How to Manage Caseloads in Social Work

To maintain a healthy lifestyle and find balance, social workers must navigate the complex undertaking of building a caseload. The definition of caseload is the appropriate number of cases a social worker can take on widely varies depending on their field and the demands.

In Child Protective Services, the average caseload for case managers is 64 cases each. Even that number can differ drastically–CPS workers in Utah have 163 cases each while Connecticut CPS social workers only have 28.

While lower caseloads tend to lead to higher quality services and worker satisfaction, that option is not always on the table for impacted organizations. When the fire is on high and multiple clients need a social worker’s help, it’s time to turn to caseload management to prioritize workloads.

What Is Caseload Management?

For every organization that offers services, caseload management is the allocation of work for each social worker. Caseload managers must assess staffing factors to assess how many cases an organization can take on, and who is the appropriate case manager for each client.

There are two levels of caseload management. The department heads must assess how much work is appropriate for each case manager. Then, case managers must assess their schedule and allocate time in their day to meet all client needs.

Principles of Caseload Management

Properly-managed caseloads lead to better client outcomes. When a social worker has too much on their plate, it can cause burnout and high turnover rates.

Principles that organizations must follow to manage caseloads effectively are:

Analyze the caseloads: Consider factors such as client needs, urgency, and complexity of the problem when assigning caseloads to social workers.
Consider staff experience and background: Match specialties and consider current workloads when assigning a new client.
Forecast staffing needs: Complete workforce planning to ensure you have the correct social workers-to-cases ratio.
Make data-driven decisions: Use case management software to collect data and assess caseworker performance. This helps managers understand when a social worker has too many cases.

What is a Normal Caseload for a Case Manager?

There is no single number that constitutes a normal caseload. There are too many varying factors when it comes to building a caseload. For example, a mental health case manager working intensive on-site care and providing services will have fewer cases than a case manager who only handles service coordination.

Questions to ask when assessing a case manager’s workload are:

What is the complexity of the cases that the case manager is taking on?
What is the environment that they are working in?
Does the case manager offer a service or only handle coordination?
Is there ample support staff to assist the case manager, or are they handling everything themselves?
What is the documentation required in the process?

If you’re not sure where to start within your organization, look to studies from the state and federal levels. The 2030 Study recommended that social workers within California Child Welfare Services should have a range of 13-24 cases each.

Social Worker Caseload Standards

The best resource for individual social worker caseload standards is the National Association of Social Workers Standards for Social Work Case Management. This outlines what social workers need to maintain a healthy workload and different factors to consider.

When a social worker is assessing their own capabilities for caseload, they must consider:

The amount of time spent with each client.
The duration of the services that the client needs.
The scope of the responsibility the caseworker has to each client.
The technology available and how that simplifies the case management process.
The organization’s case management model.
The number of clients at high risk or with acute needs.

Social Work Caseload Template

Tracking caseloads is a critical way to assess the needs of each client and streamline caseload management. Case management software such as PlanStreet offers customizable caseload templates tailored to the organization’s needs.

PlanStreet’s advanced form builder allows for the creation of customizable documents. With conditional fields, layout components, and a user-friendly interface, create a tracking workflow that’s easy to share amongst your organization’s social workers.

When creating a caseload management template, be sure to include categories for the following information:

Client information: demographics, the referral, their diagnoses, and other relevant medical history.
Services assessment: clinical observations and potential services.
Care plan details: goals and objectives, scheduled services, and the timeline.
Relevant case notes that outline their trajectory, hurdles, and any other pieces of critical information.

How to Manage a Social Work Caseload

It’s easy to outline what should consist of a social work caseload, but it can be much more difficult in practice. If you’re upper-level management or a social worker, follow these tips to boost caseload management.

1. Use a Social Work Caseload Management Tool

The best way to track needs within a social services organization is to use a social work caseload management tool. PlanStreet’s case management software offers a digital solution to streamline administrative woes within case management, giving caseworkers more time to care for their clients.

PlanStreet’s case management software offers:

Task automation to streamline assignments.
An intuitive interface that follows the case management process: intake, needs assessment, service planning, and monitoring and evaluation.
Case boards for a visual, bird’s eye view of each case plan.
Client portals for easy service planning and client communication.
Power BI dashboards for configurable, end-to-end views.

2. Schedule Your Time Effectively

Every social worker only has so much time in the day. Schedule your time so that you’re the most productive. For example, handle meetings only at the beginning or the end of the day if possible, allowing time in the middle of the day to focus on more important tasks.

Build out a schedule every day. Don’t rely on your emails, phone calls, or a manager to dictate what gets done. When you create a schedule, that means you’re making the most of every minute. Create calendar events or tasks for each item, and track them in your social work caseload management tool.

3. Optimize Your To-Do List

It can be challenging to schedule your day if you don’t know what’s important. Rather than having one general “to-do” list, optimize your duties based on priority. There are two popular methods for to-do list optimization.

The “need, should, and can” method breaks your to-do list into three categories. The “need” column is the most important–every item must be completed by the end of that day. Then, the “should” column covers duties that would be good to be completed that day, but if it doesn’t happen, it won’t cause a plug in the pipeline. Last, “can” items are things that are on your radar coming up. If you happen to accomplish them, great, but if not, it’s no problem to finish them tomorrow.

Another popular method is the quadrant matrix. Draw four boxes and label them as the following:

Urgent and important
Urgent but not important
Important but not urgent
Not important and not urgent

Then, allocate tasks into the corresponding boxes. This clarifies what to proritize and which tasks can go on the back burner.

4. Prioritize Self-Care to Build Emotional Resilience

A social worker’s job is not easy. You are working with people in deep need, who often have traumatic stories that can be difficult to hear. Combined with too high caseloads, 70,000 social workers leave the field each year.

Self-care is the best way to ensure mental well-being in the field and build emotional resilience–which means that a social worker can place healthy boundaries with a client, not taking the client’s personal worry as their own.

Social workers must stick to a strict schedule. If the working hours are 8-5 pm, then only work those hours. Do not pick up the phone after working hours unless you are paid on-call. This ensures the social worker has adequate time to rest and handle personal needs.

Additionally, take 5-10 minute breaks throughout the day. Practice mindfulness exercises, such as breathing or body awareness. These pauses allow you to stop anxious thoughts and seek help from others when you’re overwhelmed by a case.

5. Streamline Communication

Utilize case management software to simplify communication from within your organization and with clients. Task management software creates workflow automation to share each person’s role in the case management process without a phone call or email. Case boards allow case managers to access the status of each client without having to call them personally. Implement client portals to follow up with messaging and comment features.

Of course, email is a tool that every case manager has to deal with. But rather than letting your email inbox control your life, choose two to three times every day that you will check it. Answer emails in batches, and then continue the work you care the most about.

Streamline Caseload Management With PlanStreet

Digital tools offer powerful caseload management possibilities. Elevate your caseload management with PlanStreet, a comprehensive solution with everything you need to accelerate and manage your organization’s performance.

PlanStreet’s Case Management Software serves case managers in multiple service areas, such as:

Customize our configurable software to meet your social service organization’s needs. Learn how PlanStreet scales processes and optimizes caseloads by scheduling a live demo with our team today.