The Best Nonprofit Case Management Software

What is Nonprofit Case Management Software?

Nonprofit case management software, often described interchangeably as human services or social work case management software, streamlines case management processes, such as creating programs, recording case notes, and organizing documentation. Designed for nonprofit organizations, case management solutions help social workers perform human services in an effective manner while remaining compliant with local or federal regulations.

There are many types of NPOs and human services organizations which can utilize case management software:

• Healthcare clinics (physical, mental, and behavioral health)
• Child, family, and senior services
• Housing (long-term, temporary, emergency)
• Community programs and education
• Employment services and vocational training
• Animal shelters and wellness centers

Whatever organization you operate, nonprofit case management and human services software can help you stay focused on the mission without falling behind on administrative tasks by manually performing data entry in spreadsheets. Some nonprofit customer relationship management (CRM) software includes case management functionality, though depending on your organization a standalone social services software may better suit your workflow needs.

Note: Looking for legal case management software? We have that and other legal practice management software too!

Features of Human Services Software

• Client Intake: Automate client intake processes to expedite the entry process into programs; use intake forms to ensure all relevant information is collected as early as possible
• Client Management: Assign new clients to different case workers based on their demographics or preferences
• Task Management: Use a real-time dashboard to prioritize your workload using customizable task attributes based on your specific day-to-day processes
• Scheduling: Carefully coordinate tasks for case workers and their clients to avoid incompatible schedules
• Automated Notifications: Email or text reminders or notifications to workers when tasks are approaching
• Case Notes: Take meticulous notes on every client interaction to build an accurate record of progress; share case notes between workers to keep track of potential changes
• Client Portal: Allow clients to access useful information about NPO programs or their specific cases from the convenience of their own home computers or mobile devices
• Goal Tracking: Set specific goals for clients and measure progress as they move towards those goals
• Referral Management: Use guidelines to indicate when clients should be referred to other programs or services; standardize referral notices
• Form Templates: Build custom templates for different program documents, such as intake forms, to ensure all necessary information is included on each document
• Volunteer Management: Recruit, track, and monitor potential volunteers for NPO programs
• Reporting and Analytics: Retain client information for future use or potential audits; analyze historical data from past programs to identify successes and areas for improvement

Best Nonprofit Case Management Software Benefits

Nonprofit organizations and human service agencies can gain a lot of benefits from implementing a case management system into their operations.

Prioritize People

Many social service organizations are intended to help people, improve lives, and build better communities. Yet in order to receive funding, they need to prove progress by showing the growth of various metrics to government agencies or grant foundations. Reporting tools can show detailed historical data about your NPO, showing exactly how much progress has been made by each client through the program. These information systems can then be used for future grant applications to increase potential funding or shared with government agencies during audits.

One major benefit of case management software is the ability to easily share case notes with others within your organization. This can make it easier to arrange referrals or enroll clients in new programs based on eligibility requirements. And client portals allow for assessments to be performed in advance of first meetings, keeping you more informed of client data. By focusing your program management on the human element and spending less time on administrative tasks, your organization can learn how to best serve client and community needs.

Remain Compliant

A variety of social services can often interfere with a client’s right to privacy, particularly when it comes to physical or mental health concerns. For example, someone required to receive physical therapy will need to tell a boss or supervisor why they need time off to attend sessions, which could influence how they are perceived at their workplace. As such, many governments have set regulations to ensure those receiving assistance can remain as private as possible. Help your NPO meet privacy standards, such as HIPAA-compliant in the United States, by utilizing case management software.

Donation management modules are also available through these solutions, helping you to correctly raise funds for additional services. And if your NPO is funded through grants, public funding, or government assistance, the case notes you have can be used for official purposes in audits of past programs or to streamline new funding applications. No more scrambling around making last-minute proposals to funders when all the relevant data you need is kept in one user-friendly platform.

Reduce Schedule Conflicts

Time conflicts are one of the top reasons for clients to fall behind on helpful programs. For instance, someone who is working two jobs in order to afford housing likely doesn’t have a lot of scheduling flexibility between two sets of bosses. Text and email alerts can keep clients in contact with your team to clear up potential conflicts and keep progress moving forward.

Nonprofits only have so many employees or volunteers at any given time. And it’s no secret many are unfortunately understaffed and underfunded. As a result, getting clients in for their appointments and programs can be incredibly challenging. Scheduling modules can create shared calendars so workers and employees can avoid overlapping appointments and ensure everyone is seen in a timely manner, even when understaffed with limited availability.

Nonprofit Case Management Software Pricing

Nonprofit organizations and government agencies need to be careful about their spending. While some free human services case management software options are available, others charge a monthly or annual subscription rate for services. SaaS rates range from $9 per month all the way to $99 per month. The free options are generally limited to new or small NPOs, though many service providers have free demo trials in order to experience the software before making a long-term commitment.

Pricing may also depend on how many records your organization has. The more you have, the higher you’ll pay. Scalable solutions can grow with your organization. In other cases, the cost comes down to add-on modules like SMS text messaging tools. As mentioned above, nonprofit CRM software can include human service and case management tools, though these solutions cost significantly more and may not be affordable to smaller nonprofits.