How to Choose the Right Case Management Software for Your Business

In today’s dynamic environment of nonprofit and social services organizations, selecting the right case management software is essential for boosting operational efficiency and enhancing service delivery. The choice you make can greatly influence your organization's ability to manage workflows, monitor client interactions, and oversee services effectively.

In this in-depth guide, we help you navigate the selection process for case management software. We explain key features, benefits, and important considerations to ensure you find a solution that aligns with your organization’s goals and maximizes its impact.

Important Features All Good Case Management Software Should Have

When selecting case management software, focus on essential features that enhance business operations and efficiency. 

Client Tracking

Effective client tracking is pivotal for nonprofits to manage and engage with their beneficiaries. Look for software that offers comprehensive client profiles, detailed tracking of interactions, and integration with communication tools. This helps maintain up-to-date client information and enhances engagement by providing a holistic view of each client’s history and needs.

Outcomes Tracking

To measure the impact of your programs, outcomes tracking features are crucial. Seek systems that provide detailed metrics and reports on client progress and program effectiveness. This functionality enables nonprofits to evaluate their impact accurately, make data-driven decisions, and continuously improve their services based on real-time insights and detailed outcome indicators.

Staff Management

An efficient staff management feature is essential for nonprofits to handle HR and administrative tasks. Look for software that offers profile management, scheduling, and performance tracking. This ensures streamlined recruitment processes, effective task coordination, and oversight of staff development, enhancing overall organizational efficiency and staff engagement.

Services Management

For organizations managing multiple programs and facilities, robust services management is key. Opt for software that allows for individual management of programs, services, and facilities. This feature should facilitate easy documentation, searching, and updating of program data, ensuring that all services are delivered effectively and efficiently.

Accreditation Support

Navigating accreditation requirements can be complex for nonprofits. Seek case management software that includes features for managing compliance with accreditation standards. This includes smart forms, customizable content, and tools to streamline the accreditation process, helping organizations maintain high standards of accountability and enhance their credibility.

Cloud-Based Technology

A cloud-based case management system is essential for modern organizations, offering flexible, secure access from any device with an Internet connection. This cloud-based solution streamlines operations, enhances collaboration, and saves valuable time by centralizing data on a cloud-based platform, adapting to various case management needs.

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What to Look for in Case Management Software for Different Nonprofit Businesses

When selecting case management software for nonprofit organizations, it's important to find a solution tailored to your sector’s unique needs. ShareVision offers specialized case management software designed specifically for the nonprofit industry. Below, we explore the key features to look for in case management software across various sectors that ShareVision serves to highlight the unique needs of each sector.

1. Community Living

Community living services often involve managing diverse aspects of client support, from daily living assistance to community integration. The software you choose must accommodate these multifaceted needs by offering features that streamline client intake, track service requests, and manage documentation efficiently. 

Key Features to Look For

• Client Management: Ensure the software has robust client management tools to handle multiple clients and their specific needs. This includes tracking client interactions and progress through a centralized workspace.

• Document Management: Advanced document management features are vital for storing and organizing thousands of documents securely. Look for solutions with advanced document automation and document generation capabilities.

• Task Management: Effective task management tools will help house teams stay organized and ensure routine tasks are completed promptly. Automation of these tasks can improve overall efficiency and reduce human error.

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2. Shelters

Shelters require efficient case management software to handle a high volume of client intake, track service delivery, and manage resources. The software should also facilitate seamless communication between staff members and clients.

Key Features to Look For

• Client Intake and Tracking: Choose software that supports online intake forms and automated tracking of client progress from intake through closure. Due to the higher number of users in shelters, utilizing high-volume software, such as ShareVision Plenty will ensure all your users are adequately served.

• Service Requests and Management: The ability to track service requests and manage them through a secure client portal can enhance service delivery and improve user satisfaction.

• Expense and Cost Tracking: Features like expense tracking and cost tracking help manage financial resources effectively, ensuring that funds are allocated appropriately.

Explore what shelter software can do for you

3. Developmental Disabilities

Organizations serving individuals with developmental disabilities need case management software that accommodates specialized support and personalized care. The software should help manage complex processes and provide detailed tracking of client progress.

Key Features to Look For

• Customizable Features: Look for software that allows customization to cater to the unique needs of clients with developmental disabilities. This includes customizable fields and specialized reporting capabilities. ShareVision offers multiple different layers of their software, from ShareVision Simply to ShareVision Plenty so that you can choose an option that has the right features for your needs. 

• Document Automation: Advanced document automation tools can help manage extensive documentation related to care plans and assessments.

• Management Workflows: Workflow automation tools can streamline processes and reduce administrative tasks, allowing staff to focus more on client care.

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4. Behavioral Health

Behavioral health organizations require case management software that supports the tracking and management of client mental health and treatment plans. The software should facilitate comprehensive documentation and effective communication between providers.

