Categories:
- Getting Started
- Pricing & Discounts
- Features & Functionality
- Security & Compliance
- Templates & Tools
- Reports & Data Tracking
- Support & Onboarding
Getting Started
Can I try your case management software before I buy?
Yes. You can start a 21-day free trial of Case Management Hub today.
How many users can I have on this case management tool free trial?
You can add up to 10 users to a trial account, enabling collaboration and testing of the full case management software features with your team.
Can this case management solution be used for different types of services beyond mental health?
Yes. Our digital case management toolkit is highly flexible, supporting case management for social work, nonprofit case management, counseling, therapy, and other human services programs. Most organizations using the All-in-one case management software solution manage multiple service types, not just mental health.
Is the online case management tool scalable for both small teams and large organizations?
Yes. Our case management system supports solo practitioners, mid-sized agencies, and large organizations with multiple programs or locations. Teams can collaborate, track separate caseloads, and manage program-specific workflows easily.
How long does setup take for this case management platform? Is it complicated compared to other tools for managing case workflows?
Setup is simple and fast. Making Case Management Hub the best tool for case managent with its included default fields and templates. Most users can start using the case management system immediately. Onboarding sessions (typically one hour) are provided to help new users get started quickly.
How can I learn more about the client case management software and what it offers?
You can read detailed descriptions of our EHR EMR software on the “All-in-One Case Management Tool” page. There you’ll find features, use cases, and how the simple case management tool supports social work, counseling, and nonprofit workflows.
Pricing & Discounts
Are there discounts for case management software?
We provide discounted software for nonprofits and other eligible groups. Specifically, we offer:
• 15% discount for annual subscriptions
• An additional 20% discount for nonprofit organizations, educational institutions, first responders, military members, or students
These case management software deals and discounts can be stacked together for significant savings. Request a quote today.
Are there discounts or special rates for college or university classe or training programs using the case management tool?
Yes, we offer special pricing for academic classes or training programs that intend to use the Case Management Hub software. Contact us about class-use licensing.
Is there a cost for clients to access the client portal in your case management system?
No. Client portal access is included in your Case Management Hub subscription at no extra charge. You can invite unlimited clients to the client portal, and they can securely view updates, complete forms, and communicate with you without any added fees.
Are there cancellation fees or minimum subscription periods for the case planning toolkit?
No, there are no cancellation fees for our case management software. Subscriptions are flexible and available month-to-month or annually, with annual plans offering discounted pricing. This allows you to choose the subscription that best fits your team’s needs without long-term commitments.
Features & Functionality
What can your case management software do?
Our case management tool supports unlimited clients and programs at no extra cost. You can add custom fields that appear on every client record across your organization, export client data to Excel, export/print records as PDF, and manage full client histories.
Can people use the EMR software on mobile devices?
Yes. The case management toolkit is fully responsive, optimized for cell phones, tablets, and desktops. The quick action dashboards make mobile work easy.
If we have our client data in Excel, can we use your case management program to match and import it?
Yes, you can upload your Excel file and map columns to the client management system software fields or use our import template. If client IDs are present, the system will update existing records; if not, it will create new clients and assign IDs.
Can I assign myself and staff members to the same client, or should I only assign staff on the client management program?
If you are an Account Owner or Admin, you automatically have access to all clients in the system, no assignment needed. In our software to manage clients, assignments are used for employees only. You can assign staff members to individual clients or to an entire program, giving them access to all clients within that program. This role‑based setup supports scalable case management across teams.
Does the case management application allow flexible, customizable intake forms, assessments, and case notes?
Yes. Case Management Hub, the tool for simplified case mamagement, includes fully editable intake forms, assessments, progress notes, and case notes, all of which can be modified even after signing. You can also create completely custom forms and templates tailored to your organization’s workflows, such as intake packets, service plans, assessments, and documentation tools. This flexibility makes this case management solution ideal for social work, counseling, nonprofit agencies, group practices, and other human services programs that need adaptable case management tools.
Can electronic signatures be used on forms in the case management software on any device?
Yes. Case Management Hub includes a built‑in digital signature feature that lets users draw, type, or upload their signatures. Signature fields can be added to any custom form and are already included in our default templates. Clients can sign directly on their phone, tablet, or computer—no third‑party tools required—making the platform seamless for mobile and remote case management workflows.
Can clients submit self-referrals using a QR code in your case management system?
Yes. With our case management tool for teams, users can create online referral forms that generate a unique URL and QR code. Clients can simply scan the QR code from a flyer or poster, complete the referral form, and your team will receive the submission instantly, all within Case Management Hub. This makes client self-referrals quick, easy, and fully integrated into your workflow.
Can clients access and complete forms in the case management app without logging into a client portal or having an email address?
