Client Management Software System

The Vendor is required to provide client management software system to support our work with programs not funded with state multi-fund grants.
- Features
• Provide comprehensive intake, assessments, service planning, approvals, and follow-up workflows.
• Improve data quality, auditability, and compliance with applicable policies and regulations.
• Support accurate and timely billing and financial reconciliation.
• Enable real-time tracking of cases, services, outcomes, and workloads.
• Flexible reporting and analytics for management, compliance, and performance improvement.
• Ability to potentially integrate with other software systems
• Provide role-based access.
• Facilitate data migration from legacy systems and ensure full data portability.
• Be device agnostic.
• Be health insurance portability and accountability act (HIPAA) compliant.
- Functional requirements
1. Case management workflows
• Configurable workflows for intake, eligibility, assessment, service planning, approvals, referrals, follow-ups, case closure.
• Ability to define business rules, validations, required fields, and conditional logic.
• Support for case hierarchies, household and group cases, sub-cases, and linked cases.
2. Data management
• Centralized data repository; field-level customization and metadata; form builder.
• Data validation (format, range, referential integrity) and deduplication.
• Bulk import/export (csv/excel), secure ETL (extract, transform, load), and data quality monitoring.
3. Billing and invoice
• Time capture, units of service, rate schedules, service codes, and payer rules.
• Invoice generation
• Possible integration with financial systems and audit logs.
4. Document management
• Secure upload and download, versioning, tagging, retention, legal holds.
• Support for e-signatures (e.g., client consent, acknowledgments) and configurable templates.
• Optical character recognition (OCR) search within documents (optional).
5. Task and activity tracking
• Assign tasks by user/role/team include due dates, reminders, escalations, and SLAs.
• Calendar views, queues, and workload balancing. (optional)
6. Service tracking and outcomes
• Track service delivery, units, utilization, milestones, and program outputs.
• Support for outcome measures and longitudinal tracking.
7. Optional (value-add) features
• Workflow automation (event-driven triggers, notifications, escalations).
• Alerts and notifications (email/SMS/in-app) to staff and clients (configurable).
• Client portal for self-service (appointments, document upload, status updates).
• AI-assisted tools (e.g., data validation, duplicate detection) subject to agency policy.