Case Management
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Behavioral Health Case Management Platform

Transform your behavioral health operations with a fully customizable, enterprise-grade platform designed to streamline referral management, client tracking, and program coordination.

Configure workflows, forms, and programs to match your organization's unique needs.

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Core Capabilities

Comprehensive features designed to streamline every aspect of your behavioral health operations

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Referral Management

Streamline your referral process with automated workflows, resource tracking, and comprehensive management tools.

  • ✓Customizable Program Support: Configure any number of programs including Residential, Outpatient, School-based, Forensic, Community-based, and specialized treatment programs. Each program can have its own workflow, forms, and team structure.
  • ✓Flexible Workflow Engine: Design state-based automated workflows from initial submission through screening, assessment, enrollment, active treatment, discharge, and closure. Customize status transitions, approval requirements, and automated actions at each stage.
  • ✓Automated Screening & Assessment: Streamlined screening processes with customizable disposition tracking, risk assessment tools, and automated routing based on screening results. Track screening completion rates and outcomes.
  • ✓Resource Management: Track bed availability, waitlists, capacity utilization, and resource allocation across all programs in real-time. Set capacity limits, manage waitlist priorities, and receive alerts when resources become available.
  • ✓Legal & Compliance Integration: Support for legal review workflows, court orders, State Attorney Office processes, compliance requirements, and regulatory reporting. Track legal deadlines and maintain required documentation.
  • ✓Referral Source Management: Manage relationships with multiple referral sources, track referral volumes, and generate reports for partners. Customize referral forms and workflows per source.
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Client Management

Centralized client records with comprehensive tracking, history, and multi-program support.

  • ✓Centralized Client Records: Single source of truth for all client information including demographics, contact information, insurance details, medical history, treatment history, and program participation across all services.
  • ✓Program Assignment: Link clients to multiple programs simultaneously with dedicated teams including program managers, care coordinators, specialists, and support staff. Track team assignments and responsibilities.
  • ✓Client History Tracking: Complete audit trail of all client interactions, referrals, status changes, notes, and communications. View chronological history and filter by date, program, or type of interaction.
  • ✓Multi-Organization Support: Manage multiple organizations with custom branding, subdomains, and complete data isolation. Each organization can have its own programs, users, and configurations.
  • ✓Client Search & Filtering: Advanced search capabilities to find clients by name, ID, program, status, or custom fields. Save frequently used search filters for quick access.
  • ✓Consent & Authorization Management: Track client consents, authorizations, and releases. Set expiration dates and receive alerts when renewals are needed.
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Forms & Documentation

Custom-developed forms with digital signatures, versioning, and comprehensive document management.

  • ✓Custom Form Development: Forms are custom developed to match your specific workflows and requirements. Each form is built with conditional logic, field dependencies, validation rules, and custom field types tailored to your organization.
  • ✓Digital Signatures: Capture electronic signatures for compliance, authorization, and approval workflows. Support multiple signers, signature requirements, and legal validity tracking.
  • ✓Multi-Step Forms: Handle complex workflows with nested sub-forms, approval chains, conditional routing, and progress tracking. Save drafts and resume completion later.
  • ✓Form Versioning: Track changes and revisions to all forms with complete history. Control which version is active and maintain compliance with historical form data.
  • ✓Cloud Storage: Secure document storage with AWS S3 integration. Organize documents by client, program, or type. Set access permissions and track document access.
  • ✓PDF Generation: Automatically generate PDFs for forms, reports, authorizations, and compliance documents. Customize PDF templates and branding.
  • ✓Mobile-Responsive Forms: Access and complete forms from any device - desktop, tablet, or mobile. Forms automatically adapt to screen size for optimal user experience.
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Reporting & Analytics

Comprehensive reporting tools with real-time dashboards, custom exports, and visual analytics.

  • ✓Custom Reports: Generate quarterly, monthly, weekly, or ad-hoc compliance reports. Create custom report templates with specific fields, filters, and formatting requirements.
  • ✓Data Exports: Export to Excel, CSV, or PDF with advanced filtering, custom fields, date ranges, and program-specific data. Schedule automated exports.
  • ✓Service Engagement Tracking: Monitor client engagement, service utilization, attendance rates, and outcomes. Identify trends and areas for improvement.
  • ✓KPI Tracking: Measure referral volumes, status distributions, processing times, provider performance, and program outcomes. Set targets and track progress.
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Communication

Automated notifications via SMS, email, and in-app alerts to keep all stakeholders informed.