Yes. Case Management Hub supports public-facing online forms that anyone can submit, no license, login, or email required. You can share forms on the case management program using a direct link, allowing clients, volunteers, and community workers to complete them on any device. These mobile-friendly forms are ideal for outreach, intake, and field-based case management workflows.
How can forms be mapped to client data in the case management solution, and do fields pre-populate
Our software for case management allows client fields to pre-populate automatically whenever data is available. Using the case management toolkit, any fields completed on a form update the client’s profile in real time. This powerful client management tool ensures your team can efficiently track client information, reduce manual data entry, and maintain accurate records.
Is there a limit to the number of fields we can add to a form in the case management tool?
No. You can create as many fields as needed in the case management software to capture all client information.
Using the case managenet system, can staff complete forms on behalf of clients?
Yes. Staff can fill out forms directly and save them to the client’s profile, making client data management faster and more accurate.
Is there a limit to how many custom forms can be created in the software for case management?
No, there’s no limit. You can create unlimited custom forms tailored to your organization’s workflows in the case management forms toolkit.
Do form text fields expand as I type in the EMR software?
Yes. Text boxes in the cloud EMR system automatically expand to accommodate longer responses for smoother data entry.
Can referrals who do not become clients be tracked separately in the online client management system?
Yes. Referrals can be collected without creating a client profile, keeping prospects separate from active clients. Profiles can later be reclassified or discharged if needed, all within one software for managing clients.
Can the case managenment system track time between client entry and first contact?
Yes. The case management platform can track time between key events such as date of entry and date of contact using the services module. Custom reporting also allows you to measure time between activities. For example, when a form was sent, completed, or when outreach occurred, supporting compliance, performance tracking, and operational reporting.
Can a referral link from Case Management Hub be placed on our website for direct system entry?
Yes. Simply embed the referral form URL or hyperlink on your website to enable submissions directly to the case management tool.
Can specific tasks be assigned to clients, and can clients manage them within the case management application?
Yes. Tasks can be assigned to clients via their case management portal, with completion tracked by providers. You can also assign tasks to multiple clients at once and set deadlines or recurring reminders through the task management feature.
Can tasks send reminders for recurring forms or deadlines (e.g., every 90 days) in the software for case management?
Yes. Within Case Management Hub, users can set recurring tasks that act as automated reminders for scheduled updates, forms, or follow-ups.
How are goals and steps tracked in the case management tool?
Goals can be broken down into steps in the case management system. They can then be checked off upon completion, and used for onboarding checklists, personal goals, care plans, daily affirmations, or case management workflows.
To help in case management planning, can goals be created for individuals, groups, or programs?
Yes. Goals can be assigned at all three levels—individual clients, groups, or programs.
Is there a limit to the number of case management programs we can create?
No. You can create unlimited Case Manegement Hub programs to meet your organization’s needs.
Can we tell if someone is in multiple programs using the case management software?
Yes. The client table can be filtered to show individuals enrolled in multiple programs, making oversight easy.
Is there a way to track a client’s progression or workflow steps in the case management toolkit?
Yes. By using the client goal tracking system you can track timestamps, enrollment dates, and staff assignments. The case management software easily lets you follow a client’s journey across programs and team members.
Can staff copy/paste email communications into case management case notes templates?
Yes. Email or text content can be pasted directly into a note or imported via Excel import, making case management notes templates simple to fill out.
Do SOAP notes appear in the client profile?
Yes. All case management app notes, individual or group, appear in the client’s record.
Can group therapy notes be saved into multiple client files automatically?
Yes. All group notes automatically populate into the files of each group member. This makes Case Management Hub the perfect casenotes software.
Can one person be added to multiple types of therpay groups in the case management software?
Yes. Clients can belong to multiple groups simultaneously, allowing flexible program management.
Does the case management system support clients, volunteers, and nontraditional users?
Yes. Case Management Hub lets you create multiple contact types (e.g., clients, volunteers) and track time, tasks, and notes for each. It functions as a contacts management system, giving your team a complete view of all interactions in one platform.
Can all users of the electronic health records software create their own dashboard or is it up to me to create that dashboard for each staff member?
Yes, all staff can create their own custom Main Dashboard on the EHR software, adding the quick start actions and widgets that are most useful in their workflow and rearranging them to fit their needs.
Security & Compliance
Is the case management software secure and compliant with privacy/health standards?
Yes. The Case Management Hub software is designed with robust security protocols. It is fully compliant with major data-protection standards including HIPAA, GDPR, PIPEDA, and other relevant privacy laws, ensuring protection of client sensitive and personal data. Read more on our Security and Compliance page.
What happens to my data on the case management application if I decide to switch or stop using the software?
