Beneficiary Case Management Software for Nonprofits

Intake workflow with the demographic data, presenting need, eligibility screening, and risk assessment fields specific to your programme -- not the generic fields of a standard intake form. Consent documentation with the specific consent types required for your programme: consent to hold data, consent to share with partner organisations, and consent to contact for follow-up. Eligibility assessment with the criteria and decision logic for your programme's eligibility rules, recording the basis for the eligibility determination rather than just the outcome. Duplicate client detection at intake to prevent multiple records for the same person across different access points to the service. Anonymous case management for programmes where retaining identifying information is a risk to the beneficiary -- key-coded records where the link between the record and the individual is held separately with appropriate access controls.

Service plan with goals agreed with the beneficiary, the specific services and interventions assigned to address each goal, the frequency and duration of each service, and the caseworker responsible for delivery. Case note recording for each contact with the beneficiary -- date, type of contact, content summary, and any actions arising -- with the note attached to the case record and searchable by date and contact type. Task and action tracking for the caseworker -- tasks arising from case notes, service plan milestones, and follow-up actions from partner referrals, all visible in the caseworker's task view alongside their case list. Case review scheduling at the frequency required by your programme model, with the review record capturing the current status of each goal and any changes to the service plan. Escalation workflow for cases that require senior review or multi-disciplinary team involvement, with the escalation recorded and the senior staff notified within the system.

Outgoing referral tracking to partner organisations with the referring caseworker, the receiving organisation, the referral date, and the referral reason recorded. Referral outcome follow-up with a scheduled review date for each open referral, and the outcome recorded when the partner organisation responds -- accepted, declined, or waiting list. Closed-loop referral management where the receiving organisation uses the platform to confirm acceptance and update the referral outcome rather than requiring a phone call or email from your caseworker to follow up. Incoming referral management for organisations receiving referrals from statutory agencies, hospitals, or other nonprofits -- the referral recorded at receipt with the source, the date, and the priority, and a caseworker assigned within the configured response timeframe. Referral pattern reporting showing which partner organisations receive the most referrals from your programme, what the acceptance rates are, and how long the average referral takes to resolve.

Standardised assessment tools administered at intake, review, and case closure -- the specific validated tools used by your programme integrated into the case record rather than administered on paper and entered separately. Score comparison across time points for each beneficiary, with the change score calculated automatically and displayed against the minimum clinically important difference or the benchmark for your population. Aggregate outcome reporting across the full programme -- the percentage of clients showing improvement at case closure, the distribution of outcomes by presenting problem, and the outcome data in the format required by your primary funders. Funder-specific report generation where different funders require the same underlying data presented in different formats, with each report generated from the same case data without manual reformatting.

Multi-programme case management for organisations delivering several distinct programme types to overlapping beneficiary populations. A single beneficiary who accesses the food bank, the debt advice service, and the employability programme has one identifier that connects their activity across all three programmes, with appropriate data sharing rules between programmes based on the consent they gave and the confidentiality requirements of each programme. Programme-specific data visible only to the staff of that programme, with a limited shared view for staff who need to see whether a beneficiary is engaged with other services without accessing the programme-specific case content. Aggregate reporting at the organisation level showing the total number of unique beneficiaries served, the programmes they accessed, and the services delivered across the full organisation without double-counting individuals who accessed multiple programmes.

Funder reporting templates configured for each active grant or contract, pulling the data fields and aggregate counts the funder requires from the case management records without manual data extraction. Service delivery reporting with outputs by programme, period, and location -- number of clients seen, number of contacts made, number of referrals completed -- in the format used for contract performance monitoring. Impact reporting with outcome data for clients who have completed the programme, showing the proportion achieving the target outcomes and the change scores for the standardised assessments. Data export in standard formats for organisations that submit data to national databases or sector benchmarking schemes. GDPR-compliant data management with retention periods configured per data category, automated deletion of records past the retention period, and a data access log for subject access requests.