Case Management Healthcare
Move every patient forward — navigators work their caseload and never lose a referral, supervisors watch program health across the board, referral partners submit and track referrals through their own portal, and patients follow their own case without chasing phone calls.
Use this template with the sample records, or start from a clean slate without them.
Seven 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 care-navigation teams coordinating patients across programs, providers, and outside partners — where the case that slips through is the patient who suffers.
Referral routing, reminders, and audit logging run automatically underneath. Row-level security scopes Admin, Supervisor, Navigator, Provider, Patient, and Referral Partner to exactly their own slice.
The whole build, in one screen. Open the explorer below to see any of it in detail.
7 user roles: Admin, Supervisor, Navigator, Provider
12 data tables: Organizations, Patients, Care Programs, Providers
18 workflows: Case intake, Assignment / reassignment (RLS re-key), Task denormalization, Note denormalization
16 email templates: Case assigned, Task due soon, Task overdue, New referral received
8 AI agents: Intake Triage, Stalled Case Monitor, Case Summary & Handoff, Patient Message Drafter
4 pages: Login, Sign Up, Profile, Sample Page
Everything Patient Case Management & Care Navigation installs. Pick a tab, pick an item — nothing here makes the page longer.
Table · Organizations
The care organization the whole app is scoped to — its name, contact email and settings, which every case, note, document and audit entry rolls up to for row-level security.
Table · Patients
The people you are helping — demographics, contact details, language and the portal login that lets each patient follow their own care.
Connects to
Table · Care Programs
The care programs you enroll patients into, with the checklist of tasks each new case should start with.
Connects to
Table · Providers
Your directory of clinicians and community providers who receive referrals and report back on outcomes through their own portal.
Connects to
Table · Referral Partners
Outside agencies that send you referrals or receive them from you, with their own portal to submit and track without phone calls.
Connects to
Table · Cases
The heart of the app: every open case with its program, priority, assigned navigator, supervisor and target close date, so nobody slips through.
Connects to
Table · Tasks
The follow-ups that keep a case moving — welcome calls, check-ins and paperwork, each with an owner and a due date that drives reminders.
Connects to
Table · Referrals
Referrals in and out of your organization, tracked from submission to outcome with consent verified before anything is shared.
Connects to
Table · Notes
The running narrative on each case — call summaries, visit notes and escalation flags written by navigators, tied to the patient and case so the next person has the whole story.
Connects to
Table · Documents
Files attached to a case — intake forms, records and letters uploaded by navigators or by patients from the portal, and shared back with the patient only once consent is on file.
Connects to
Table · Consents
Each patient's signed consents and expiry dates — the gate that decides whether documents can be shared and referrals can go out.
Connects to
Table · Audit Log
Append-only record of who changed what and when — case edits, logins and exports — kept for compliance review, readable by Admins and never edited by hand.
Connects to
Role · Admin
Runs the organization: users, providers, partners and programs, plus a read-only window into the audit log.
Role · Supervisor
Assigns and rebalances caseloads, watches program health across every navigator and handles escalations before they become crises.
Role · Navigator
Owns a caseload day to day — intake, tasks, notes, referrals, documents and consents for their own patients only.
Role · Provider
A portal for clinicians to review the referrals sent to them and record a decision, without seeing anything beyond what they need.
Role · Patient
A portal where patients see where their case stands, who is helping, and the documents shared with them, and can upload their own.
Role · Referral Partner
A portal for outside agencies to submit referrals and follow the status of the ones they sent or received.
Role · Partner Intake (public)
A secure, login-free intake link partners can use to submit a referral and get a reference number back.
Workflow · Case intake
Numbers every new case, opens it, and either hands it to the assigned navigator or alerts the supervisor that someone still needs to pick it up.
Steps
Workflow · Assignment / reassignment (RLS re-key)
When a case changes hands, moves the open tasks, notes, documents and referrals to the new navigator and lets them know it is theirs.
Steps
Workflow · Task denormalization
Stamps each new task with its case's organization and navigator so it lands in the right caseload, and assigns it to that navigator by default.
Steps
Workflow · Note denormalization
Files each new note under the right organization and case navigator and stamps who wrote it and when, so notes stay visible only to the people on that case.
Steps
Workflow · Document intake
Files each uploaded document against the right case and patient, and tells the navigator when a patient has uploaded something from the portal.
Steps
Workflow · Document share consent gate
Blocks sharing a document with a patient until they have an active consent on file, then notifies the patient when it is safe to share.
Steps
Workflow · Referral creation + consent gate
Sends a new referral to the receiving provider and partners only after consent is verified; otherwise holds it and asks the navigator to act.
Steps
Workflow · Referral outcome
When a provider completes or declines a referral, records the outcome and tells the navigator and the sending partner.