If you decide to switch case management platforms, you can easily export your client data (e.g., Excel export). If you close your account with Case Management Hub, data is retained for up to a year unless you request full deletion, in which case all information is securely removed within 30 days.
Do we own the data collected in the case management system?
Yes. You fully own your data and can export it at any time. Our case management software is HIPAA compliant and designed to securely protect all client information using industry-standard security practices.
When adding a user to the case management system, are there any differences between the types of users?
Yes, there are 4 different user roles on the case management application:
Account Owner: Has full access to everything, including subscription
Admin: Has full access to everything, excluding subscription
Employee: Only has access to assigned contacts
Other: Has read-only access
Are there granular security permissions on your client management platform, and can users only see their own data?
Yes. Employee roles can only view clients assigned to them in the case management system. Support roles are view-only, while admin roles have broader access. Notes and edits are tracked, showing the original date, who created and modified the note, as well who can view the note. More granular controls are planned for early 2026, allowing for deeper permission controls.
Reports & Data Tracking
Can reports and tracking data be customized, filtered, and exported on your web based EMR system?
Yes. Custom reports can be built from any client field, including ones you’ve created and be exported to Excel.
Can the case management app track inventory, funding allocations, and spending by category?
Yes. Inventory items, client allocations, program funding, spending, etc. can be tracked using tags and activities, filtered, and exported for reporting on our cloud based EHR .
Can your client management system software track client residency duration or medical data like medications?
Yes. The case managment software tracks client start dates for residency or services, with reporting capabilities. Custom fields can also track medications or other client-specific data.
Can the online client management application track time, including staff and volunteer hours?
Yes. The client management system software can track staff and volunteers hours and can be be logged to either assigned clients or general entries. The client managenment platform supports decimal and minute-based entries with more increments coming soon.
Can we track on the client case management software who referred each client and generate referral reports?
Yes. You can build a referral directory on our client information management system that includes referral sources, and generate incoming/outgoing referral reports.
What is the best best way to organize client information when you want to reclassify someone from a client to prospect and can they be removed if they do not become a client?
Our client organization software makes it easy to reclassify profiles directly from the client profile simply by selecting a different profile type (client, prospect, referral). They can also be quickly discharged, or deleted as needed.
Templates & Tools
Do you offer ready-made mental health and psychosocial assessments, ecomaps, genograms, and other social work resources?
Yes. Our professional case management software provides a wide range of downloadable assessments including a mental health and psychosocial assessment templates (PDF and Word), ecomap and genogram guides and templates, sample session questions, and other therapy/social-work resources. This case management software is built for nonprofit organizations, social workers, counselors, therapists, and other human services professionals. Start your 21-day free trial today and get access to all of our free tools.
Can default case management intake form templates be hidden if not used?
Yes. You can hide the default intake assessment form templates and easily create new custom forms such as intake assessment for mental health, psychiatric intake forms, behavioral assessments, cognitive assessments, clinical assessments, etc. tailoring your case management services to your workflow.
Can EHR software programs be used to group clients and track outcomes?
Yes, electronic health record programs allow you to see assigned clients, filter data, add goals, and analyze program-specific outcomes, such as client progress and task completion.
Can feedback or group forms be sent and analyzed on the case management application?
Yes. Feedback forms can be sent to groups as part of the case management process with responses collected and analyzed through the forms table and forms reports, supporting group-level case management or program evaluation.
Where can I get free templates for nonprofit organizations?
Our case management app offers a wide range of free downloadable templates (intakes, assessments, psychosocial forms), guides, and free resources for nonprofit organizations, even if you’re not using our paid software. This helps agencies, students, or practitioners in need of tools without a subscription commitment. Discover all of our free tools.
Can the default fields on the online case management system (like marital status) be hidden or renamed?
Yes. On the client profile, clicking the pencil icon will allow you to edit the default fields. It gives you the options to show, hide, or rename any field, and changes will update across all client records.
Support & Onboarding
Is onboarding or support included if I subscribe to the case management tool?
Yes, we provide onboarding tutorials, and customer support to assist you in getting started with our case management software. This ensures you and your team can quickly adopt and utilize the case management platform effectively.
Does the monthly fee for the electronic health records software include technical support, and can additional support or training hours be purchased later?
Yes, technical support is available for our EHR, EMR software via email, phone, or Zoom. Additional professional services, training, and onboarding hours can be purchased at any time to support new staff or expanded usage. Contact us for additional professional services, training, and onboarding hours.
We need help creating digital forms of physical therapy and adding in data, can you help with that?
Yes, our professional services provide personalized support to help you get the most out of the case management software. Our team can assist with creating any type of custom form including non profit organization and behavior assessment forms, as well as encoding existing client data, setting up your account, and configuring workflows, ensuring a smooth and efficient onboarding experience tailored to your organization’s needs. Contact us to request for the professional services.