How Case Management Documentation and Note-taking Could Improve Your Organization’s Performance

Social Solutions Blog

How Case Management Documentation and Note-taking Could Improve Your Organization’s Performance

Learn how proper case management Documentation improves performance
While it may sometimes feel like case management documentation and thorough notations can draw you away from the important work you do when you are face-to-face with clients, maintaining detailed records can have a significant impact on the long-term success of both your organization and the individuals it serves. Having the proper software tools in place can also greatly ease your organization’s case management efforts and help keep the focus on creating successful outcomes for your clients, where it belongs.

Keep reading to learn how proper case management documentation & software tools can help your organization track client and constituent outcomes in the most effective way possible.

Benefits of a Great Case Management Documentation System

A good case management system for human and social services is more than just a place to store your notes. Having the right case management tools for your organization means streamlined processes that can benefit the clients and the bottom line.
As funders turn their attention to outcomes data, it is becoming increasingly important for organizations to be able to provide this evidence. A case note documentation system that’s built for collaboration on the web can provide your organization the network it needs to excel.

The right software program can take you far beyond online document management and basic client tracking. It can enable your organization to analyze data in a more efficient manner, and the data, in turn, can yield important insights into what methodologies or programs are working best and how to improve the ones that are not accomplishing their objectives.
A case note management system, rather than adding additional work for your team, can also help streamline processes and actually reduce the amount of time spent on paperwork and client tracking. In most cases, well-kept case records are a valuable asset that will enable your organization to continuously do more with less.

Case Management Documentation Standards

Currently, the National Association of Social Workers provides standards on case management and proper documentation. They require that managers and agencies adhere to specific standards of case management documentation and that agency policies include specific documentation requirements for record keeping.

According to their requirements, well documented case records should contain at least the following notations:

  • written permission to release information, signed by the client,
  • relevant historical and demographic information on the client, the client’s family, and significant others,
  • results of the initial assessment and periodic reassessments of the client, including data on the client’s psychosocial, behavioral, and physical status,
  • the social work plan and specified goals, interim objectives and time frames, and schedules and procedures for monitoring progress toward accomplishment of goals and objectives,
  • the outcomes for a client,
  • referrals to other agencies or resources, including follow up and feedback from or recommendations by outside agencies or individuals,
  • cost of the care plan, and
  • reason for termination of services.

(Please see the NASW website for more details and the New York Department of Health website for information on how they document case management outcomes.)

Utilizing the right case management documentation software can remove a lot of the guesswork and room for error from the equation. A case management documentation software system can be configured to require the client record case notations needed.  Case notations  can be entered digitally, maintaining standardized responses, and reducing the time to document cases – especially with online case management documentation software.   Cutting down documentation time also allows case workers to maintain a focus on what they do best – helping individuals in need.


Online case note documentation is the first step towards effectively using outcomes management to improve services. By finding the right solution for your nonprofit organization, such as Social Solutions’s ETO Software, you can ultimately increase the amount of time you are able to invest in clients and eliminate much of the hassle that is normally associated with the documentation process.

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Apricot’s reporting platform allows you to create and share reports securely within the system. Reporting happens in real time so that you can monitor results and be responsive when it matters.

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With Apricot, your data is right at your fingertips in a cloud-based solution that gives your organization freedom from paper files, spreadsheets, local hardware, and monthly maintenance downtimes.

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Apricot is hosted on a best-in-class Amazon Web Services (AWS) environment so your data is secure, backed up, and compliant. User-based permissions and audit trails further enable secure access to data.

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Apricot allows you to easily track volunteers as well as clients. Utilize guest user modules and webforms to further engage your constituents.

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Track, report, and assess your organization’s mission! Apricot allows you to track clients, volunteers, services, and more.

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