Case management involves more than just routing citizen requests to the right personnel for approval. Case management is regularly used in complaint resolution and to offer better customer service. Since case management solutions digitize operations, organizations do not need to worry about cabinets upon cabinets full of paperwork and files. Instead, cases are automatically routed and moved to the right workflows so that they can be processed easily.
How Do Case Management Systems Work?
The essence of case management systems is centralization. Storing all the data that is critical for tasks or processes in a centralized location ensures that all personnel are using the same data for decision-making. Case management systems are also trained on a variety of scenarios and provided with parameters or conditions that help them route tasks effectively.
Take the example of an invoice that needs to be approved by the HR manager. As long as relevant files are structured and formatted properly, using a digital case management system, the invoice can automatically be routed to the HR department and approved without any delays. This does not only save a lot of time spent on sending emails and waiting for replies, but also ensures that files are not lost or that teams aren’t working on incorrect file versions.
Here are a few other important features of case management systems:
- Workflow Automation
Workflow automation is an essential feature of case management tools. The idea behind automating workflows is to minimize the amount of human intervention required for repetitive tasks and ensure that tasks are completed efficiently without any delays.
Enterprise AI software and case management solutions generally come with alerts and notifications that keep teams updated on the progress of certain tasks. With case management solutions, tasks are also escalated automatically to the right teams and personnel as long as they meet certain conditions. This ensures that work does not stop even if someone is busy or unavailable.
- Streamlined Communication
Case management solutions’ built-in features allow for more simplified and streamlined communication. Since all data and task progress is visible through the same central location, teams are always on the same page and using the latest and most accurate versions of files. This paves the way for faster approvals and reduced back-and-forth when managing tasks and evaluating progress.
Intelligent business automation solutions such as Intalio also allow files to be shared easily, improving coordination across the board. Intalio’s case management solution also allows users to review, approve, and even digitally sign documents for faster resolution times.
- Data Analysis and Reporting
Modern enterprise solutions are only as good as the reporting features they come with. Business operations automation tools like Intalio Workflow come with built-in data analysis and reporting features that show users the complete picture of cases and tasks, along with insights on what improvements can be made to systems.
Intalio’s case management solution also comes with an intuitive mobile app from which you can approve, reject, or sign requests directly. You can also view tasks and progress directly from your smartphone and approve tasks on the go.
How Much Do Case Management Systems Cost?
Case management software pricing can vary greatly depending on the features and capabilities that the tool comes with. Instead of worrying about case management software cost, you should evaluate the needs of your organization and try to understand what features will be most essential for your processes.
The cost of case management systems also depends on multiple other factors such as the number of departments or team members that will be using the tool, how many integrations the case management solution comes with, the storage requirements of the organization, as well as whether the solution will only be available on-premise or if it also needs to be deployed on the cloud.
Benefits of Using a Digital Case Management System
Case management does more than just route tasks effectively. It’s also a great tool for remote access, secure data transfer, and even to reduce human error.
Here are some of the major benefits of case management:
- Increased Compliance
Since case management software automates all tasks pertaining to routing and approvals, the risk of compliance-related issues is minimized when using these tools. When using enterprise AI software like Intalio Workflow, you essentially reduce human involvement almost down to zero, allowing complete visibility of audit trails.
- Better Experience
Case management allows organizations to provide users with a much more enhanced experience with quicker resolution times and faster approvals.
- Seamless Collaboration
Case management solutions help organizations to collaborate on the simplest to the most complex of tasks easily. Since all progress and reports are available in one centralized location, case management solutions ensure that everyone is on the same page no matter how many moving parts a project may have.
- Reduced Costs
By minimizing the need for manually performing administrative tasks and reducing human involvement in task completion, case management solutions also significantly decrease costs spent on salaries and other overheads.
Ready to experience the power of case management at your organization? Request a demo for Intalio Workflow today and find out how our solution can offer countless benefits to your company.
