Patient Advocate Client & Case Management Dashboard

Managing advocacy work takes more than a client list.

One client needs an insurance follow up. Another is waiting on records from a provider. A new inquiry needs a response. A consultation needs to be documented. Time needs to be tracked. A completed case needs to be closed without losing the history.

When those details live across notes, calendars, separate spreadsheets, and memory, it becomes harder to see what needs attention next.

The Patient Advocate Client & Case Management Dashboard was created to bring that work together in one organized Google Sheets system.

Designed specifically for independent patient advocates and advocacy professionals, this dashboard helps you manage the workflow from the first inquiry through active advocacy, follow up, time tracking, case closure, and archive.

Your Advocacy Workflow in One Place

Inquiry → Consultation → Convert to Case → Active Advocacy → Follow Up → Track Time → Close → Archive

Instead of maintaining separate trackers for each part of your work, this system connects the major stages of your advocacy workflow and brings important information into an Action Center and Patient Advocate Business Dashboard.

Manage Inquiries Before They Become Cases

Not every inquiry immediately becomes an active advocacy case.

The Intake & Consultations section gives you a dedicated place to organize prospective clients while you determine what support they need and whether they will move forward.

Track information such as:

• Inquiry date
• Prospective client
• Contact information
• Referral source
• Primary advocacy need
• Consultation status and date
• Service recommended
• Quote or price
• Follow up date
• Intake status
• Notes
• Conversion history

When an inquiry becomes a client, you don't have to start over.

Using the built in RTC Advocate Tools menu, select the intake and convert it into an active case.

The system creates a permanent sequential Case ID and preserves the conversion history while carrying the appropriate information into the active case workflow.

Manage Your Active Advocacy Caseload

The Active Advocacy Cases section becomes the working home for your open cases.

Track:

• Permanent Case ID
• Client
• Case opened date
• Service or package
• Advocacy type
• Provider, insurer, or organization
• Current issue
• Last action
• Last action date
• Who or what you are waiting on
• Next step
• Follow up date
• Priority
• Status
• Outcome or resolution
• Case notes

This gives you more than a record of what already happened. It helps you document what needs to happen next.

Know What Needs Your Attention

Advocacy often involves waiting.

You may be waiting for an insurer to respond, a provider to send information, a medical record to arrive, or another party to complete the next step.

The Action Center helps bring those follow ups back to your attention.

Cases can be surfaced based on items such as:

FOLLOW UP OVERDUE
FOLLOW UP TODAY
FOLLOW UP SOON
WAITING ON PROVIDER
WAITING ON INSURANCE
WAITING ON OTHER

Rather than searching through your entire caseload to decide where to begin, the Action Center gives you a focused view of cases requiring attention.

Because sending something is often only the beginning.

Was it received? Was it reviewed? Did someone respond? Is another step needed?

Follow through is part of advocacy.

Track Advocacy Time Directly From the Case

You don't need to create a separate Time Log entry before beginning your work.

Select the case you are working on and choose:

RTC Advocate Tools → Start Timer

The system creates the Time Log entry and carries over the client, Case ID, date, and start time.

When you're finished:

RTC Advocate Tools → Stop Timer

The end time is recorded and the elapsed minutes are calculated.

Your Advocacy Time Log can include:

• Date
• Client
• Case ID
• Activity type
• Start time
• End time
• Minutes
• Billing category
• Notes

Time can also be categorized as Billable or Included, based on how you structure your own advocacy services.

Review Monthly Time by Client

Choose a Reporting Month on the Dashboard to see time recorded during that month.

The Time by Client section provides a monthly snapshot including:

• Total minutes
• Total hours
• Billable minutes
• Included minutes
• Unique cases

Changing the Reporting Month changes the Dashboard view without deleting or resetting your historical Time Log entries.

Need more detail for a particular client?

Use the filters on the Time Log to review that client's individual work sessions and narrow the entries by date.

Please note: Time by Client groups records using the client name entered in the Time Log. Consistent client naming is important for accurate grouping across cases.

See Your Advocacy Work at a Glance

The Patient Advocate Business Dashboard brings important workflow information into one view.

See:

• Active Cases
• Open Inquiries
• Overdue Follow Ups
• Waiting on Others
• Time This Month
• Active Cases Without Follow Up
• Needs Attention Now
• Inquiries & Follow Ups
• Time by Client
• Recently Closed Cases

Active Cases Without Follow Up refers specifically to active cases where the Follow Up Date is blank. It does not mean no activity has occurred on the case.

A case may have recent work documented and still appear in this count when a next follow up date has not been entered.

Close Cases Without Losing the History

When advocacy work is complete, document the outcome or resolution and close the case.

The workflow automatically records the Closed Date and removes the case from active workload reporting.

When you're ready to move it out of your working caseload, mark it ready for archive and use:

RTC Advocate Tools → Archive Selected Case

The case moves into Case Archive, preserving its permanent Case ID and historical case information.

Recently closed cases remain visible on the Dashboard so you can quickly see what has been completed and whether it has already been archived.

Built In RTC Advocate Tools

The custom workbook menu gives you quick access to the workflow functions you use most:

• Convert Selected Intake to Case
• Start Timer
• Stop Timer
• Archive Selected Case
• Clear Selected Row
• Refresh Views

Refresh Views rebuilds the Dashboard and Action Center using the latest information in the workbook.

What's Included

Your purchase includes:

Patient Advocate Client & Case Management Dashboard for Google Sheets

Including:

• Start Here
• Intake & Consultations
• Active Advocacy Cases
• Action Center
• Advocacy Time Log
• Patient Advocate Business Dashboard
• Case Archive
• Setup & Lists
• RTC Advocate Tools automation menu

You'll also receive:

• Quick Access Guide
• Detailed Buyer Guide
• Built in workbook instructions

Designed Specifically for Patient Advocacy

This isn't a generic client management spreadsheet with “patient advocate” added to the title.

The system was designed around the actual workflow involved in managing advocacy cases, follow ups, insurance and provider activity, client time, case resolution, and ongoing caseload organization.

It was created by a Registered Nurse with professional experience in patient advocacy, utilization management, prior authorizations, insurance appeals, and healthcare navigation.

Designed for:

• Independent Patient Advocates
• Private Patient Advocates
• Nurse Advocates
• Independent RN Advocates
• Healthcare Advocates
• Care Navigation Professionals
• Advocacy Consultants
• Professionals managing a private advocacy caseload

A Professional System Without Complicated Practice Management Software

If you've outgrown a basic client list but aren't looking for another complicated software platform, this dashboard provides a structured way to manage your advocacy workflow using Google Sheets.

One connected system. From first inquiry through case closure.

Digital Product Information

This is a digital Google Sheets product. No physical product will be shipped.

After purchase, you'll receive a Quick Access Guide containing the link to your Google Sheets template.

Open the link and create your own editable copy. Then begin with the Start Here tab and use the included Detailed Buyer Guide whenever you need additional instructions.

A Google account is required to create and save your editable copy.

Important Information

This product is an organizational and workflow tool and does not provide medical, legal, billing, compliance, or business advice.

The purchaser is responsible for determining the privacy, security, record retention, contractual, regulatory, and professional requirements that apply to their own practice.

Purchase or use of this spreadsheet does not by itself establish HIPAA compliance or compliance with any specific privacy, security, or regulatory requirement.

Related Resources

Build Out Your Advocacy Toolkit

Looking for additional tools to support your advocacy work?

Explore other Right to Care Solutions resources for insurance call tracking, prior authorizations, insurance appeals, denial management, and healthcare organization.

→ SHOP RELATED ADVOCACY & INSURANCE RESOURCES