Social Services Case Management Software

Social services case management software is an integral part of any modern human service agency. It helps you keep track of your clients and their needs, while also making sure they get the resources they need in order to lead a better life. The software can also help you streamline processes like billing, scheduling or reporting so that everyone can work together more efficiently

In this post, we review the aspects of Social Services Case Management Software, human services case management software, nonprofit case management software, and how to get case management services.

Social Services Case Management Software

Case management is a system that helps human service and social service agencies to coordinate their activities. Case managers help individuals who have been involved in an event or activity that put them at risk of serious harm or death, like domestic violence, sexual assault or substance abuse. They also help people with chronic conditions like diabetes, cancer or heart disease by providing education and support for their families as well as themselves. Social services case management software can help human service agencies do their work more efficiently, effectively and reliably than ever before.

This software is designed to help human service agencies effectively and efficiently manage resources.

Case management software is designed to help human service agencies effectively and efficiently manage resources. It helps agencies manage the many relationships involved with a client, including family members, caregivers, case managers, therapists and other providers.

It also allows for the creation of documents from templates or current data in the system. These documents can include intake forms or assessments that are used during each step of a case – from intake through discharge or transfer.

It brings case management, social services and human services together under one centralized platform.

You need to be able to work with other agencies and social services providers in your area. Your clients can’t just be served by one person or one agency. You need to coordinate with other organizations, and you need software that will help you do that.

Social Services Case Management Software is the software your organization needs if you want to improve the way your team works together, provide better service for clients and keep track of case details.

It has features like intake management and client tracking.

The ability to manage multiple cases and clients is extremely important. This software’s intake management capabilities ensure that your team can easily track, organize and communicate all of their data related to each case. In addition, it allows them to set up a workflow that fits your unique needs.

For example, you could create a workflow where new intakes are automatically assigned by priority or urgency level so that the most urgent ones are handled first. You could also create separate workflows for different types of clients with similar needs (for example: individuals versus families). It includes features like client tracking and intake management as well as reporting tools which allow you to track outcomes over time so you know how effective your program has been at meeting its goals.

It also has features like reporting and analytics, patient scheduling, EHR/EMR, billing and insurance management.

In our case management software, you can schedule patient appointments, handle insurance and billing, populate your EHR/EMR (electronic health record) system, and more.

Reporting and analytics are an important part of any business. This feature allows you to track your patients’ progress from point A to point B in the social services cycle; it also helps you identify opportunities for improvement in your program. Our reporting features include detailed data that provides valuable information about each client’s journey through the process: number of contacts with individuals or families; number of referrals made; types of referrals made based on demographic characteristics (age group or gender). This information will help you determine how effective your team is at helping clients lead independent lives while also boosting their quality of life.

Social services case management software can help human service agencies do their work.

Social services case management software is a system that helps human service agencies effectively and efficiently manage resources. Social services case management tools bring case management, social services and human services together under one centralized platform. A robust social services software solution includes features like intake management, client tracking, reports and analytics to help you achieve your goals faster.

human services case management software


This is the initial step in building strong case management. It involves a meeting between a client and a case manager where the latter gathers maximum information possible by discussing it with the client, identifies their needs, and documents it in PlanStreet’s intake form and case management software.

Needs Assessment

This step involves the details gathered during the Intake stage using PlanStreet. The manager’s responsibility during this stage includes making an understanding with the client to have an in-depth knowledge of upcoming challenges and to know more about their goals to provide efficient services.

Service Planning

The case manager, considering every resource and information gathered by the client in previous steps, takes action and supports the client’s requirements. The manager must plan each step and set targets and goals for the team using PlanStreet.

Monitoring and Evaluation

Every service delivered to a client must be properly evaluated and monitored with time using PlanStreet. By doing this, one can ensure the level of satisfaction and feedback of a client. Evaluation is essential to know how your service has made an impact on your client.

Automation and efficiency allow your team to buy back highly coveted time to spend with clients. Optimizing your billing, scheduling, and state of the art Power BI analytics reporting is one of the many reasons why PlanStreet is the right software for your organization.

