Give case managers secure access to view their clients' schedules, documentation, and progress through CareCade's Case Manager Portal. This feature enhances collaboration and keeps stakeholders informed.

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Overview

The Case Manager Portal allows external case managers to:

• View schedules for their assigned clients
• Access appointment notes and documentation
• Review service hour summaries
• Download reports
• Communicate with your organization

Enabling the Case Manager Portal

Prerequisites

Before setting up the portal, ensure you have:

• Case manager contact information
• Client-case manager assignments defined
• Appropriate documents configured for sharing

Activating the Feature

1. Go to Settings → Features
2. Find Case Manager Portal
3. Toggle to Enabled
4. Click Save

Once enabled, the portal becomes available at your organization's case manager URL.

Setting Up Case Managers

Adding a Case Manager

1. Navigate to Case Managers
2. Click + Add Case Manager
3. Enter their information:
   • Name - Full name
   • Email - Required for portal access
   • Phone - Contact number
   • Organization - Their agency/employer
   • Notes - Any relevant information
4. Click Save

Inviting to the Portal

1. Open the case manager's profile
2. Click Invite to Portal
3. Customize the invitation message (optional)
4. Click Send Invitation

The case manager receives an email with:

• Link to create their account
• Instructions for accessing the portal
• Your organization's contact information

Managing Portal Access

Each case manager can have their access:

• Active - Can log in and view data
• Suspended - Temporarily disabled
• Revoked - Permanently removed

To change access status:

1. Open the case manager's profile
2. Go to the Portal Access tab
3. Select the new status
4. Add a reason (optional)
5. Save

Assigning Clients

Client-Case Manager Relationships

Each client can have one or more case managers assigned. To set up assignments:

1. Open the client's profile
2. Go to the Case Managers tab
3. Click Assign Case Manager
4. Select from your case manager list
5. Choose the relationship type:
   • Primary Case Manager
   • Secondary Case Manager
   • Supervisor
6. Click Save

What Case Managers Can See

By default, case managers can view for their assigned clients:

• Scheduled appointments (past and upcoming)
• Appointment completion status
• Service notes (general content)
• Monthly hour summaries
• Annual assessments

Configuring Visibility

Control what case managers can access:

1. Go to Settings → Case Manager Portal → Visibility
2. Toggle each data type:
   • Schedules - View appointment schedules
   • Notes - Read service notes
   • Hours Summary - See unit usage
   • Documents - Access shared documents
   • Staff Info - See assigned staff names
   • Contact Info - View client contact details
3. Save your preferences

Sharing Documents

Marking Documents as Shareable

When uploading client documents:

1. Upload the document normally
2. Check Share with Case Managers
3. Save

Existing documents can be shared:

1. Go to the client's Documents tab
2. Click the document's menu (⋯)
3. Select Share with Case Managers
4. Confirm

Document Categories

You can set default sharing by document category:

1. Go to Settings → Documents → Categories
2. For each category, set:
   • Never Share - Always private
   • Always Share - Automatically shared
   • Manual - Decide per document
3. Save

Common sharing configurations:

Category	Recommendation
Care Plans	Always Share
Assessments	Always Share
Progress Reports	Always Share
Internal Notes	Never Share
Medical Records	Manual
Financial Documents	Never Share

Reports for Case Managers

Available Reports

Case managers can access these reports:

• Monthly Summary - Hours used, appointments completed
• Service Notes Report - Compiled notes for the period
• Progress Report - Goal progress and updates
• Schedule Report - Upcoming appointments

Generating Reports

Case managers can generate reports from their portal. You can also send reports proactively:

1. Go to the client's profile
2. Click Reports
3. Select the report type
4. Choose the date range
5. Click Send to Case Manager

The report is emailed and saved to their portal.

Automatic Report Delivery

Set up recurring reports:

1. Go to Settings → Case Manager Portal → Automated Reports
2. Click + Add Schedule
3. Configure:
   • Report type
   • Frequency (weekly, monthly)
   • Day/date to send
   • Case managers to receive
4. Save

Communication

Messaging

If enabled, case managers can send messages through the portal:

1. Case manager clicks Send Message
2. Message arrives in your Case Manager Messages inbox
3. Staff can reply directly
4. Conversation is logged on the client's record

Enabling Messages

1. Go to Settings → Case Manager Portal → Communication
2. Toggle Enable Messaging
3. Set who receives messages:
   • All admins
   • Assigned team lead
   • Specific staff members
4. Save

Portal Customization

Branding

The portal uses your organization's branding:

• Logo
• Primary colors
• Organization name

This is pulled from your general branding settings.

Welcome Message

Customize the portal login message:

1. Go to Settings → Case Manager Portal → Appearance
2. Edit the Welcome Message
3. Save

Terms of Use

Set portal terms:

1. Go to Settings → Case Manager Portal → Legal
2. Enter your Terms of Use text
3. Require acceptance on first login (recommended)
4. Save

Security

Access Controls

Case managers can only see:

• Clients assigned to them
• Data types you've enabled
• Documents marked as shared

They cannot:

• See other clients
• Modify any data
• Access billing information
• View internal communications

Session Management

Configure session settings:

1. Go to Settings → Case Manager Portal → Security
2. Set:
   • Session timeout (default: 30 minutes)
   • Password requirements
   • Two-factor authentication (optional)
3. Save

Activity Logging

All portal activity is logged:

• Login attempts
• Pages viewed
• Documents downloaded
• Reports generated

View logs at Settings → Case Manager Portal → Activity Log.

Troubleshooting

Case Manager Can't Log In

1. Verify their email address is correct
2. Check their account status is Active
3. Send a password reset link
4. Verify they're using the correct URL

Case Manager Can't See Client

1. Confirm the client is assigned to them
2. Check the client is not archived
3. Verify visibility settings are correct

Missing Documents

1. Confirm documents are marked as shared
2. Check document category sharing settings
3. Verify the case manager is assigned to the client

Related Articles

• Client Portal Setup
• Client Documents
• Emailing Reports to Case Managers