Case numbers & scope
Each case is identifiable by number and scoped to workers who are assigned—including use in the Knowledge Base when staff ask case-specific questions.
Cases & continuity of care
Manage cases under each client and family—and transfer when locations change
In CareTrack, every case belongs to a client and family record: a numbered file with status, priority, assigned workers, care plans, activity logs, documents, and messages. When a client and family moves to a new region or switches to another agency, company admins can transfer the client and family to another CareTrack organization so the receiving team picks up care without starting from zero.
Continuity when clients and families relocate
A transfer closes the active assignment at the sending agency, records where the client and family went, and opens a new active assignment at the destination company—with full transfer history on the client and family profile.
- Multiple cases per client and family, each with its own plan and log
- Inter-agency transfer when customers change location
- Transfer history visible to admins on the History tab
How case management works
From opening a case to handing a client and family to a new agency, CareTrack keeps structure and accountability clear.
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Start with the client and family
Each client household has a client and family profile with members, contact details, and an assignment to your company. Cases are opened under that client and family when a specific support need begins.
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Open and assign cases
Cases carry a case number, title, type, status, and priority. Social workers are assigned to cases; managers can bulk-assign or reassign staff as caseloads shift.
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Run plans week by week
Each case supports care plans with weekly activities, stages, notes, reports, and file attachments. The case activity log records changes over time for supervision and audits.
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Document and review
Workers log visits, update activity stages, and attach documents. Supervisors open the client and family profile to review cases, notes, and logs without asking staff to export files.
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Transfer when the client and family moves
When a customer relocates or receives services from another agency, a company admin transfers the client and family to the destination organization. The current assignment is marked Transferred with the receiving company noted; the new agency gets an active assignment.
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Follow the full history
The Transfer history tab on the client and family profile lists every agency link, including moves between regions. Settings → clients and families gives admins a company-wide view of active, ended, and transferred assignments.
Built for real-world handoffs
Clients and families do not always stay in one city or with one provider. CareTrack reflects that.
Cross-company transfer
Transfer a client and family from one CareTrack company to another when service responsibility moves—for example Helsinki to Oulu, or one community program to a partner agency.
Assignment timeline
See when each agency relationship started and ended, who received the transfer, and any handoff notes recorded at transfer time.
Admin-controlled transfers
Only company administrators initiate transfers, with a destination picker limited to active organizations—protecting clients and families from accidental or unauthorized moves.
Staff reassignment
Within a company, managers assign or transfer cases between workers, bulk-assign clients and families, and balance workload before a client and family leaves the region entirely.
Clients & family portal continuity
Clients and families keep their portal identity while agencies change. The receiving organization continues plans, messages, and documents under a new company assignment.
What agencies gain
- Clear case structure under every client and family you serve
- Smooth handoffs when customers change location or provider
- Auditable transfer history across organizations
- Less duplicate intake when a client and family already exists in CareTrack
- Supervisors see ended and transferred assignments in settings
- Continuity of care for clients and families during life changes