Social Work Case Management Software

Social work case management software can help you manage your caseload and provide actionable insights into your work. You’ll have all the information you need to conduct interviews, record client data and keep track of financial data at all times, right in one dashboard, so you can focus on what really matters: helping your clients.

In this post, we review the aspects of Social Work Case Management Software, how to do case management in social work, what are the tools of social case work, and how to become a social work case manager.

Social Work Case Management Software

As a social worker, you have a lot of responsibilities. From conducting in-person interviews with clients, to communicating with colleagues about each case, there is a lot of work involved in managing your workload. Because social workers are expected to be highly organized and efficient at all times, it’s important that they use the right tools and systems as much as possible. That’s where social work case management software comes into play: it can help keep track of everything from client status reports to financial data so you can focus more on client needs than admin duties.

Why are Collaboration and Communication So Important for Social Workers?

When you’re a social worker, it’s important to be able to communicate with your clients and colleagues. Your clients need to be able to reach you when they call or email, and so do the people who are helping them in other ways. Social workers often work on cases with multiple clients at once, so they need an easy way of communicating with all of them at once (like through group chats).

This can make things complicated—especially if one client is having an emergency while another one needs help organizing their finances. That’s why case management software is so helpful: It allows social workers to coordinate all these different communications in one place.

Learn More about the Many Benefits of Social Work Case Management Software

Social work case management software helps social workers manage their clients, their cases and all the paperwork that comes with it. It can help you organize your notes and tasks, keep track of appointments and payments made on behalf of your client, keep track of budgets and expenses relating to each case (including staff salaries), organize your team members as they work together on various cases at once and much more.

There is a lot to consider when it comes to social work case management software, and it can be hard to choose just one solution. This article discusses everything you need to know to make the best choice.

Of course, the most important thing to consider when it comes to social work case management software is whether or not it will benefit your team. If you’re using paper files right now, then a social work case management software will be able to help streamline your workflow and make communication easier across your organization. It can also help reduce errors by making sure everyone has access to the same information at all times.

There are many different types of social work case management software on the market today, which makes choosing one difficult if you don’t know what features are important for your team’s needs. This article will walk through everything that goes into choosing the right solution so that you can find an option that fits with your workflow and helps improve productivity among staff members.

how to do case management in social work

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.

what are the tools of social case work

There are many social work assessment tools that help social workers with examining their clients and their situation.

In this post, we will be looking at several visual tools that help understand the clients’ relationships and situation in-depth.

Each visual tool is explained with a template that you can edit online and download as an image, PDF or SVG which you can embed in presentations and other documents, or take printouts.

In the assessment phase of the social work process, multidimensional information on the client and his or her situation is gathered and assessed. Based on this assessment a plan will be devised to assist the client to overcome the challenges and issues.  

A social work assessment helps look into different aspects such as the client’s mental health, education, occupation, strengths, finances etc.

Assessment is the first step in the social work process.


In this first step of the social work process, information on the client’s strengths, needs, challenges, goals and resources are accumulated.

By examining these aspects, you will be able to identify what needs to change and why, and generate an idea about what should happen next.


In this stage, it will be decided who will need to take action, when and how they will do it. Accordingly create an action plan that is flexible enough to survive the changing circumstances.


In an intervention, as a social worker you might be required to offer the necessary resources to help your client live independently, or provide advice and guidance to develop their skills.

Review/ Evaluation

Review and evaluate the progress you have made with the implemented plan. Have you been able to achieve the results you expected? Has it changed the life of your client positively?

There are various methods and tools to help facilitate the social work assessment process. In this post, we will look at several visual social work assessment tools that can help social work practitioners gather as much information on their clients as needed.


Culturagram is a family assessment tool developed by Elaine Congress to understand families that come from different cultural backgrounds. It helps focus on 10 different cultural aspects and works best with immigrant families/ refugees.

The culturagram consists of a diagram that examines the following factors;


Commonly used by nurses and social workers, the ecomap was developed by Dr. Ann Hartman who also developed the genogram.

It is a tool that is used to visualize the personal and social relationships of a family with its external world. It helps convey the quality of these connections as well. The ecomap is commonly used with refugee and migrant families.

How to draw an ecomap

Step 1: Begin your ecomap with a circle in the middle. Portray the family members within the circle using a genogram – squares for male family members and circles for female family members. Mention their name and age in the middle of the shape assigned to them.

Step 2: Represent the quality of the relationship between the family members by using one of the connection lines below.

Step 3: Identify and add any extended family members or close friends. Visualize the quality of the relationship to them using the lines above.

Step 4: Add the social and environmental systems such as schools, religious institutions, work etc. that have an impact on the family. Portray the quality of the relationships here as well.

Personal SWOT Analysis  

A personal SWOT analysis is a useful self-assessment tool that you can use with your clients. While it should be done individually, it helps your client identify their strengths, weaknesses, threats and opportunities.

