Case Management Healthcare HIPAA
Close every referral loop — navigators work their caseload with tasks, care-plan goals and notes in one place, referrals to outside partners are tracked Sent → Done with a quiet-partner warning, supervisors watch escalations across all caseloads, and patients follow their own case from a private portal.
Use this template with the sample records, or start from a clean slate without them.
Five demo logins are already seeded — one per role, so you see what each person sees.
Load your own records, invite your team, and turn email on.
Built for community-health and care-management teams, where the referral you sent last month can go quiet — and nobody notices until the patient does.
Deny-by-default row-level security on every table keeps each of the five roles to exactly their slice — HIPAA-ready by design.
The whole build, in one screen. Open the explorer below to see any of it in detail.
5 user roles: Care Navigator, Supervisor, Provider, Patient
8 data tables: Patients, Partners, Cases, Care Plans
7 workflows: Navigator — Task Overdue Escalation, Navigator — Referral Stalled Alert, Supervisor — Case Reassignment, Partner — Referral Update
4 email templates: Escalation Alert, New Case Assignment, Referral Received, Stalled Referral Alert
7 AI agents: Care Navigator Assistant, Supervisor Insights Agent, Navigator Assistant, Supervisor Insights
4 pages: Login, Sign Up, Profile, Sample Page
Everything Care Navigator Case Tracker installs. Pick a tab, pick an item — nothing here makes the page longer.
Table · Patients
The people your team is coordinating care for — each patient record holds contact details and demographics and rolls up every case opened on their behalf.
Table · Partners
The outside organizations you refer patients to, so every referral is tied to a named partner who can log in and close the loop from their side.
Table · Cases
The heart of the app — one case per episode of care, assigned to a navigator, with urgency, status, days-open tracking and the escalation flags supervisors watch.
Connects to
Table · Care Plans
The goals a navigator sets for a case, each with a progress slider so patients and providers can see how far along the plan is.
Connects to
Table · Tasks
The to-dos that move a case forward, assigned to a navigator with a due date and flagged overdue automatically so nothing slips.
Connects to
Table · Referrals
Tracks each hand-off to an outside partner from Sent through Accepted, Scheduled and Done, and raises a quiet-partner warning when one goes silent.
Connects to
Table · Notes
A running log of navigator observations and check-ins on each case, kept to the roles that need clinical context.
Connects to
Table · Documents
The document vault for each case — consent forms, referral paperwork and clinical records uploaded against a case, tagged by type and kept to the roles cleared to see them
Connects to
Role · Care Navigator
Front-line staff who work an assigned caseload — cases, tasks, care plans, notes and referrals — and only see the patients they are responsible for.
Role · Supervisor
Team leads who oversee every navigator's caseload, watch urgency and escalation flags, and step in when a case goes stale.
Role · Provider
Clinical staff who need read-only visibility into cases, care plans and notes for review, without editing anything.
Role · Patient
Patients follow their own case, care-plan goals and next steps from a private portal, and see nothing else.
Role · Referral Partner
Contacts at outside organizations who see only the referrals sent to them and update status as services are scheduled and delivered.
Workflow · Navigator — Task Overdue Escalation
When a navigator's task tips overdue, the parent case is escalated and the supervisor is emailed so it gets attention before the patient notices.
Steps
Workflow · Navigator — Referral Stalled Alert
Runs daily and emails navigators about any referral whose loop is still open, so a partner going quiet never goes unnoticed.
Steps
Workflow · Supervisor — Case Reassignment
When a case moves to a different navigator, the new navigator is emailed and every pending task on the case follows the case to them.
Steps
Workflow · Partner — Referral Update
When a partner marks a referral Scheduled or Done, the navigator is emailed right away so the case can move forward.
Steps
Workflow · Task Overdue Escalation
Escalates the parent case and alerts the supervisor the moment a task becomes overdue, keeping stalled work visible across caseloads.
Steps
Workflow · Referral Stalled Check
A daily sweep that flags referrals that have gone quiet and emails the navigator to chase the partner.
Steps
Workflow · Bulk Task Reassignment
Run it by hand to move a batch of tasks to a different navigator — useful when someone is out or a caseload is being rebalanced.
Steps
Email · Escalation Alert
URGENT: Clinical Escalation Required - {patient_name}
Email · New Case Assignment
New Case Assigned: {patient_name}
Email · Referral Received
New Service Referral: {service_requested}
Email · Stalled Referral Alert
Clinical Alert: Stalled Referral - {patient_name}
AI agent · Care Navigator Assistant
A navigator's copilot that can read the caseload, create and update tasks and referrals, fire workflows and send emails on request.
Tools
AI agent · Supervisor Insights Agent
Answers supervisor questions about team performance, caseload balance and open escalations from live case data.
Tools
AI agent · Navigator Assistant
Helps a navigator decide what to do next by prioritizing tasks and updating the caseload as things change.
Tools
AI agent · Supervisor Insights
Gives supervisors a read on caseloads and escalations and can kick off workflows like a task reassignment when needed.
Tools
AI agent · Clinical Reviewer
Summarizes patient notes and care-plan progress for providers who need the clinical picture without reading every entry.
Tools
AI agent · Patient Guide
A patient-facing guide that explains their case, plan and upcoming steps in plain language.
Tools
AI agent · Referral Coordinator
Helps referral partners update statuses and close the loop on the referrals sent to them.
Tools
Import · Patient Import
Import · Case Import
Import · Task Import
Export · Active Patients Export
Export · Urgent and Escalated Cases
Export · My Overdue Tasks
Export · Stalled Referrals Report
Page · Login
Page · Sign Up
Page · Profile
Page · Sample Page
Relationship
Cases connects to Patients through "Patient".
Relationship
Care Plans connects to Cases through "Case".
Relationship
Tasks connects to Cases through "Case".
Relationship
Referrals connects to Cases through "Case".
Relationship
Referrals connects to Partners through "Partner".
Relationship
Notes connects to Cases through "Case".
Relationship
Documents connects to Cases through "Case".
You pick which when you copy the app. Both arrive as a working build on your own URL.
The app arrives seeded with sample records, plus a working demo login for each role — so you can see what every person sees before you invite anyone.
The seeded accounts and their sign-in details are listed in the app once you install it.
Nothing to clear. The demo logins and sample data never exist — you start straight at step one.
Same backend, different front line. Every one is a real app you can copy today.
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Clone it, prompt to change anything, deploy on your own domain.
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