Module 4: Case Management

The Case Management module tracks activities done with a client to reach pre-determined goals. Each individual goal is a separate case record. For example, a client working on both mental health and employment would have two separate Case Management records.

How to Add a Case Management Record

1. From the Front Desk menu, select Case Management.
2. Click Add Case.
3. Search for and select the client. If family members should be included, select them in the Family Members field.
4. Select the caseworker assigned to the case.
5. Select the goal and the case status.
6. Confirm the start date. Enter a target date if applicable.
7. If applicable, select the program funding the case, the referral source, and any Contributing Factors from the client's profile related to this goal.
8. Click Save.

How to Add Session Details to a Case

1. From the Case Management List, locate the case and click Edit.
2. Select the Sessions tab, then click Add Session.
3. Select the session activity and add a description if applicable.
4. Confirm the start date and time. Enter expended hours and minutes if applicable.
5. Select the caseworker assigned to the session.
6. Indicate who was responsible (client or caseworker), and whether the client and/or family were present.
7. Click Save.

How to Create a Session with Multiple Goals

1. From the client's Client Management → Case Management, click Multiple Goal Session.
2. In the Goals field, select relevant goals or click Select All.
3. Enter the session activity, date/time, expended hours, caseworker, and attendance details.
4. Click Save.

How to Add Comments to a Case

1. From the Case Management List, locate the case and click Edit.
2. Select the Case Comments tab, then click Add Comment.
3. Enter a subject and your case notes in the Comments field.
4. Click Save.

The Appointments module schedules appointments for services provided by your organization or records appointments with external organizations. An appointment only keeps a client Active if the "Followed Through" field is set to Yes.

How to Add an Appointment

1. In the client's record, click Client Management → Appointments.
2. Click Add Appointment.
3. Select the appointment type and location.
4. Add a description and select the person the client is meeting with if applicable.
5. Indicate whether the client attended the appointment in the Followed Through field.
6. Confirm the start date and time and enter an end date/time if applicable.
7. Add any Comments, then click Save.

The Calls and Visits Log records all contacts and communications a client makes or receives. This helps maintain a comprehensive record of client engagement.

How to Add a Calls and Visits Log

1. From the Front Desk menu, select Calls and Visits.
2. Click Add Log.
3. Search for and select the client.
4. Select the Log Type, and indicate whether the interaction is incoming or outgoing.
5. Select the nature of the interaction.
6. Enter the subject, date, and time.
7. Enter the name of the individual visiting or contacting the client.
8. For outgoing interactions, indicate if the contacted individual was an ex-client.
9. If applicable, enter the duration in hours and minutes, and select the location.
10. Add Comments if applicable, then click Save.

The Surveys module allows service providers to use custom questionnaires to collect additional client information or get client feedback. Surveys must first be created in the Questionnaires module (Administration menu) — see Module 10.

How to Complete a Survey

1. In the client's record, click Client Management → Surveys.
2. Under Complete New Survey, select the desired survey and click Begin Survey.
3. Enter the date the survey was taken and answer all questions.
4. Once all questions are answered, click Save.

The Conflicts module records ongoing conflicts between two individuals (not specific one-time events — use Incidents for those). A conflict must include at least one client. A conflict can have two aggressors but not two victims.

How to Record a Conflict

1. From the Front Desk menu, select Conflicts.
2. Click Add Conflict.
3. Search for and select the client.
4. Select the conflict type and use the toggle to indicate if the client was the victim or aggressor.
5. Search for and select the counterpart (can be a client, person, or staff member).
6. Indicate if the counterpart was the victim or aggressor, and select the intensity of the conflict.
7. Confirm the start date and enter an end date if applicable.
8. Select the probability of recurrence, the relationship between parties, and the location type.
9. Add Comments if applicable, then click Save.