Advanced form builder that allows you to easily drag & drop your form components to create online Forms

Key Features

Case Management & Service Delivery

Managing case data, program management, and service delivery in one place. Track the full lifecycle of case management and service delivery success with PlanStreet. Nonprofit organizations can build programs that provide useful and sustainable services for existing and future members.

Forms, Workflows, Approvals & Alerts

Our case management software configures forms as needed comprising of time-saving data validation and conditionality features. It simplifies processes through intuitive workflow, alerting, and digital signature features. Easily share data and integrate among systems with our open API and automated file transfers.

Power BI Configurable Dashboards

Power BI analytics embedded in PlanStreet amplifies your insights and the value of your data. Power BI allows customers end-to-end views through configurable dashboards. PlanStreet dashboards help planning services and programs with intuitive user experience and guide plans on the right course by making people specific recommendations.

Compliant, Best Practice Configurations

PlanStreet helps your nonprofit accelerate its impact by evaluating and managing outcomes. It also helps in aligning the mission with the desired results at an organizational level. PlanStreet’s Case Management software leads to an outcome where every participant receives the services he/she needs to reach its goals.

Power BI analytics embedded in PlanStreet amplifies your insights and the value of your data.

You get expert information and answers to address your needs, no matter how you use PlanStreet.

Transform lives & streamline everyday processes with PlanStreet’s Intuitive Case Management Software for Nonprofits

Driven by our passion to create complex yet intuitive case management solutions, we at PlanStreet give you the tools to make a difference. Our firm resolve to make your life easy as a social worker, healthcare professional, or human services provider enables us to develop innovative software that seeks to automate your routine manual tasks while giving you access to vital information.

Save Valuable Time

PlanStreet’s cloud based case management software automates tasks and streamlines processes so that your team can spend more time with the clients.

Make It ‘Yours’

Highly customizable user interfaces, custom reports, and a full-scale offering of services allow for PlanStreet to optimize any part of your organization when you need it.

Attract More Funding

PlanStreet’s robust case management software enables you to identify your strengths and weaknesses, gives you clarity of vision and thus better stakeholder engagement.

Manage Easily & Securely

HIPAA and FedRAMP security standard compliances ensure that you work in a highly reliable and secure digital environment. A regular internal security evaluation makes our solutions even securer.

Why PlanStreet’s Case Management Software?


Every day, nonprofits generate a large volume of case-related data. Therefore, it is very common to miss key pieces of information or incorrectly organize or file data. PlanStreet offers centralized documents and form management that makes it easily accessible and logically segmented. You can avoid wasting time looking for critical information.

Increased productivity

For better community facilitation, you need to enhance your productivity. When you invest in PlanStreet’s case management software, you are investing in the future. PlanStreet streamlines a variety of functions and frees up valuable time that you can dedicate to client servicing and community assistance, hence maximizing efficiency.


You may work tirelessly on a paper file or excel maintained by one caseworker. But what if you hire a new employee and or when a crucial employee is away on vacation. Doesn’t everything fall apart? Here PlanStreet’s case management software centralizes all data, enabling users to upload and retrieve information from a single source.

nonprofit case management software

Whether you’re providing shelter for the homeless, mentoring at-risk youth, or anything in between, nonprofit service organizations like yours do incredibly important work to enrich their clients’ lives. And while managing behind-the-scenes operations is vital, doing so inefficiently can take away from your ability to ultimately improve your community.

Luckily, today’s expansive digital landscape means there are technology solutions designed to improve almost every aspect of our lives, and nonprofit case management is no exception. Now more than ever,  it’s essential that you and your organization utilize specialized case management software to streamline those backend processes that are so vital to your mission’s success.

Depending on the solution you choose, it can empower you to safely collect intake forms, connect people to the right services, manage appointment scheduling, process service referrals, and even report back on programmatic impact. Choosing the right solution for your teams can put hours back into your staff’s day, allowing you to reinvest that time into serving your community.

