AI Review inside OCP
Helpful feedback while you write
When your admin enables AI Review, staff can check a contact note’s visit summary against agency instructions. Review the feedback, make edits and keep control of the final note.
Case management
Case management for community-based agencies
Keep caseloads, contact notes, supervisor review and follow-up in one place. Built for community-based agencies, with a custom contact note for your program.
We'll confirm your program, notes and payer workflow on the demo.
See it in action
From caseload to follow-up, in one workflow
Follow a case manager from an assigned client to a contact note, supervisor feedback, and the next visit reminder.
1
Open my caseload
Open role-scoped assigned participants. Case managers see the participants and work available to them.
2
Start a contact note directly
Begin from the participant list without scheduling first; scheduling remains available when the agency uses it for planning.
3
Use supervisor view
Authorized supervisors review eligible documentation and use the existing feedback workflow.
4
Configurable face-to-face reminders
Configure reminders after confirming the face-to-face interval required by the agency’s program.
Need a specific report or billing-ready handoff?
Bring an example of the output you need. We will show the workflow you can use today and discuss any agency-specific reporting or billing requirements together.
Want to hear from a case manager first? Watch Amy, Case Manager, QKB Case Management, share her story, or read the QKB workflow profile.
Book a 30-minute demoCheck the note before the next step
Supervisor review
Keep the human decision clear
Authorized supervisors review eligible notes, approve them or return them with feedback. AI Review does not replace that decision.
Review PDFs from another EHR →Case management features that matter
Manage caseloads, document services, and prepare billing-ready records. Read-only auditor access lets admins choose the case managers, participants, and contact notes an auditor can see.
Care plan management
Build individualized care plans with goals, interventions, and timelines. Track progress and update plans as client needs change.
See what’s included
- Goal tracking with progress notes
- Configurable sections by agency and program
- Renewal reminders
Contact notes & documentation
Document each interaction with configurable, participant-centered workflows that connect the care plan, required reviews, follow-up work, signatures, and audit history.
See what’s included
- Goal, objective, service, and progress monitoring
- Health, safety, welfare, ANE, incident, and environmental review
- Satisfaction, freedom of choice, caregivers, natural supports, and resource gaps
- Emergency preparedness and backup-plan review
- Carried-forward follow-ups, human-reviewed AI-assisted summaries, validation, signatures, attestation, supervisor review, and audit history
Sections are configurable. Required documentation varies by agency, program, and state.
Optional revenue cycle management (RCM) connection
Carry approved documentation into a separate billing workflow for claim preparation, validation, submission, ERA posting, and reconciliation.
See what’s included
- Pre-submission validation
- ERA auto-posting
- Denial tracking
Authorization tracking
Never miss a renewal. Track authorization dates, units remaining, and get alerts before authorizations expire.
See what’s included
- Expiration alerts
- Unit utilization tracking
- Renewal workflow
Caseload & supervisor views
Switch between role-scoped My Caseload and Supervisor View workflows according to assigned permissions.
See what’s included
- My Caseload for assigned work
- Supervisor View for authorized oversight
- Web-based, role-scoped access
Operational views & exports
Review caseloads, completed work, case-manager hours, and available exports.
See what’s included
- Role-scoped operational views
- Available reports and exports
- Reports and available exports for agency review
Built around your team and program
For case managers, care coordinators, supervisors and agency administrators managing assigned clients, documentation and follow-up.
Explore roles, programs and state-specific fit
Workflow-based fit
Who it fits: community-based teams with assigned caseloads
One Care Portal's configurable Case Management module is built for community-based agencies across the U.S. Program names and requirements vary by state, but teams with compatible assigned caseloads, plans, notes, follow-up, and supervisor review can use the same configurable workflow. In Kentucky, Michelle P. (MPW), SCL, HCB, and ABI/ABI-LTC agencies are examples. OCP designs a custom contact note for each customer’s program, in any state. See Kentucky waiver workflow fit. In Louisiana, a support coordination agency runs NOW, ROW, Children's Choice, CCW, and EPSDT caseloads in the module. See Louisiana support coordination. See Wisconsin program fit. See Alaska care coordination.
Good fit: Your case managers, caseworkers, and care coordinators are assigned participants and need one workflow for caseload visibility, documentation, follow-up, supervisor review and reporting.
Case managers and caseworkers, care coordinators, support coordinators, service coordinators, and supports planners can evaluate the same records, plans, visits, notes, and supervisor workflow. Medicaid waiver and HCBS experience informs the product; Medicaid funding is not a universal requirement.
Youth care coordinators, family support workers, community health workers, and outreach field staff may fit when they work with assigned clients and comparable documentation and review needs. The provider-side workflow brings assigned clients, documentation and review together.
