Vicki Gilman managing director of Social Return Case Management talks about the role of case managers in helping people get the support they need after serious injury

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James (0:09) Welcome to another edition of the podcast from the Health tech Research Centre in Brain and Spinal Injury. You've listened to all the episodes, right? And you know that I chat to interesting people, ask them what they do and find out stuff, Sso we all get a bit more educated about brain injury and its management. And today I'm joined by Vicky Gilman, who is the founder of Social Return Case Management. So Vicky, we better start off by understanding what case management is, because I'm guessing you don't look after people's luggage.
Vicki (0:38) Very good point, James. Good morning and thank you for inviting me on your podcast. Yeah, it's not about luggage and case management is quite diverse.It can surprise you with what it is from time to time and it's very individualised. So it is quite hard to nutshell. If I'm honest, it's probably the question you don't want to get asked in your social life because you wonder how long somebody's got.

But broadly speaking, most case managers in the UK at the moment are working with people after traumatic injuries. And we are there to help coordinate whatever it is that is going to improve the rehabilitation and recovery journey for people. And at the end of it, which I work, which is the more catastrophic and complex end, and often working with brain injury, spinal cord injury, life changing injuries, it extends into how people wish to live their lives, what sort of lifestyle choices they want to make, and just working alongside them very often to figure out what is the best approach to that, what kind of support do they need, what sort of choices might make life easier, more fun, more enjoyable. It goes far further than health and social care are able to go, or it can do.

It all depends on how much people want, how much they need and the funding of it.

James (2:10) So where do you come into the situation? Somebody's had a catastrophic life changing injury, they go to hospital, obviously. Do case managers come in while they're still in hospital or is it a bit sort of further downstream?Presumably there's some sort of negotiations about where the money comes from to pay for this stuff.
Vicki (2:28) Yes, and it is an interesting question. And here I must also mention there are case management roles or very similar roles that are being carried out within statutory services. And so obviously the funding for that would be a little different to what I'm more used to and most of case management in the UK currently, which it tends to be funded by medico legal claims.So i.e. where the accident or incident has had some sort of fault behind it, and there is either some insurance or some sort of scheme that covers it. So for example, road traffic accidents are quite common and all of our car insurances pay into these things and cover these things. And including the Motor Insurance Bureau, which would cover uninsured vehicles that are involved in accidents, cause accidents or hit and runs where you can't find the vehicle.

There's a Criminal Injuries Compensation Authority, there are medical negligence cases, there is a military system that the government has for injured service personnel and so on. So in answer to when do we come into it, that can really depend on when that person takes a claim forward and it can depend on the particulars of that individual circumstance, the claim, the type of claim as to when it is possible to get a case manager involved. The earlier the better, I would say, and often we are one of the earliest parts of what might be funded over and above what the state provides for that person.

James (4:17) Yeah, so I guess sometimes there might be a claim which could go on for years, but often, am I right, that there's a bit of funding that will come out quite early?
Vicki (4:28 ) Yes, potentially. So there's definitely a driver to try and ensure that people get what they need at the right timing, which is often a bit faster than perhaps they otherwise would, in order to reduce the problems they may have longer term, and that can reduce cost as well. So that's sort of in everyone's benefit.And even before everything is fully sorted out in terms of liability, who's liable to what extent, for example, there is the rehabilitation code and so that is a voluntary agreement that everyone involved really in that side of it signs up to. And so sometimes there can be some early funding just to get some things in place and that might include some case management in order that we can assess the person, identify what those needs are, because the insurers and the solicitors working with them don't have that clinical knowledge. So we can help establish what's needed right now, it's often called an immediate needs assessment, so that we can start that process of improving things and helping the person move through their rehab at a faster, better rate with fewer problems.

So again, it's trying to hit that sweet spot of being in everyone's interest to get us involved.