Steps
Workflow · Consent lifecycle (gate maintenance)
Keeps the consent gate honest: revoking a consent withdraws every shared document, and activating one releases referrals that were on hold.
Steps
Workflow · Task reminder
Emails each navigator the day before a follow-up is due so nothing is forgotten.
Steps
Workflow · Task overdue
Flags tasks that have slipped past their due date and nudges the owner, feeding the supervisor's overdue counts.
Steps
Workflow · SLA escalation ladder
Escalates cases past their target close date to the supervisor, and to the org admin if they stay stuck for more than three days.
Steps
Workflow · Case closure
Closes out a case cleanly: records the close date, cancels leftover tasks and notifies the supervisor of the outcome.
Steps
Workflow · Consent expiry ladder
Warns the organization 30 days before consents expire and automatically expires the ones that lapse.
Steps
Workflow · Partner intake
Turns a partner's referral into a patient stub and a new case, then routes it to the triage queue so a navigator can pick it up.
Steps
Workflow · Audit - case record events
Writes an audit entry every time a case is created or changed, so supervisors and admins can trace the full history of any case for compliance review.
Steps
Workflow · Audit - logins
Records every user login in the audit log so admins can see who accessed the app and when; ships switched off until you are ready to turn it on.
Steps
Workflow · Audit - exports
Logs a record whenever case data is exported, giving admins a trail of what left the system, by whom and when, for compliance review.
Steps
Email · Case assigned
Case {{case_number}} assigned to you
Email · Task due soon
Due tomorrow: {{task_title}} ({{case_number}})
Email · Task overdue
Overdue: {{task_title}} ({{case_number}})
Email · New referral received
New referral {{referral_number}} for review
Email · Referral outcome updated
Referral {{referral_number}} is now {{new_status}}
Email · Referral status update (partner)
Referral {{referral_number}}: {{status}}
Email · Document shared with you
A new document is available in your portal
Email · Patient uploaded a document
Patient upload on {{case_number}}
Email · Consent required - action held
Action held: consent required for {{patient_mrn}}
Email · Consent revoked
Consent revoked for {{patient_mrn}}
Email · Case escalated (SLA breach)
Escalated: {{case_number}} is past target
Email · Skip-level escalation
Skip-level: {{case_number}} still escalated
Email · Case closed
Closed: {{case_number}} - {{closure_outcome}}
Email · Consents expiring soon
Consents expiring within 30 days ({{expiring_count}})
Email · New partner referral to triage
New partner referral {{referral_number}} to triage
Email · Unassigned case at intake
Unassigned at intake: {{case_number}}
AI agent · Intake Triage
Suggests the right program and priority for each new intake and flags possible duplicate patients before a case is opened.
Tools
AI agent · Stalled Case Monitor
Ranks the cases most at risk of stalling and proposes the next step for each.
Tools
AI agent · Case Summary & Handoff
Drafts a case chronology for handoffs, audits or closure so the next person has the whole story.
Tools
AI agent · Patient Message Drafter
Writes patient-facing messages in English or Spanish with no protected health information included.
Tools
AI agent · Navigator Assistant
A navigator's daily companion for questions about their own caseload, tasks and referrals.
Tools
AI agent · Program Assistant
Answers supervisors' questions about program health, caseload balance and open escalations.
Tools
AI agent · Care Companion
Explains a patient's care plan and case status in plain language inside the patient portal.
Tools
AI agent · Partner Referral Assistant
Lets referral partners ask where their sent referrals stand without calling the office.
Tools
Page · Login
Page · Sign Up
Page · Profile
Page · Sample Page
Relationship
Patients connects to Organizations through "Organization".
Relationship
Care Programs connects to Organizations through "Organization".
Relationship
Providers connects to Organizations through "Organization".
Relationship
Referral Partners connects to Organizations through "Organization".
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Cases connects to Organizations through "Organization".
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Cases connects to Patients through "Patient".
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Cases connects to Care Programs through "Program".
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Tasks connects to Organizations through "Organization".
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Tasks connects to Cases through "Case".
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Referrals connects to Organizations through "Organization".
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Referrals connects to Cases through "Case".
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Referrals connects to Patients through "Patient".
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Referrals connects to Providers through "Referred To Provider".
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Referrals connects to Referral Partners through "Sending Partner".
Relationship
Referrals connects to Referral Partners through "Receiving Partner".
Relationship
Notes connects to Organizations through "Organization".
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Notes connects to Cases through "Case".
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Notes connects to Patients through "Patient".
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Documents connects to Organizations through "Organization".
Relationship
Documents connects to Cases through "Case".
Relationship
Documents connects to Patients through "Patient".
Relationship
Consents connects to Organizations through "Organization".
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Consents connects to Patients through "Patient".
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Consents connects to Documents through "Linked Document".
Relationship
Audit Log connects to Organizations through "Organization".
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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