Case Management

The robust and powerful disability Case Management Module in Medgate’s Occupational Health Software Suite provides an occupational health manager with a complete system for the management of occupational and non-occupational (disability) cases. This module provides extensive absence management capabilities, allowing case managers to coordinate care in the most efficient and cost effective methods possible and foster a timely and healthy return to work.

Key Benefits of the Case Management Module:

This module will enable occupational health management professionals to:

  • Track all types of occupational and non-occupational claims, including, but not limited to, workers’ compensation, STD, LTD and FMLA (US)
  • Record and track an employee’s progress related to occupational and non-occupational injuries including their absences, work restrictions and expected return date
  • Respond to regulatory and corporate body inquiries on the spot by having case details available at your fingertips
  • Integrate with the Clinic Visit and Incident Management modules to enhance communication, ensure record accuracy, and reduce redundant data entry with auto-population of shared data (as permitted by your security settings)

  • Streamline regulatory compliance with auto-population of forms based on the case data you’ve collected and tracked in the system
  • Directly access integrated disability duration guidelines and treatment guidelines for each specific diagnosis to reference evidence-based absence benchmarks and other important information regarding the relevant medical condition
  • Demonstrate tangible return on investment (ROI) from your case management efforts with comprehensive and easy-to-run reports
  • Create and configure a personalized and interactive to-do list and case management dashboard that will enable you to effectively organize and prioritize your activities

Key Components

The components of this module are as follows:

Tracking Cases

  • Integrate with the Clinic VisitIncident Management or Body Fluid Exposure modules for auto-population of pertinent case details (employee information, date/time of injury, chief compliant, injury/illness details, etc.)
  • Record whether the case is occupational or not; occupational cases can be shared with safety and the Incident Management Module
  • Easily generate workers’ comp and other regulatory forms that are auto-populated with pertinent data
  • Capture detailed case information including but not limited to:

    • Employee information and the onset date of the illness or injury
    • Assigned case manager and third-party adjusters, where applicable
    • The date the case was initially opened and the date the employee was first contacted
    • User-definable case types (STD, LTD, WCB, etc.) and case status (Pending, Open, Closed, etc.)

    • Unlimited medical conditions including start and end date
    • Provider that determined the diagnosis
    • Extensive case notes
    • Tracking for FMLA and ADA purposes
    • Insurance claim details

  • Determine work hours lost through automatic system-generated calculations
  • Schedule recall appointments with automatic notifications sent to employees, using the Scheduling Module
  • Record OSHA details (U.S. customers):
    • OSHA Logic feature automatically marks the case as OSHA recordable based on the nature of injury, medication, procedures, restrictions, absences, employee death or loss of consciousness; or, you can manually flag the case as OSHA recordable
    • Date the case become recordable is auto-populated from historical data
  • Record work restrictions and track all work restrictions, including those captured in other Medgate system modules (e.g., Clinic VisitMedical Chart, etc.)
  • Reference and track additional details in the case record for efficiency:

    • The employee’s diagnoses and case-related procedures
    • The employee’s absences (see below)
    • To-do items and activities related to the case

    • Case-related questionnaires (integrates with the Questionnaire Module)
    • Case-related findings & actions
    • Letters and documents (see below)

  • Efficiently generate and send a host of case letters (e.g., STD acceptance/denial, LTD acceptance/denial, other benefit notifications) using pre-defined templates
  • Attach any related documents to the case record (e.g., physician correspondence, physical therapy progress notes, return to work notes, MRI or other test results)

Tracking Absences

  • View an absence summary that tracks days taken and days remaining for STD, State & Federal FMLA, or other benefit programs
  • Record continuous absences for the employee:
    • Details tracked include absence status, reason, start date, and percent full duty (to indicate that the employee worked part of the time on restricted duty)
    • Add multiple restrictions to the record in a single step for a restricted work days (RWD) absence
    • Indicate whether the absence should count against STD, FMLA, or State FMLA totals
    • The Medgate system regularly calculates lost time and restricted time, giving you the most current absence information
  • Record intermittent absences for the employee:
    • Details tracked include start date, hours per day, whether it is an STD or FMLA related absence, and any notes pertaining to the absence
  • Automatically link to the Medical Chart Module to display all of the employee’s absences on the electronic medical record

Disability Guidelines (ODG/MD)

  • Access the Official Disability Guidelines® (ODG) from the Work Loss Data Institute or the Reed Group® MDGuidelines directly from within the case management module to reference:
    • Recommendations for minimum and maximum disability durations by diagnoses
    • Related treatment guidelines
  • Compare disability duration guidelines with the personal medical doctor estimate; calculate any early return negotiated by the case manager to provide return on investment (ROI) information related to case management services

To-Do List

  • Track all of your case-related activities in a comprehensive to-do list, which acts as a tickler list of all outstanding and upcoming actions as well as a chronological history of all activity related to a case
  • Record company-defined activity type, activity date/time, time taken to complete, provider, costs (if applicable), case notes, and outcomes
  • Sign activities if necessary
  • Print a list of all to-do items for a specific practitioner
  • Receive automatic e-mail reminders for overdue to-do items

Case Management Reports

  • Run comprehensive reports using Medgate’s Standard Reports tool, such as:
    • Time lost by employee / case type / provider / department
    • Expected versus actual return to work time showing actual work days saved
    • Reports of case management activities including cost and time data and new, opened and closed case summary/detail
  • Use Medgate’s Report Writer to run analysis on any additional information captured in the case management module
  • Analyze case counts by case manager, category, status type, etc. and/or track company-specific case management measures/targets, etc. using Medgate’s dynamic Metrics tools
  • Gain one-stop access to your important case management reports, to-do list, claims information, case counts, etc. using the Dashboard tool

Integration Points

Below is a list of the modules that integrate with the Case Management module in the Medgate system:

Occupational Health Software Suite:


Safety Software Suite:

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