How to Manage Case Workers in ElderSuite

📝 Overview

Manage Case Workers is the master list of case workers your adult day care center keeps on file in ElderSuite. Client records pick from this list, so names and contact details stay consistent wherever staff choose a case worker.

Open it from Client Center → Related Activities → Manage Case Workers. Case workers are maintained only from the Client Center—unlike hospitals, pharmacies, and physicians, which are also available from the Nursing Center.

Nothing is typed on the list itself. Add, edit, and retire case workers in the Case Worker Information window. To start the client record that will use a case worker, see How to Add a Client in ElderSuite. Related reference lists in the same family include referral types and routes (also Client Center only), and hospitals. ElderSuite supports adult day care documentation for centers nationwide.

⚙ How It Works

1. Open Manage Case Workers

Open Client Center from the ElderSuite main menu and click Manage Case Workers under Related Activities.

ElderSuite shows a brief waiting indicator, then opens Manage Case Workers inside the main window. If the window is already open, ElderSuite brings it to the front instead of opening a second copy.

2. The List Is Read-Only

Manage Case Workers is a read-only list of case workers, sorted by name. Columns cannot be edited in place.

Every change is made in Case Worker Information, which opens from the toolbar with Add New, Edit, or a double-click on a row. Close that window before you can use the list again.

To find a case worker in a long list, click the list and start typing the name. The highlight jumps to the match.

3. View: Active Hides Inactive Case Workers

The View: dropdown on the toolbar starts on Active, so case workers marked Inactive are hidden.

If a case worker seems missing, check View: first. Switch to All when you need inactive case workers on the list.

4. Click Add New

To add a case worker who is not on file, click Add New on the toolbar.

Case Worker Information opens in add mode with every field blank and Inactive unchecked.

5. Enter the Case Worker’s Name and Contact Details

Work down the form. Enter First Name, MI, and Last Name. ElderSuite builds the case worker’s name heading from those fields as you type (for example, Last, First M), so spell them carefully. At least one of the three must be filled in. That exact heading is what staff will pick everywhere else in ElderSuite.

Add the details your center keeps: Phone, Fax, and Email.

6. Enter the Physical Address

Enter the case worker’s Physical Address: Address Line 1, Address Line 2, City, State, and Zip.

7. Click Copy to Fill the Mailing Address

If the mailing address is the same as the physical address, click >> Copy >> between the two address blocks. The physical address is copied into the Mailing Address fields so you do not type it twice. If a mailing address is already there, ElderSuite asks Do you want to overwrite the current Mailing Address with the Physical Address?—answer Yes to replace it or No to leave it alone.

8. Click Save & Close

Click Save & Close on the Case Worker Information toolbar.

The window closes and the new case worker is merged into the list, ready to pick on client records right away.

9. Highlight the Row, Then Click Edit

To review or correct a case worker, highlight the row and click Edit. Double-clicking the row does the same thing.

Correct a misspelled name or an old phone number here rather than adding a second case worker, so records that already reference them stay pointed at the right one.

10. Retire a Case Worker by Checking Inactive

When a case worker is no longer used, do not delete them if they are already on a client record. A case worker who is already referenced cannot simply be removed.

Open the case worker, check Inactive at the right-hand end of the header row, then click Save & Close. The case worker drops out of the choices offered elsewhere, while every existing record that references them stays intact.

11. View: All Shows Inactive Case Workers Too

To see inactive case workers again, set View: to All.

A narrow marker column on the left appears and shows which case workers are inactive. You can open one and clear Inactive if they come back into use.

✅ Important Limitations

Manage Case Workers is a read-only list. Names, contact details, and Inactive are changed only in Case Worker Information.

There is no Delete button on the Manage Case Workers toolbar. That is by design. The toolbar shows Add New, Edit, and View: only. Delete is on the Case Worker Information toolbar.

At least one of First Name, MI, or Last Name is required. If all three are blank, Save & Close does nothing—no save, no close, and no message.

View: Active hides inactive case workers. Switch to All before assuming a case worker was never added.

A case worker named None is left out of this list on purpose.

Correct an existing case worker rather than creating a duplicate when the same person is already on file.

⚠ Prefer Inactive, Not Delete

When a case worker is no longer used, check Inactive and click Save & Close.

A case worker who is already on a client record should stay on file as Inactive. That keeps history intact and drops the case worker from active selection lists.

If Delete is attempted from Case Worker Information for a case worker still in use, ElderSuite shows Delete Prevented and keeps the record. Mark the case worker inactive instead.

💡 Need More Help?

For step-by-step instructions, click Ask Eddie from within ElderSuite.