Case Management System

The Vendor is required to provide for a case management system (CMS) solution that streamlines processes, drives efficiencies, and provides improved user experience for staff users, client users, and partner users of the solution.
- The solution, provide project management and implementation services, provide training and support for staff, clients, and partners
- The solution should ensure that staff adhere to agency, state and federal regulatory policies and procedures, thereby guiding users to stay compliant with the state entity’s best practices for case documentation.
- The solution should also include dashboards and reporting for field staff and management that would result in improved efficiency, decision making and increased accountability.
- The Vocational Rehabilitation Case Management System must include, at a minimum, the following core capabilities:
•    Client Intake & Eligibility
o    Streamline the intake process with guided workflows.
o    Automate case assignments and routing based on predefined rules.
o    Capture client demographic, medical, and employment history efficiently.
o    Support real-time eligibility determination with integrated data validation.
•    Case Planning & Goal Setting
o    Develop Individualized Plans for Employment (IPEs) with measurable goals.
o    Provide templates for caseworkers to create structured, goal-oriented plans.
o    Enable digital signatures and approvals for IPEs.
•    Service Coordination & Resource Linking
o    Connect clients with relevant services, programs, and providers.
o    Maintain a directory of available community and vocational resources.
o    Track service referrals, provider interactions, and service outcomes.
•    Advocacy and Support
o    Provide tools for caseworkers to advocate for clients' needs.
o    Enable secure messaging and document sharing between clients, providers, and caseworkers.
o    Offer reminders and alerts for upcoming appointments, services, and deadlines.
•    Documentation & Recordkeeping
o    Maintain comprehensive client records in compliance with RSA, ADA, FERPA, HIPAA, and other applicable regulations.
o    Allow for secure document upload, version control, and e-signature capabilities.
o    Enable real-time audit trails for data integrity and security.
•    Monitoring & Progress Evaluation
o    Provide dashboards for tracking client progress against goals.
o    Enable caseworkers to update case plans based on progress assessments.
o    Automate reminders for progress reviews and milestone evaluations.
o    Generate compliance reports and performance analytics.
•    Case Closure & Ongoing Support
o    Support structured case closure with documentation of outcomes.
o    Provide post-case follow-up tracking for ongoing client support.
o    Offer referral services for long-term client success.
•    Workflow Automation & Business Rules
o    Automate case routing, approvals, and decision-making processes.
o    Provide a configurable dashboard for case tracking and workload management.
o    Implement role-based access to ensure security and compliance.
- The system must perform customizable financial needs assessments to determine participant contributions to services. 
- The assessment must be a fillable, automated form that can be updated each year and must send an alert to counselors when annual review is due.

- Contract Period/Term: 1 year
- Bidders/Offerors’ Conference Date: November 20, 2025
- Questions/Inquires Deadline: December 02, 2025