The key to a successful SWOT analysis is asking the right questions. Read our article on Personal SWOT Analysis to Assess and Improve Yourself to learn how to use this tool along with useful questions that you can ask from your clients.

Self-Assessment Template

Another self-assessment tool that lets you explore a variety of aspects of an individual’s life is this worksheet developed by Ignacio Pacheco on Social Work Tech.


Genogram is a tool used to visualize a person’s family relationships and history. It moves a step further from the traditional family tree diagram and highlights generational patterns and psychological factors that affect the relationships.

Genogram is a great tool to allow clients to explain their current circumstances that they might struggle with to speak openly about. For example, a client who is being abused, but hesitant to speak about it, can use a genogram to indicate his/her situation and open a dialogue with the social worker.


Sociogram is a tool that is used to visualize the types of relationships within a group. This will help you understand group behavior.

It can alert you about people who are being isolated within the group or popular among many.

Mind Maps

As with the culturagram, you can use mind maps to capture, organize and categorize information you come across during interviews with clients in the assessment stage.  

Here we have listed popular social work assessment tools that you can use easily to understand clients and their situation and define their relationships with their families and the outside world.

We would love to know if you are familiar with any other social work assessment tool. Let us know in the comment section below.

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how to become a social work case manager

How to Become a Certified Advanced Social Work Case Manager

A social work case manager oversees the work that caseworkers and social workers do and helps them manage their caseloads. The caseworker typically coordinates his or her clients’ care among healthcare providers, while the social worker supports his or her clients and refers them to social service agencies to make sure their basic needs are met. Caseworkers and social workers are required to have education, on-the-job training and state licensing before they are allowed to take on their own caseloads, and these requirements vary from state to state.

C-ASWCM Certification Process

A case management certification indicates a professional commitment to the National Association of Social Work (NASW) Code of Ethics, the NASW Standards for Social Work Case Management, and the NASW Standards for Continuing Professional Education.1 These standards of excellence signify an allegiance with fellow distinguished professionals who share the same accomplishments. Generally speaking, becoming certified merits greater access to case manager jobs and leadership positions within social service organizations.

Individuals who have a Master of Social Work can apply for Certified Advanced Social Work Case Manager (C-ASWCM) through the NASW when they’ve met these requirements:

The goal is to ensure that social work case managers are competent and knowledgeable in their The goal is to ensure that social work case managers are competent and knowledgeable in their ability to safely support and protect the mental, physical, and social well-being of clients as well as the general public.

People who choose social work as a career do so typically for deeply personal reasons. Some refer to it as a “calling.” They have a passion for helping people, and they are willing to go into difficult and uncomfortable situations because they want to make the world a better place. Some social workers are motivated because of their own experiences, while others do it because they want to stand up for human rights.

As they gain experience on the job, social workers can move into management positions, with the required experience, education, and certifications. They can oversee other social workers and case managers and provide coaching and mentoring to new social workers as they enter the field. Some social workers might feel inspired to shift from client services into advocacy and public policy, because they feel their education and experience in the field will allows them to help people on a larger scale.

The C-ASWCM designation adds a level of credibility to social workers’ resumes, which helps them advance their careers as well as advocate for change on behalf of others.

C-ASWCM Roles & Responsibilities

A case manager has several important responsibilities, which include addressing their clients’ biopsychosocial states of wellbeing. Biopsychosocial refers to the consideration of biological, psychological, and social factors, as opposed to exclusively focusing on one single factor.

According to the Bureau of Labor Statistics (BLS), the specific roles and responsibilities of an advanced social work case manager encompass many areas:

Through each step of the process, advocacy is central to case managers; above all, they are champions of their clients and patients.4

Recent data published by the BLS indicates that the majority of social work case managers worked within organizations serving individuals and families (23%). State and local government (19%) and organizations (religious, civic, professional, etc.) (15%) were the second and third highest employers, respectively.5

Under the scope of these employers, C-ASWCMs can work in a variety of social work career settings including:

In these and other agencies, C-ASWCMs have to be able to wear multiple hats and perform various jobs such as:

While social workers are needed everywhere, they historically are most gainfully employed in urban areas and in larger cities, particularly in areas where there are high concentrations of socioeconomically, culturally, educationally, and professionally diverse and underrepresented groups.

By earning a master of social work, and by undergoing the requisite steps to becoming certified, a case manager can elevate his or her experience and expertise and give themselves the knowledge base and skills set for coordinating and managing all aspects of social work case manager’s job. The advantages of becoming a certified advanced social work case manager are innumerable and include extrinsic benefits such as a stable, competitive income and invaluable intrinsic benefits such as the ability to make a difference in someone’s life and knowing that positive changes have been made through careful planning and caring.

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