Case management for Coordinated Family Support & CFS/DDS providers
CaseHub replaces the spreadsheets, shared drives, and paper binders that most CFS agencies run on — with one secure system for participant files, visit documentation, incident reporting, and the quarterly reports your regional center actually requires.
Everything a CFS case file needs, nothing it doesn't
CaseHub was built module-by-module against a real provider's DDS documentation requirements — not retrofitted from generic CRM software.
Participant & case files
Profiles, caregiver and cultural/language info, 9-month Plans of Action across all 12 CFS domains, and monthly goal tracking in one place per participant.
Visit & case notes
The full 3-part visit packet — pre-visit prep, during-visit summary, QA checklist — captured the way your staff already document it, exportable to PDF.
Special Incident Reporting
Electronic SIR submission with categorization, automatic supervisor notification, status tracking through resolution, and compliance-ready reporting.
Quarterly reporting
Built against the regional center's actual Quarterly Reporting Tool format — progress narratives, plan status, and sign-off, ready to submit.
Staff & contractor records
Employee and contractor files, onboarding documents, and role-based access so every user sees exactly what their position requires.
Security & audit trail
Every access and change is logged with user, timestamp, and source — soft-delete/archive instead of destructive deletes, built for DDS-aligned retention.
From intake to the regional center, in four steps
One system carries a participant's record end to end — no re-entering the same data into three different places.
Enroll a participant
Intake, caregiver details, and the service need assessment go in once.
Build the plan
Set the 9-month Plan of Action across the 12 CFS domains with monthly goals.
Document every visit
Staff log visit notes and any incidents directly against the plan, in real time.
Report with confidence
Quarterly reports and SIR history are already compiled — export and submit.
Documentation your regional center will accept — secured the way PHI requires
CFS, DDS, and Inland Regional Center programs run on specific forms and reporting cycles — and participant case notes often qualify as protected health information. CaseHub's data model was built directly against those documentation requirements, with HIPAA-level security designed in from day one, not bolted on after.
- ✓ Runs on HIPAA-eligible cloud infrastructure, covered under a signed Business Associate Agreement (BAA)
- ✓ Data encrypted at rest and in transit, with automated encrypted backups
- ✓ Multi-factor authentication on every staff login
- ✓ Role-based access — each user sees only the participants and records their job requires
- ✓ Full audit trail — every access and change logged with user, timestamp, and source
- ✓ Soft-delete/archive model preserves compliance history — records are never silently erased
For agencies delivering Regional Center & DDS-funded services
CaseHub fits any vendorized provider juggling participant documentation, staff coordination, and compliance reporting for a state or regional-center program — not just CFS.
One system, every program you run
Whether you're a single coordinator running your first contract or a growing agency with a dozen staff across multiple regional centers, CaseHub keeps every participant's file, visit history, and reporting obligation in one place — and grows with you into a dedicated, fully isolated environment when your program needs it.
See CaseHub on your own program's documentation
We'll walk through a live instance built around your actual forms — intake, visit notes, SIRs, and quarterly reporting — so you can see exactly what your team would use day to day.
Request a demo