Whatever your reason is for investing in case management software, it can be challenging to know where to start. This guide will give you a rundown of must-know information and best practices for selecting a solution to meet your organization and community’s needs. Here’s what we’ll cover:

By evaluating and choosing a robust platform upfront, you’ll be better prepared to manage individual cases and serve clients in more efficient and meaningful ways down the road. Ready to learn the power of a strong case management solution? Let’s dive in!

5 Key Nonprofit Case Management Software Features

There’s an array of case management software solutions available, making it challenging to determine which ones offer the functionality you need. Instead of immediately looking at specific solutions, you’ll be better equipped in your search if you first understand what features case management solutions offer and how they can directly help your and your staff.

As you explore different features, keep in mind that some may be more important to you than others, so spend time ranking the features your team needs the most. In turn, you’ll be able to select a system that meets your most crucial needs for the best value.

Let’s take a look at five key tools that most organizations look for in a nonprofit case management software solution.

1. Custom Online Forms

As a case manager or social worker, you understand that successful case management entails extensive data collection. Online forms make it much easier to collect demographics, patient histories, test results, and other information that’s crucial to your services — regardless if you need qualitative or quantitative data (or both!). Plus, sending online forms can also increase participants’ comfort levels since they don’t have to speak to a case manager or program officer directly to disclose sensitive information.

Moreover, customizable online forms will allow you to design data collection methods around your specific needs as opposed to conforming to preset forms within your case management system. From intake forms to surveys that gauge clients’ experiences, you’ll be able to collect the exact information you need and avoid the kinds you don’t.

2. Customized Alerts and Workflows

As more people turn to your organization for assistance, managing your workload will naturally become more challenging. Customized alerts and workflow features will ensure no client is overlooked and that your programs stay on track.

Automated notifications will enable you to alert the appropriate team member to take the right action at the right time. You’ll be able to eliminate the need to manually track progress and instead can automatically alert staff members about milestones such as:

That way, you can provide the best service possible to each individual who relies on your team. Not to mention, automated processes will allow you to free up your staff’s time from administration tasks.

3. Self-Serve Capabilities

Your clients are the primary focus of your mission, so prioritize their experience with self-serve capabilities. Enabling participants to take charge of their experiences will give you insight into their needs and the broader communities’ needs.

Here are a few tools that should have self-serve capabilities:

By leveraging case management software with self-serve capabilities, you can ensure you’re providing the exact care your clients need and help them feel welcomed by your organization.

4. Referral Management

Social Solutions’ guide to social work case management explains that during intake, you may find that an individual’s needs fall outside of your organization’s programs or that multiple services are necessary on their path to success. Collaboration between different public sector entities allows for timely and effective service delivery to individuals and families who interact with multiple organizations during their journey. That’s why it’s crucial to look for a solution that offers referral capabilities if you’re a community-based organization. 

Referral management will allow your teams to connect people with the comprehensive care they need to improve the quality of their lives.

5. Cloud-Based Access

The COVID-19 pandemic has transformed our typical workspaces, and now we live in a remote access world. Organizations everywhere have felt the effects and necessities of remote nonprofit management — both positive and negative. For service organizations, in particular, social workers and case managers need to be able to access client records from anywhere at any time with online access. Ensuring your case management software offers remote, cloud-based access means the following:

As you already know, your clients’ needs won’t halt just because your staff isn’t in the office, so make sure the solution you choose is equipped to handle remote access.

The Process of Adopting the Right Case Management Solution

Once you’ve identified your priority features, it’s time to evaluate solutions. As you dive into the process of selecting and adopting a new system, be sure to put a plan in place to make the buying and transitioning processes as seamless as possible. Let’s explore three easy steps to follow to do just that.

1. Find a specialized platform tailored to your organization’s needs.

Every organization has a unique set of needs and therefore requires a different platform. For example, most nonprofits want to manage their work electronically, improve programs, and boost team efficiency with optimized workflows. However, how they accomplish those goals varies.

