Care Navigator Case Tracker

Coordinate patient care and close every referral loop — cases, tasks, care plans, and partner referrals in one HIPAA-ready workspace.

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.

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.

Your care navigators can

• Work an assigned caseload — cases, tasks, care-plan goals, notes and documents in one place
• Send referrals to outside partners and track each one Sent → Accepted → Scheduled → Done
• See stalled referrals flagged automatically — including a "quiet warning" when a partner goes silent
• Let tasks flag themselves overdue from their due dates

Your supervisors can

• Oversee every navigator's caseload, urgency levels and escalation flags
• Spot cases going stale with days-open tracking and live open-task and stalled-referral counts

Your providers can

• Get read-only clinical visibility into cases and care plans

Your patients can

• Follow their own case, plan and progress from a private portal

Your referral partners can

• See and update only the referrals sent to them — closing the loop from their side

Deny-by-default row-level security on every table keeps each of the five roles to exactly their slice — HIPAA-ready by design.

What's included

• 5 user roles: Care Navigator, Supervisor, Provider, Patient, Referral Partner
• 8 data tables: Patients, Cases, Tasks, Care Plans, Referrals, Partners, Notes, Documents
• 7 workflows: Overdue-task escalation, stalled-referral alerts, case reassignment, partner referral updates
• 4 email templates: Escalation Alert, New Case Assignment, Referral Received, Stalled Referral Alert
• 7 AI agents: Care Navigator Assistant, Supervisor Insights, Clinical Reviewer, Patient Guide, Referral Coordinator
• 3 imports / 4 exports: Patient, case and task imports; active patients, urgent cases, overdue tasks and stalled referrals exports
• Sample data: 8 patients, 10 cases, 12 referrals across 2 partners, 12 tasks, care plans and notes — optional at install
• Security: Deny-by-default row-level security — HIPAA-ready

Data tables (8)

• 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.
• 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.
• 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.
• 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.
• Tasks — The to-dos that move a case forward, assigned to a navigator with a due date and flagged overdue automatically so nothing slips.
• 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.
• Notes — A running log of navigator observations and check-ins on each case, kept to the roles that need clinical context.
• 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

User roles (5)

• 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.
• Supervisor — Team leads who oversee every navigator's caseload, watch urgency and escalation flags, and step in when a case goes stale.
• Provider — Clinical staff who need read-only visibility into cases, care plans and notes for review, without editing anything.
• Patient — Patients follow their own case, care-plan goals and next steps from a private portal, and see nothing else.
• Referral Partner — Contacts at outside organizations who see only the referrals sent to them and update status as services are scheduled and delivered.

Workflows (7)

• 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.
• 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.
• 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.
• Partner — Referral Update — When a partner marks a referral Scheduled or Done, the navigator is emailed right away so the case can move forward.
• Task Overdue Escalation — Escalates the parent case and alerts the supervisor the moment a task becomes overdue, keeping stalled work visible across caseloads.
• Referral Stalled Check — A daily sweep that flags referrals that have gone quiet and emails the navigator to chase the partner.
• 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.

Email templates (4)

• Escalation Alert
• New Case Assignment
• Referral Received
• Stalled Referral Alert

Import templates (3)

• Patient Import
• Case Import
• Task Import

Export templates (4)

• Active Patients Export
• Urgent and Escalated Cases
• My Overdue Tasks
• Stalled Referrals Report

AI agents (7)

• 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.
• Supervisor Insights Agent — Answers supervisor questions about team performance, caseload balance and open escalations from live case data.
• Navigator Assistant — Helps a navigator decide what to do next by prioritizing tasks and updating the caseload as things change.
• Supervisor Insights — Gives supervisors a read on caseloads and escalations and can kick off workflows like a task reassignment when needed.
• Clinical Reviewer — Summarizes patient notes and care-plan progress for providers who need the clinical picture without reading every entry.
• Patient Guide — A patient-facing guide that explains their case, plan and upcoming steps in plain language.
• Referral Coordinator — Helps referral partners update statuses and close the loop on the referrals sent to them.

Categories: Case Management, Healthcare, HIPAA