James (5:57) Everybody's interest is the kind of well-being of that person who's had this catastrophic injury, and we can think about one side against another, but I guess it's not really like that, is it? People are conscious about where the liability sits, but everybody wants that person to get the kind of support and help that they need.
Vicki (6:13) Absolutely. I think there's a reality behind it, which is that in the UK, we have a system that is adversarial in its sort of original nature for these cases. But by and large, you don't feel that very much at the coalface and with the injured person, everyone is just trying to do the right things and use this system, this legal system we have to achieve that.And the case manager's duty is not that legal process, it is entirely a duty to the client.
James (6:48) Yeah, OK. And you mentioned the criminal injuries compensation. I was reading a thing the other day saying that that's capped and that that cap was put in place quite a long time ago now, and there's some pressure to kind of change that.
Vicki (7:02) It's certainly the case that not all forms of funding and those systems I mentioned earlier do it in the same way. So there are different levels of funding. And there are various things over the years that crop up like that, where, you know, if things have been organised a long time ago, everything's getting more expensive.We know that in life, right? And definitely within rehabilitation and support and care and equipment, it's all way more expensive than it used to be. So, yes, what you could do in any capped system, the military system is capped as well.

So in any capped system, what you used to be able to do with it, if it hasn't moved forward to match life and the rising costs of everything, we can do a little less. But then there's just the pressure to be perhaps a little more creative and think how we do that with less. So we are always aware of trying to get the best value for our clients.

And to a certain extent, it's our job to flag up what they need and other people decide whether that's affordable.

James (8:11) Yeah. And in a recent podcast, I was speaking to somebody about mental capacity, and presumably there's some kind of overlap here. It's about the wants and the needs of the person that you're working with.And I guess in many cases, they can't make those decisions. Somebody has to decide what it is that they need and to look after. So is that the sort of role that you would take on as case managers to determine what's needed and help deliver that?

Or would you sort of work in partnership with deputies and people like that to deliver?

Vicki (8:40) It's a mixture, James, and it depends on the individual, firstly, but then it also depends on whatever that decision is when we're talking about the Mental Capacity Act. So the first thing is, yes, a lot of our clients have acquired a brain injury. And sometimes that may mean that there are some challenges for people making their own decisions if they lack capacity, but it depends on the decision that is being made, because capacity, as I'm sure you know, is decision-specific.So probably the most common thing that we encounter with that group of folk after their injury is people who don't have the mental capacity to manage the funds that they are going to have through this legal claim and to spend them. And those people, if it is demonstrated that they don't have capacity to manage that or to litigate, then they may well have a Court of Protection deputy who manages those funds for them. That person will usually be a solicitor.

So we work closely in partnership with Court of Protection deputies on cases like that, where they have the money, but they need us to help figure out what actually this person needs and what's a reasonable price to pay for that. Are there three options? And if so, which is the right one for the person?

But their job is to think about, is that actually affordable? How much does this person have for the rest of their life for these, a vehicle, for example, an adapted vehicle? And is the one that's most suitable something that's affordable in the grand scheme of managing this person's money, if they can't do that for themselves?

James (10:25) Yeah, and I guess, regardless where the capacity sits, it's really difficult to make predictions about what people are going to need over the longer term. Yeah, I'm sure you've got a huge experience working with loads and loads of people, but they're all different, right? So it's not like you can just say one of them or one of them and they're done.
Vicki (10:42) No, it's definitely, so I came into this role as a physiotherapist originally and fell into brain injury work nearly 40 years ago and worked my way through the rehabilitation and got to this point working as a case manager. And it's a bit of a pinnacle in some ways of my clinical work, I think, and I think many of us feel that way about it because it is more individualised perhaps than we've ever been. Each person is so different to the next of these vast array of needs maybe that you've got to kind of work through.You were talking about predicting the long term. So just because that's a part of the system that works for the type of clients we're discussing here, the type of brain injured or injured people. So what we don't do is make the suggestions directly to that legal court process of what this person needs in the long term.

If you're case managing a person, your duty is to them and you are doing the day-to-day case management work. There's a whole system of people called expert witnesses who report on that same person, but their job is to report to the court about what they need. I have done that role as a physio and there are people who do that role as a case manager as well.