First and foremost, search for a solution that’s tailored to your industry. For example, software designed for homelessness prevention organizations will come equipped with a different set of specialized features from youth services software. These might include access to a Homeless Management Information System (HMIS) or industry-specific reporting tool to ensure you’re gathering the right data to share with the Department of Housing and Urban Development (HUD). These tools wouldn’t be as beneficial to other organizations with different missions.

If your organization offers multiple types of services, look for a solution that allows you to handle everything within one platform. That way, you won’t have to employ numerous systems to manage your programs. Ultimately, so long as your platform has a customizable infrastructure and is tailored to meet your organization’s specific requirements, you should be able to adjust it to meet your needs.

2. Get buy-in from your staff.

Buying a new nonprofit case management system is a big investment, and it can alter the trajectory of your organization (most likely for the better). But if you don’t get buy-in from key individuals first, you might be met with a lot of resistance when it comes time to adopt the new system.

As you present the new solution to your team, earn staff support by doing the following:

Securing buy-in from staff early on will result in a much smoother process once it’s time to get up and running with the new case management software. By presenting the benefits and being clear about potential forthcoming challenges and hurdles, you’ll be able to manage expectations and make sure people are on board with your decision.

how to get case management services

Case management is a collaborative process that assesses, plans, implements, coordinates, monitors, and evaluates the options and services required to meet a client’s health and human services needs.

At its core, case management is about transforming lives through individualized care and services to help clients meet their goals. In this guide, we’ll use industry best practices to break down the key components and core principles of the case management process. Let’s get started!

Components of an effective case management practice

A successful case management process consists of four core components: intake, needs assessment, service planning, and monitoring and evaluation. 

Let’s look at why these techniques are so essential to an effective case management practice. We’ll also explore how they can be incorporated into a comprehensive case management system to collect data, track client success, foster organizational change, increase funding, and accelerate impact.  


Intake is the initial meeting between a case manager and a new client. During this time, the case manager will gather demographic information about the client, identify immediate needs, establish trust, and build a relationship. Case managers should collect information from clients on: 

Intake is helpful for a case manager to determine if a client would benefit from the services their organization offers. If the client is a good fit, the case manager will then move on to assessing the client’s individual needs. If the client’s needs misalign with the organization’s service area, the case manager works to refer the client to an outside community resource.

How to level-up your case management intake process: As you intake new clients, use your case management software solution to collect and organize all the information you need to create complete client profiles.

Needs assessment

Needs assessment builds on the information collected during the intake stage, going into greater depth on the client’s challenges and goals. During this stage, a case manager’s primary objective is to identify a client’s problems, interests, and risks to success. While every client goes through this stage when they first come to an organization, it’s important to reassess over time as needs and circumstances often change.

How to level-up your case management needs assessment process: With a comprehensive case management software, leverage pre-made evidence-based forms or create your own assessment tools to gauge client needs and accurately assign services.

Service planning

In the service planning stage, a case manager establishes goals for clients and the actions that will be taken to meet those goals. Generally, goals should include specific outputs and outcomes as well as the metrics that can be used to assess a client’s success. 

As a result of this goal-setting process, case managers will draft a case management plan that outlines the monitoring, supervision, and activities of a client alongside a clear timeline. 

How to level-up your case management service planning process: Organize client information and case plans based on the programs and services a client has been assigned. As your client’s needs change, use your software to quickly update their records across services.

Monitoring and evaluation

Monitoring and evaluation is critical to understanding the impact specific programs and services have on a client. A case manager should continuously monitor and evaluate a client’s progress via the output and outcome metrics defined in the service planning stage. 

How to level-up your case management monitoring and evaluation process: Continuously monitor results to achieve long-term outcomes. With built-in forms and reports, a comprehensive case management system can help you measure and manage client success with the push of a button. 

Ultimately, human service organizations of all sizes require the correct practice of these four components to ensure continued client success.

Core principles of case management

At the heart of every case management process are four core principles. When implemented properly, these principles help protect clients and patients and make your services and interventions more impactful:

By intentionally implementing these best practices, you can ensure the success of your entire community.

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