Case management for behavioral health professionals

About MyCaseRecords

MyCaseRecords Case Management System was especially created for behavioral health facilities and professionals. It is a full featured, Beginning-to-End case management solution that is affordable, practical and user-friendly. Manage client cases, facility records, HR functions, individual and group schedules, referrals, claims, billing, authorizations and much more in one easy-to-use system.

The Case Management System enables practitioners to keep all client data organized, easy to retrieve and categorize, while avoiding key entry mistakes or repetitive errors.

Streamline the 12 Core Functions of Reports and Record Keeping with MyCaseRecords: Screening, Intake, Orientation, Assessment, Treatment Plan, Counseling, Case Management, Reports & Record KeepingClient Education, Crisis Intervention, Referral, Consultation.

Features: MyCaseRecords Case Management System places many features right at your fingertips to streamline the daily activities of facility management, counselors and staff.

Client management: The Case Management System allows you to view and manage all client records from admission to discharge. If a client requires reentry into a facility or another program, a new case number will be assigned for each instance, allowing access to primary tracking through the original client number.

Case management: Each client can have multiple "cases" or treatment episodes. The system automatically organizes case records in the client profile along with other relevant data.

Activity and forms management: This feature allows you to document all client-related activities and complete necessary forms, while having them electronically organized.

Scheduling: With the Scheduling feature, you can easily schedule individual clients, groups, classes, staff activities, and other recurring events.

Referral Management: This tool allows you to develop a database of referral names, agencies and contact information, as well as track source of referrals, see reports and use the database to send e-mail campaigns.

Employee Management: You can record and maintain important employee data. In addition, you can scan, store and track important documentation such as licenses, certifications, malpractice policy information and much more.

Reports and Dashboards: MyCaseRecords gives you the option to choose a report from our Library of Reports or design your own. The agency and client data is at your fingertips in a concise manner with this feature. The system dashboards show you summaries of data that you choose.

Workflow and Rules: Facility directors can use the Rules function to automate facility processes and save time and reduce mistakes. For example, a manager can write a rule that will automatically generate a pending discharge summary that will be due within 10 days of client discharge.

Security and Roles: The Case Management System is secure and HIPAA compliant. All client data is secure, SSL encrypted and password protected. User access is determined within the role established by the agency administrator.

Simple, Secure User Login: Secure role-based organization for each staff member with specific accessibility to data. Users log into their own personalized homepage/dashboard
Staff do not have to be at assigned stations; any computer with Internet access will work.

Billing: This feature integrates newly entered data with your existing legacy billing process and allows the option of migrating it to MyCaseRecords online billing module.

Key benefits of MyCaseRecords

Saves Time and Money - MyCaseRecords saves facility owners, counselors and staff time by streamlining the core functions of reports and record keeping. As facilities move towards electronic document format, MyCaseRecords will save money by eliminating paper and printing costs, while reducing time that staff uses to file, search for and maintain records. MyCaseRecords organizes activities and forms chronologically for easy access.

Streamline Reports and Record Keeping - The Herdman Assessment Form (HAF) generates a bio-psycho-social report of client history, while leaving the clinical decisions up to the counselor. The HAF prepares a reader-friendly narrative so that the counselor does not need to rewrite the history obtained from the client. Using the Library of Forms streamlines other types of reports and helps standardize the reporting format and information to be gathered across counselors and agencies.

Eliminate Repetitive Data Entry - MyCaseRecords stores client information in a secure database and will auto populate all created forms with appropriate client data. Gone are the days of needing to write client's name, "today's" date and other repetitive information on forms time and time again - MyCaseRecords will quickly do it for you.

Focus on Clients Instead of Paperwork - It is important to maintain accurate documentation for each client's case. MyCaseRecords streamlines the process by allowing counselors to complete documentation in a more efficient way, thus allowing counselors to spend more time with clients.

Reduce Paperwork - Soon, facilities will be required to migrate to electronic record keeping standards in compliance with the government's efforts to reduce healthcare costs. MyCaseRecords enables facilities to switch to and maintain client data in electronic format.