You'd never do it for somebody who are actively case managing. But that's really how it is established in the first place, what somebody's needs will be long term. And it is an educated guess, if you like, but based on lots of experience of what for this person are likely to be their needs for the rest of their life, what of those might be met by the states, but what of those will need to get life back to as near where it should have been had that not happened, what will be needed and then translate that into pounds, shillings and pence.

So it's a very overseen system as well, which means that then when I'm working as a case manager, I don't have to do all the things the experts said, but there should be a reasonably well thought out plan that has ended up with the sort of resources that I can then think about using alongside perhaps that court of protection deputy to further what that individual and that family need and want.

James (13:19) Yeah, I'm interested in your sort of personal journey. You mentioned you're a physio.
Vicki (13:24) Yes.
James (13:25) Did you think, I can do more good for these people by shifting sideways into the case management, or did it just sort of evolve in that you were starting doing it without even realising you were a case manager, you were, because you were finding the things that people needed to improve and make their recovery?
Vicki (13:40) Yeah, well, that's a really great question, because I think all of it's been by accident and evolution in many ways for me, but I think for many people, most of us didn't know this existed. I think most people haven't come across case management. If you spend enough time in brain injury, you do tend to come across it because that group of people often need it, and perhaps for quite a long time.There are other types of case management too that don't last as long often for injuries that resolve completely. And so what I did was work through the rehabilitation, found myself in the independent sector, again, organically really, and found myself working with a lot of case managed cases, so sort of providing rehabilitation services or providing teams of rehabilitation for those particular clients. So the sort of next natural step was actually to do some of that, and some of that came while I was still within rehabilitation, occasionally being asked to fill a gap perhaps.

But I also would suggest that most of us who've worked with brain injuries, brain injured needs don't fall into neat categories very often at all. And there are often things where you think to yourself when you're in a rehab team, for example, well, it's not exactly my job, but this thing isn't really anyone else's on the teams either. And if somebody doesn't sort this thing out, pick up the phone, make a call, send an email, organise something for somebody maybe, then maybe the rest of it's all going to fall apart a bit.

And that's case management, so one part of it. So I often say to people, you know, we've probably all done some. It's a coordinating role.

It's almost like project management at times, thinking about timing of things, the right thing, getting everyone communicating, sorting out problems along the way, except it's not a grand design property. It's a person and their life at the centre of this.

James (15:49) You work with individuals. It's not like you just sit in your posh office, ringing the phone and pointing to people. You meet these clients, you work with them and their families to determine what it is that they need and how are we going to source that.
Vicki (16:02) Absolutely. And we need to form positive and therapeutic relationships with the client and often with the whole family and really try and understand that person and what their wishes, goals, aspirations are. And often to go through a journey with them as those things change as well, because I think it's very reductionist to say, well, you know, what are this person's goals?What do they want to do? Right. Let's make that happen.

They're going to change. Everybody's lives change, have new chapters. You think differently about what you might want next week, next year, five years time.

Then when you get there, maybe it wasn't what you thought. So we're taking those journeys alongside people and trying to really deeply understand that person and how we can support and help them toward that life that they want or to experiment with that life maybe and figure out what they do want. So when I trained as a physio in my early days, I was taught to work with people from the earliest point of saying, what are your short, medium and long term goals?

And I now think particularly long term, that was a bit mad at the very beginnings, while somebody was maybe still in hospital, having had something suddenly happened to them, because my experience has been that for most people, you need to get back into living life. And maybe maybe that's about getting back home into community or whatever to kind of figure out what this might mean and what you might want. And even then it might change because we all change.

One of my colleagues often says, it's like the client is sort of maybe on a roller coaster often. And sometimes we're sitting next and taking the journey observing sometimes we're jumping off to find the brake or or the speed pedal. Sometimes we're not on the journey with we're kind of watching from afar, because that's what is right for the client and what they want.