  • ✓SMS Notifications: Automated SMS alerts via Twilio for critical updates, appointment reminders, status changes, and deadline alerts. Customize message templates.
  • ✓Email Notifications: Keep stakeholders informed throughout the referral process with automated email notifications. Customize email templates and delivery schedules.
  • ✓In-App Notifications: Real-time alerts for pending actions, status changes, approvals needed, and important updates.
  • ✓Automated Workflows: Trigger notifications based on custom business rules, status changes, deadlines, or user actions. Configure escalation paths for urgent items.
  • ✓Communication History: Track all communications sent to clients, referral sources, and team members. Maintain complete communication audit trails.
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Enterprise Features

Enterprise-grade security, access control, and integration capabilities for large-scale deployments.

  • ✓Role-Based Access Control: Granular permissions for any role structure. Control access to features, data, programs, and functions based on user roles and responsibilities.
  • ✓Complete Audit Trails: Track every change, action, and access for compliance and accountability. View who changed what, when, and why with detailed audit logs.
  • ✓Multi-Tenant Architecture: Support multiple organizations with complete data isolation, custom branding, subdomains, and independent configurations.
  • ✓API Integration: RESTful API for third-party system integrations including EHR systems, billing software, and other healthcare platforms. Webhook support for real-time updates.
  • ✓HIPAA-Compliant: Secure data handling and storage with encryption at rest and in transit. Regular security audits and compliance monitoring.
  • ✓Queue Management: Background job processing with Laravel Horizon for handling large data exports, report generation, and bulk operations without impacting system performance.
  • ✓Error Monitoring: Integrated Sentry for error tracking and monitoring. Real-time alerts for system issues and performance monitoring.

Example Form

See an example of a custom-developed form designed specifically for behavioral health case management

Service Engagement Screening Form

This form is used by Let's Talk Interactive's Care Coordinators as a screening to gather information for linkage to services as required.

Mobile Crisis Services are available at anytime for people experiencing an emotional crisis. The team provides immediate on-site assessment, crisis intervention and counseling, linkage and referral, follow-up to promote crisis resolution and evaluation, and inpatient hospitalization as necessary. Please save the number in your phone at this time.

Let's Talk Interactive's Disposition

Refer to the following Services:

Example Workflow

See an example of a custom-developed workflow designed specifically for your organization's processes

✓

Referral Submitted

Completed

Referral source submits initial referral form with client information and service needs

✓

Screening

Completed

Automated screening process evaluates eligibility, risk assessment, and service matching

✓

Assessment

Completed

Comprehensive assessment completed, service plan developed, and resources allocated

4

Enrollment

Active

Client enrolled in program, team assigned, and initial appointments scheduled

⚡ Automated notifications sent • Team members assigned • Next steps scheduled

5

Active Treatment

Pending

Ongoing service delivery, progress tracking, and care coordination

6

Discharge

Pending

Discharge planning, final assessments, and transition to aftercare services

7

Closure

Pending

Case closed, final documentation completed, and outcomes recorded

Workflow Features

✓Automated status transitions
✓Custom approval workflows
✓Real-time notifications
✓Team assignment rules
✓Deadline tracking
✓Conditional routing
✓Audit trail logging
✓Custom business rules

Perfect For

Behavioral Health Coalitions

Community Mental Health Centers

Residential Treatment Facilities

School-Based Programs

Forensic Services

Care Coordination Organizations

Managed Care Organizations

Key Benefits

✅ Reduce Manual Work

Automate routine tasks and eliminate duplicate data entry. Streamline your workflows to focus on what matters most—your clients.

✅ Improve Compliance

Complete audit trails and automated reporting ensure you meet all regulatory requirements. Track every change for accountability.

✅ Enhance Collaboration

Connect all stakeholders in real-time. Enable seamless communication between referral sources, screeners, providers, and program staff.

✅ Increase Efficiency

Faster processing and better resource allocation. Make data-driven decisions with comprehensive reporting and analytics.

✅ Scalable & Secure

Cloud-based infrastructure with enterprise-grade security. HIPAA-compliant data handling ensures your information is protected.

Technology Stack

LaravelVue.jsPostgreSQLAWS S3SMSEmail NotificationsDocker Support
Modern healthcare technology

Why Choose This Platform?

This platform has been built from the ground up specifically for behavioral health organizations. It's not a generic CRM adapted for healthcare—it's purpose-built to handle the complex workflows, compliance requirements, and multi-stakeholder coordination that behavioral health programs demand.

Fully customizable to match your organization's unique needs. Configure programs, workflows, forms, and reports to align with your processes and requirements.

Built by professionals who understand behavioral health. Designed for organizations that care about outcomes.

Contact Us

We'd love to hear from you. Armed with the right questions, our team is excited to understand your unique business and objectives.

Let's Connect

Phone

(800) 994-1356

Address

Let's Talk Interactive Inc.
6000 Fairview Rd, Ste 1200
Charlotte, NC 28210

Want to know more?

Visit our contact page to fill out the form and get in touch with our team.

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