Key Features to Look For

• Integrated Management Systems: Choose software that integrates with existing systems for seamless data management and improved efficiency. This includes accounting tools and practice management solutions.

• Client Portals: A secure client portal can enhance communication between clients and providers, allowing for better management of appointments, treatment plans, and follow-ups.

• Advanced Analytics: Features that provide analytics and reporting can help track client outcomes and measure the effectiveness of interventions.

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5. Child and Youth Services

Child and youth services organizations need software that can manage a broad range of activities, from client intake and service delivery to tracking developmental progress and managing case files.

Key Features to Look For

• Client Management and Tracking: Effective client management tools are essential for tracking the progress of children and youth. Look for software with robust tracking and task management features.

• Document Management: Advanced document management and document generation capabilities are crucial for handling extensive case files and ensuring compliance with regulations.

• Calendar and Email Management: Integrated calendar management and email management features can streamline scheduling and communication with clients and their families. ShareVision Plenty offers an advanced calendar and document feature perfect for keeping on top of meetings and schedules. 

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6. Jobs and Employment

For organizations focused on job placement and employment services, case management software must support job tracking, client interactions, and resource management. The software should facilitate efficient communication and streamline administrative tasks.

Key Features to Look For

• Job Tracking and Management: Look for software that includes job tracking features to monitor the progress of job placements and client employment status.

• Client Contact and Communication: Features that support client contact management and communication are vital for maintaining engagement and providing timely support.

• Integrated Accounting Tools: Integrated accounting and expense tracking tools can help manage funding and resources effectively.

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How to Choose the Right ShareVision Software Version for Your Organization

When selecting a case management system, understanding the features and benefits of different versions is crucial. ShareVision offers two distinct versions—Simply and Plenty—each tailored to different organizational needs. Here’s a breakdown of each version to help you determine which is best for your business.

ShareVision Simply: Essential Features for Streamlined Management

• Technical Support ShareVision Simply provides access to the ShareVision Forum and a pay-per-issue support model. This includes 5 credits that can be used for technical support or consultation with a product expert. Ideal for small to mid-sized organizations that need reliable support without extensive customization.
• Document Storage With 5 GB of built-in document storage, ShareVision Simply offers ample space for essential documents and client records. This version is well-suited for organizations with moderate documentation needs, such as small nonprofits or community service groups.
• Calendar Integration Connect seamlessly with Google or Microsoft calendars. This feature helps organizations keep track of appointments and deadlines efficiently, making it a good fit for teams managing routine client interactions and scheduling.
• Forms and Notifications Access a library of editable forms and receive in-app, email, and SMS notifications. ShareVision Simply supports fundamental client data collection and communication needs, perfect for organizations requiring straightforward, efficient management tools.
• Security and Site Management Includes a security manager and a site manager for adding and customizing site portals and pages. This version provides essential security and customization features suitable for smaller teams or organizations with basic needs.

ShareVision Simply is ideal for smaller nonprofits or community service organizations that require core case management functionalities with essential support and customization features.

ShareVision Plenty: Advanced Features for Comprehensive Management

• Advanced Technical Support ShareVision Plenty offers the same forum access and pay-per-issue support as Simply, but with additional advanced form features. This version is designed for larger organizations needing more extensive support and advanced features.
• Expanded Document Storage While maintaining the 5 GB of built-in document storage, ShareVision Plenty includes advanced calendar and document features. Suitable for organizations with high documentation needs or complex project management requirements.
• Enhanced Calendar Integration Includes advanced calendar features such as single sign-on with Google or Microsoft accounts and virtual intake forms. This enhanced integration supports organizations with complex scheduling and intake processes.
• Advanced Forms and Notifications ShareVision Plenty provides anonymous forms, portal landing configuration, and advanced form field security. These features are ideal for organizations needing more sophisticated data collection and client interaction tools.
• Comprehensive Security and Customization Offers extensive customization options with the ability to create listing portals and advanced form features. ShareVision Plenty is suited for organizations with higher security needs and those requiring extensive customization.
• Full-Fledged Reporting and Portal Management In addition to the full-featured in-app report designer, ShareVision Plenty supports comprehensive client management with advanced reporting capabilities. This version is perfect for larger organizations that need detailed insights and extensive management functionalities.

ShareVision Plenty is best for larger nonprofits, social service agencies, or any organization with complex case management needs and a requirement for advanced features and customization.

Talk to an expert to pick the best version for your organization

The Ultimate Case Management System for Small Nonprofit Organizations

At ShareVision, we provide a comprehensive suite of services designed to elevate your case management processes. Our solutions include robust client tracking, detailed outcomes management, and advanced staff oversight features. 

With options like ShareVision Simply and ShareVision Plenty, we cater to diverse organizational needs. Our cloud-based platform ensures seamless integration, while our dedicated support and customizable tools help you manage clients, track progress, and streamline operations effectively!

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