It all depends on where the roller coaster is going, what it's doing at any point in time is very individual.

James (18:10) Yeah, that's an interesting analogy, because we don't have control of a roller coaster. And some people don't have control about their future, you might have a long term goal, but actually that's not possible.
Vicki (18:21) Yeah, maybe. But but then you can think about, you know, if a rock is thrown in your path, okay, maybe that does change things. So there's there's a almost a coaching kind of side to that often of saying, well, okay, so what does that?What does that mean? For you? What do you think?

So it isn't what I think. It's what my client thinks, and wants, and then trying to kind of figure out, and sometimes challenge that too. I think that's a very healthy part to it. But always starting with that person, and almost going in with no, no real idea of what it might be that you might be doing, which is one of the things I do like about it.

James (19:05) It seems a lot of the things you're describing there, you know, that's not just about people who've had life changing injuries. That's like everybody, isn't it? Yeah, that's a kind of coaching and supporting thing that you do with your children and your friends.
Vicki (19:16) Absolutely, it's just that life has maybe thrown a big curveball at our clients that they weren't expecting. And so some of that stuff gets a little bit more challenging than it might otherwise have been, or it knocks you off your path so significantly that, you know, a bit of help and support is a good thing. And if it only needs to be short term, because, you know, then we've shown and helped you move toward what you want, then in my mind, at least the idea should be we do ourselves out of a job.Often with catastrophically injured people, it might even be lifelong, not necessarily with the same case manager, but the idea of case management. And it often goes up and down. It's not the same amount.

It depends on what's happening in someone's life. What's the next stage? So significant moments of transition when people move home or have a new relationship, get married, a parent who is a carer dies, people have children or the children leave home and suddenly life is different.

Again, these are all transitions in all of our lives, but they can really have a bigger impact in the lives of our clients. So sometimes those are moments when we find ourselves needing to think again, some new fresh thinking and perhaps scaffold in some more support for people.

James (20:48) Yeah, and sort of step back in again. Do we have any idea, Vicki, how many people will be under this kind of case management across the UK? We know that brain injury is enormously common.Is it thousands of people, hundreds of thousands of people who are having sort of their care looked after by case managers?
Vicki (21:06) It would be a very broad guess if I made a guess, because we don't know the answer to that. And one of the reasons I know that is because I'm the most recent past chair of the British Association of Brain Injury and Complex Case Management, which is a bit of a mouthful, but the membership group for people who do the more complex end of case management. And I think they've probably got about 1500 members.So the question would be how many people do this who are not members then, because you don't have to be. And there is another membership organisation too. But I would be surprised if it was more than, say, double that, because mostly that kind of credential is looked for to show that you are developing your practise and part of something.

And it's also very helpful to have that support. So I don't know. Could it be that there are two to three thousand people doing it?

And then what we often get asked when people come for an interview is what's a caseload? How big would a caseload be?

James (22:12) How many clients have you got?
Vicki (22:13) Impossible question to answer, because that description I gave of how much work you might be doing for somebody could change over their lifetime. But also it means your caseload. One person might need 10 hours a month.Another person might need 40 hours a month. We have ways that we can look at it and make an estimation of what we think that's going to look like for the next few months, maybe. We could be right, could be wrong.

But that means that a caseload, if you've got extremely complex folk who need more of your time, you'll have fewer cases. So you might, a full time case manager might have maybe six, seven, or maybe they've got a larger number of some cases that need a little less. So in terms of figuring out if we said maybe there are two to three thousand people doing the job, how many do they, what's an average caseload?

But are they all full time? Probably not. I don't think I want to guess, actually.

James (23:15) We're probably looking at, what, 15- 20,000 cases, something like that.
Vicki (23:19) Maybe, maybe. It'd be a good piece of work to do, wouldn't it, to see if we could find out.
James (23:25) But it's significant numbers anyway.
Vicki (23:28) It is, yes. When you think that, you know, there are a number of people who will need it for a very long time, then yes, it is significant numbers. And they are people who have significant needs.And behind, I don't want to make this all about cost, it is about what people need and lives lived as well as possible. But the reality is, there is money that needs to be paid for those services. So that means it is a significant industry as well, because if you do need a lot of hours and if you need a lot of hours of case management, that will mean you're also probably in receipt of a lot of hours of supportive care, a lot of equipment, maybe housing adaptations, special vehicles.

