, utilizing the data in your system, one program you run could qualify someone for another program. This can all be done without needing to process the same case management, intake, and other income twice.


Reduced manual processes for your staff

Most agencies often oversee tons of clients and every interaction requires an update to their data. This will rapidly stack. How many cases does each person on your staff have to handle each week? How much time does that stack up in the aggregate? Could a better, quicker system, improve your agency’s day to day?


Reducing manual processes with case management increases your staff’s efficiency. Service delivery, team inputs, and data aggregation can be simplified, allowing your organization even more time to conduct their jobs. In the long run, this saves you both time and money.


Avoid expensive data errors

In a world that’s constantly changing requirements for funding from both federal and state agencies, the capability to verify that your data are accurate, up-to-date, and complete is far more crucial than ever. Furthermore, changes in political administration mean that the data your organization is reporting on now may not be relevant in the coming months. With new case management systems, adjusting to any renewed requirements becomes must less of a hassle.


The best way to stay ahead of these requirements is by paying attention to any changes introduced to the laws or funding regulations. But this can become extremely difficult by relying on an inflexible, outdated system. Gathering data in a separate manner may require excessive hours from an IT or development team. Although, in modern case management tools, data is readily available at your disposal, and can be arranged for whatever reporting needs you may have. With updated technology, you can have the data you require to report any to other agencies, as well as to keep track of your own results, during any time you need it.


Better systems lead to greater processes

Who are the ones with the biggest stake in case management software? Your staff members!


Outdated software makes data entry annoying and lacks essential features and functionalities. If your organization is utilizing an outdated case management system, your staff must be incredibly frustrated. When deciding to upgrade and modernize your tools, consider your staff and how they are working every day. Assess major stakeholders, those most affected by the successful implementation of any software is the best way to set your organization on the path to success.


Through this process, and with more structured tools, these stakeholders will be able to help any agency discover better every day processes to help every staff member gets the most out of their daily job.


Mobile Adoption

According to the Pew Research Center, the vast majority of Americans now own a smartphone of some kind. The share of Americans that own a smartphone is currently 81%, which increased from the 35% they gained from a survey done in 2011. Along with smartphones, Americans own a vast range of communication devices. Nearly three-quarters of U.S. adults now own either a desktop or laptop computer, while roughly half of them own a tablet computer.


In this day and age, a large portion of the population has mobile phones that allow them to connect in all sorts of ways. Having an up-to-date case management system will allow you to seamlessly connect with your case management software thanks to apps for Android and iOS. Allowing you to search for any information you need, while providing a way for customers to pay their bills or even set up meetings and so on.

Working anytime from anywhere

Almost every modern case management system has an online feature. Meaning you’ll be capable of accessing your client's documents anytime from any location, via a secure connection. This feature gives you the option to work from home or any other location. This can be significantly beneficial if you or any staff members need to travel as productivity can still be maintained and helps get the job done from anywhere (not just the office space).



Modern case management systems help your organization launch into a new era of productivity, work satisfaction, and financial success. Certain companies and organizations tend to operate without relying on a case management system because of a flawed belief that the cost is way too expensive. But this is far from the truth. Cloud-based management software can be incredibly affordable and reduces overall expenses. You will be capable of increasing your client base in the long run, conduct your work more efficiently, and generate higher cash flow. Consider trying a case management system that gives you control of your data. Follow the advice above, determine what your organization needs are and then research your options.