Case Manager (CM) Guide

Case Manager (CM) Guide  

 

👤 Role Overview 

As a Case Manager (CM), your role is to support members through their ECM journey by completing outreach, assessments, care planning, and regular follow-ups using Aztute’s App and Command Center. 

 

✔  Pre-Conditions 

Before starting, ensure that: 

  • You have access to both App and Command Center 
  • Your login and 2FA (via email or phone) are configured 
  • Members have been assigned to you by the Supervising Case Manager (SCM) 

🔐 You will only see members and tools relevant to your role. 

 

🧭 Key Navigation Areas (App) 

App Feature  Purpose 
My Tasks  View all assigned member tasks by type and due date 
Outreach  Initiate contact and capture member response 
HRA  Document health, housing, behavioral, and risk factors 
Care Plan  Create personalized goal-oriented plans for the member 
Progress Notes  Record and sign off on monthly contact with the member 
Member 360 View  See a full history of forms, notes, and engagement for any assigned member 

 

🔁 Step-by-Step Workflow 

🔹 Step 1: Access Assigned Member 

  • Log into: https://app.aztute.com 
  • Go to Manage → My Tasks 
  • Look for any new tasks.  

 

 

🔹 Step 2: Outreach 

You can start from Home or from Manage → My Outreach → NEW 

  1. Indicate Outreach Attempt and Response: 
  • Successful → Select Enrolled 
  • Declined → Member refuses ECM services 
  1. Save your submission 

✔  A claim is generated automatically if the outreach is successful.
✔  The SCM is notified whether the member enrolled or declined. 

 

🔹 Step 3: Health Risk Assessment (HRA) 

Once enrolled, a task and HRA form are created automatically. 

  • Navigate to: Manage → My HRA 
  • Select the Member → Actions → Edit  
  • Click Start to change the HRA status to “In Progress” 
  • Complete the following sections: 
  • Member Health Conditions and History 
  • Behavioral and Mental Health Needs 
  • Housing and Living Situation 
  • Social Determinants of Health 
  • Support Network and Functional Needs 
  • Risk Factors for Hospitalization or Institutionalization 
  • Submit the HRA once finalized 

✔  HRA status updates to In Progress and unlocks Care Plan 

 

🔹 Step 4: Care Plan 

The Care Plan becomes available once HRA is marked In Progress. 

  • Go to: Manage → My Care Plans 
  • Select the member → Click Action → Edit 
  • Fill out each tab: 
  • Goals: Define measurable objectives for the member 
  • Barriers: Document obstacles the member faces in achieving goals 
  • Interventions: Describe planned actions (internal or external) to help the member 
  • Target Dates: Assign dates for follow-up and review 
  • Save the Care Plan and mark as Completed 

✔  Submitted Care Plans are visible to SCMs for monitoring and feedback 

 

🔹 Step 5: Progress Notes 

  • Navigate to: Manage → My Progress Notes → NEW 
  • Fill in the note with: 
  • Contact Date 
  • Reason for Visit / Interaction 
  • Updates on Goals or Interventions 
  • Any Referrals or Follow-Up Plans 
  • Sign the note to finalize submission 

✔  The first monthly note triggers the PMPM claim
✔  Additional notes update the member file but do not generate new claims within the same month 

 

📊 Monitoring Member Journey 

  • Go to: Manage → My Members Status 
  • Use Action → Member 360 to: 
  • Review status of Outreach, HRA, Care Plan 
  • View all completed forms 
  • Track activity and engagement over time 

 

🛠️ Tips for Success 

✔  Do  ✘ Don’t 
Complete forms in correct sequence  Submit forms with missing required fields 
Use Member 360 for overview before calls  Skip Progress Notes – this affects billing 
Ask SCM if unsure or stuck  Edit submitted forms without permission 

 

🔔 Notifications You Will Receive 

  • Member assigned to you 
  • Tasks due soon or overdue 
  • Notes or Care Plans flagged by SCM 

 

🧠 Common Use Cases 

🔸 Outreach completed but HRA not visible? → Ensure Enrollment = Enrolled
🔸 HRA done but Care Plan isn’t opening? → Check HRA status = In Progress
🔸 Member info needs editing? → Flag it for Admin via SCM 

 

📅 What to Expect During POC 

  • Use test members to walk through the full workflow 
  • Participate in daily support check-ins 
  • Share any feedback on usability, navigation, or bottlenecks 

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