So, you know, those are expensive things. So that there is a lot of resource within the UK around these clients to help them have as fulfilling and good a life as possible.

James (24:32) So, yeah, and I guess that's kind of the point. And I like that word you use there, fulfilling, because that's what it is. It's what it means to those individuals, isn't it?And it's not for anybody else to judge the way that that works, is it? And I guess your role is to kind of support them and help people to do that, to have meaning in their lives.
Vicki (24:49) Absolutely. And I think it's interesting you pick on that, as you were saying about fulfilling, I was thinking, as you said the words, I was thinking, yeah, I know I've just said that, but I wouldn't want it to sound like I think that's what it's about. Or that I know that's what it's about.I think it is, from all the learning I've had from people who have had brain injuries and their families and the sorts of things they say. But you need to have that much of an open mind each time you go into a conversation with somebody that you're not even judging that. You want to hear from them what is it, not sort of necessarily even saying, well, make life fulfilling, but saying, well, how are you?

How's life? What do you want? Trying to give an idea of what maybe we could do, because case management for clients and families, they've no idea.

It's often kind of presented as a, we’ll, get you a case manager, they'll sort out everything. But what does that actually mean? And only by working with someone do you really often find that over time, as you develop that relationship, you also develop understanding between you, hours of who this person is and what they really want.

And is it fulfilment or is it something else? Don't know. There's of what can we do?

And there aren't that many, there are some edges to what we do, but it is extraordinary how diverse it can be. And I think for people who can't access case management, you know, question might be, well, what happens for those people? And they have to figure it out themselves.

And I think family members very often is what we see. Family members are putting their lives on hold quite often in order to figure out how to support this person, how to support the journey towards some sort of fulfilment, meaningful life. And I guess I would hope with case management, we decrease that for families as well.

So families can spend more time being family, because some of those things take a lot of time and knowledge and we can we can fill those gaps.

James (27:03) Yeah, because of course, the other thing about these things is they come from nowhere. You know, your life is planned, you know exactly what you're doing. And then in an instant, there's a catastrophic injury, which changes the lives not just of that individual, but of their huge kind of social circle and their family and friends and their employers and their, yeah, everything changes in an instant for many of these people.And I guess it's a kind of a joint learning journey for the case manager and the client and their family as they kind of go forward to try and understand where they are now and perhaps where they want to be in the future.
Vicki (27:33) Yeah, I think so. And again, I wouldn't want to prejudge it. But I one of the phrases I do sometimes use is, from my observation, it's like a bomb going off in the whole family.But I guess I could ask you, is that a good descriptor? Do you feel from your experience? Is that a good way of?
James (27:52) Yeah, yeah, definitely. It's about trying to understand who you are now and what you want to be next, really. And I've been enormously fortunate that I was able to get back to doing something like my old job fairly quickly after my injury.
Vicki (28:07) Yeah.
James (28:08) But many people can't or they try and they fail.
Vicki (28:11) So that idea of a bomb going off and the sort of the ripples of the forces that keep going, it's a bit like dropping a stone in a pond, I guess the bomb just feels a bit more significant. But those ripples keep going and they keep going for quite a long time and impact so many people around you.
James (28:34) Yeah, definitely.
Vicki (28:35) It's how it feels and how it looks.
James (28:37) Well, it's been fascinating chatting, Vicky. Thanks so much for joining me on the podcast. If you've enjoyed listening to this, check out any one of the many, many episodes and I'll put a link to the Mental Capacity one that we mentioned.I'll put a link to Babicm, the case management organisation and to Social Return. Vicky, thanks so much for your time.
Vicki (28:58) Thank you for having me.

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