Care Management Software

Individual case records capturing the personal details, living situation, household composition, presenting needs, and vulnerability indicators for each person supported. Support plan management within the case record -- the agreed support objectives, the actions the organisation will take, the frequency of contact, and the review date -- updated at each review with the previous plan version retained. Case history as a chronological record of every contact, assessment, referral, and significant event in the person's involvement with the service -- accessible to all authorised workers at the organisation, not just the allocated worker. Caseload allocation management assigning each case to a primary worker and an allocated team, with the allocation visible to supervisors so they can see individual worker caseload volumes and reassign cases when a worker is absent or leaves. Case status management tracking the case through defined status stages -- referred, assessed, active, review, closed -- with the status change recorded and the reason for closure documented when a case is closed.

Structured risk assessment tools replacing subjective judgement with a scored framework -- each risk domain assessed against defined criteria, a score calculated, and an overall risk rating determined by the combined domain scores. Risk assessment version history retaining every completed risk assessment with the scores, the assessing worker, and the date -- so changes in risk level over time are visible and the basis for each assessment is documented. Risk reassessment triggers configured for the organisation's review policy -- a risk reassessment required at a defined interval, triggered automatically by a significant change in circumstances recorded in the contact log, or required when the case status changes. Risk rating dashboard for supervisors showing the risk distribution across the caseload -- how many cases are at each risk level -- updated in real time so the supervisor does not need to open individual records to understand the risk profile of the team's caseload. Comparative risk tool allowing the assessor to compare the current assessment with the previous assessment and document the reason for any change in risk rating, creating an auditable record of how the risk level changed and why.

Contact record for every interaction with or about a person -- visits, phone calls, emails, multi-agency discussions, and collateral contacts with family members or other professionals -- each record capturing the date, the type of contact, the worker who made the contact, the outcome, and any follow-up actions arising. Missed contact recording when a planned contact cannot be made -- the reason recorded, the next attempt planned, and the supervisor notified if the missed contact represents a safeguarding concern. Contact frequency monitoring comparing the actual contact frequency against the agreed frequency in the support plan, flagging where contact is falling behind the required schedule. Shared contact records across the team -- when a worker is absent, their cases are accessible to the covering worker with the full contact history, so continuity of care does not depend on a verbal handover. Contact record search and filter enabling a supervisor or auditor to retrieve all contacts for a specific person over a defined period, or all contacts made by a specific worker on a specific date, without manual file retrieval.

Automated escalation alerts generated when defined conditions are met -- contact overdue by more than the configured threshold, risk assessment not reviewed within the required period, a referral outstanding beyond its expected response time, or a support plan past its review date. Alert routing to the allocated worker as the primary recipient and to the supervisor if the alert is not acknowledged within a defined period -- creating a supervisory safety net for cases where the allocated worker is unable to respond. Safeguarding alert management for situations where a contact or risk assessment reveals information requiring a safeguarding referral -- the alert created, the safeguarding lead notified, and the referral and its outcome recorded against the case. Escalation audit trail recording every alert generated, every alert acknowledged, and every action taken in response -- so the organisation can demonstrate to a regulator or an inquiry that escalation procedures operated as designed. Dashboard view for managers showing all current open alerts across their team's caseload, categorised by type and age.

Referral record management for referrals made to other services -- the service referred to, the date of referral, the reason, the referring worker, and the outcome -- tracked from creation to resolution. Outbound referral tracking following up referrals to partner agencies and recording the response received -- whether the referral was accepted, declined, or placed on a waiting list -- and the date of that response. Inbound referral management for referrals received from other organisations -- the referral assessed, allocated to a worker, and progressed through the initial assessment and case opening process with each step recorded. Referral pathway management for organisations with defined referral pathways -- the system guides the worker through the steps required for each referral type and records completion of each step. Referral outcome recording when the referral concludes -- whether the person received the service, declined it, was ineligible, or could not be engaged -- forming part of the case history and contributing to service-level reporting on referral outcomes.

Role-based access control determining what each user can see and do within the system -- a care worker can see and update their allocated cases, a supervisor can see all cases within their team, and a manager can see aggregated reporting without accessing individual case details unless authorised. Case-level sensitivity marking for cases involving particularly sensitive information -- domestic violence, sexual abuse, witness protection -- restricting access to a named list of authorised individuals regardless of their general role permissions. Audit logging of every access to a case record -- who viewed the record, when, and from what device -- creating the access log required by data protection regulation and enabling investigation of any suspected data breach. Data retention management enforcing the retention periods required for different case record types under the applicable data protection framework, with records approaching the end of their retention period flagged for disposition review. Subject access request management for individuals requesting access to their own records -- the request logged, the relevant records identified and reviewed for third-party information requiring redaction, and the response documented.