OCP is not a court, probation, or detention system replacement. Jurisdiction-specific permissions, forms and reporting requirements govern implementation. Review youth-services workflow boundaries.
Comparable caseload-based workflow
- Assigned caseloads
- Participant records, plans, goals, and authorizations
- Contacts, visits, progress, and follow-up
- Supervisor review and deadlines
- Reporting and optional billing-ready handoff
Find the right case management path
Match One Care Portal to your Medicaid case management workflow
Different Medicaid teams need different proof: waiver case management, HCBS documentation, targeted case management, supported and supportive housing, and billing-connected care coordination. Explore the workflow for each program below.
Waiver case management
For HCBS and Medicaid waiver teams managing plans, authorizations, documentation, and billing readiness.
HCBS documentation
Keep community-based service notes, care plans, signatures, and audit exports connected.
Targeted case management
Support assessments, contacts, progress tracking, and Medicaid billing requirements in one workflow.
Supported & supportive housing
Use Case Management for participant records, housing goals, contacts, visits, authorizations, supervisor review, and billing readiness.
Built for case management professionals
For Medicaid, HCBS, and other community-based teams whose staff manage assigned clients, documentation, and follow-up.
Case managers & care coordinators
Document visits, track goals, and manage caseloads without the paperwork pile-up.
Agency directors
Use role-scoped views for caseloads, completed work, case-manager hours, and billing readiness.
Supervisors
Review visit notes, approve completed documentation, or return notes with clear feedback.
Agency administrators
Track caseloads, completed work, case-manager hours, overdue notes, and billing readiness.
Supported and supportive housing is a Case Management use case, not a separate module.
Give auditors read-only access inside OCP
Auditors review the records they need inside OCP, without your team exporting or emailing files.
1
Create an auditor login
Your admin creates an auditor login.
2
Choose the records
The admin assigns the specific case managers, participants and contact notes the auditor can see.
3
Review inside OCP
The auditor reviews those records read-only inside OCP.
Security and access controls
How participant records are protected
Security controls and program-specific workflows for teams handling sensitive records.
Healthcare data safeguards
Encryption, role-based access, and audit history support teams handling protected records.
Encrypted records
Data is encrypted in transit and at rest.
Multi-state compliance
Agency and program workflows are configurable, with a custom contact note for your program.
Audit trail
Review recorded actions with user and time details where available for your workflow.
Reliable cloud hosting
Reliable cloud infrastructure with redundancy and automatic backups.
Role-based access
Control who sees what with granular permissions for each user role.
Related solutions and helpful resources
Written by One Care Portal · Reviewed by the One Care Portal team
Reviewed for product and workflow accuracy.
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Learn moreSimple participant-based pricing
Case Management uses a $299/month platform fee plus $7.99 per active participant. Billing and Compliance Review are optional, separately priced products.
Review pricing for your agency →Frequently asked questions
What types of agencies use One Care Portal for case management?
One Care Portal serves HCBS and Medicaid waiver agencies, case management teams, and community-based provider organizations.
Is One Care Portal an affordable case management system for human services agencies?
Yes. One Care Portal is designed for Medicaid and human services providers that need case notes, care plans, authorizations, billing readiness, and audit documentation in one system. Pricing is built around active participants so smaller and growing agencies can evaluate fit without buying an oversized enterprise platform.
How long does it take to get started?
Most agencies are live within two weeks, depending on how quickly we receive your note templates, user list and program details. Guided organization setup, role configuration, and one hands-on training are included. Email and phone support are included.
Does it work with our state's Medicaid requirements?
Agency and program workflows are configurable. OCP designs a custom contact note for each customer’s program, in any state.
Can case managers use it in the field?
Case managers use the web application for role-scoped access to caseloads and documentation. Native offline, GPS, and EVV workflows are not represented as standard capabilities.
Is Billing included with the Case Management?
Billing is a separate module. Agencies can use Case Management by itself for care operations, or connect the RCM module so approved services continue into claims, denials, ERA posting, and reconciliation.
Can an auditor review our records in One Care Portal?
Yes. Your admin can give an auditor a read-only login and choose exactly which case managers, participants and contact notes they can see. The auditor reviews those records inside OCP, so your team doesn't need to export or email files.
What kind of support do you provide?
Email and phone support are included. One hands-on training is part of guided organization setup, and access or outage issues receive priority.
What software supports Medicaid waiver and HCBS case management?
One Care Portal Case Management connects caseloads, service plans, contact notes, authorizations, follow-up, and supervisor review. Agency-specific forms and program rules must be confirmed before implementation.
See your contact note in One Care Portal
See how One Care Portal keeps client records, visits, notes, plans, and supervisor review together. Discuss optional billing separately if your team needs it.