HIPAA Compliant - Our Case Management System helps you stay on top of mandatory compliance procedures and be more prepared for audits. Your records are kept secure and are easily restored in case of potential disaster situations.

Increases Administration Effectiveness - Rich functionality of MyCaseRecords makes facility management more efficient, allowing management to have comprehensive overview of staff's activities and processes. Counselors benefit from seeing their pending activities and upcoming scheduled sessions on a daily, weekly and monthly basis.

Extensive Reporting Capabilities - Use our Library of Reports to display data in a useful and effective way. For example, quickly see the number of active clients assigned to a primary counselor or in a specific agency program, track referrals to your facility, and view current and pending activities for one or a group of counselors.

Web-based Application, Accessible Anywhere - You do not have to purchase expensive software licenses and hardware or hire additional IT staff. An Internet connection and a web browser is all you need to access and modify your data whenever you like.

Staff Collaboration Across Facilities and Remote Locations - Administrators and Counselors may view client and case information through a single application when reporting activities and charting. Moreover, all records are easily accessible across multiple facilities and users may collaborate with their coworkers from remote locations.

Suited for multi-program and multi-site implementations - Administrators are able to identify specific agency programs and locations/sites for performed services. Managers may further set data sharing rules across multiple locations.

Contributing to Behavioral Health Research - With new data at your fingertips, researchers and administrators can gather collated statistics and build reports to better serve clients and the community. The data collected in the Herdman Assessment Form (HAF), for example, can organize specific data by gender, race, age, and even ZIP code.


Business size



United States, Canada, United Kingdom

Supported Languages



Total features of MyCaseRecords: 4

  • Auditing
  • Case Management
  • Charting
  • Performance Management



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Overall rating

3,3 /5
Value for Money
Ease of Use
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Showing 5 reviews of 4
Chito P.
Overall rating
  • Industry: Nonprofit Organization Management
  • Company size: 51-200 Employees
  • Used Daily for 2+ years
  • Review Source

Overall rating

  • Ease of Use
  • Customer Support
  • Likelihood to recommend 7.0 /10

Simple but Comprehensive

Reviewed on 2020/04/15

We are a non profit organization providing housing and supportive services for veterans and...

We are a non profit organization providing housing and supportive services for veterans and families. MCR has been very helpful and instrumental in effective case management and in managing the various programs of our organization that eventually allows us achieve outcomes beneficial to our clients and demonstrate our compliance and capability to our funders.


1. Intuitive format specially for beginners not familiar with the app. This is important in you have many users and when there is frequent turnover among staff.
2. Forms and schedules are very useful and relevant for our case managers.
3. Documentation is straight forward; view feature is very useful.
4. Query on the fly is very helpful, it allows me to sort on the dashboard without exporting the whole data into a spreadsheet.


1. Some fields are still disconnected (maybe this is our programmers oversight)
- discharge dates in the form are not captured in the case detail
- disabling condition should be reflected in the clients overall disabling condition - there is formula or algorithm to address this, again maybe it's the programmers issue.

Michelle J.
Overall rating
  • Industry: Nonprofit Organization Management
  • Company size: 501-1 000 Employees
  • Used Daily for 2+ years
  • Review Source

Overall rating

  • Ease of Use
  • Customer Support
  • Likelihood to recommend 7.0 /10

Customized Case Management Solution

Reviewed on 2020/04/09

This allowed us to convert from paper case files to electronic. The ease of self-audits and...

This allowed us to convert from paper case files to electronic. The ease of self-audits and external audits is so much easier. There are easy tools for managers to track caseloads, documentation and other measures of their staff.


Nearly everything can be customized. That is the biggest pro for our company. Forms can be changed, added or deleted. Some features can be controlled or changed by administrators without going through the software developers. It is easy to use. Support team is responsive. Being that it is web-based, it is accessible from outside the company server, yet still secure.


It is not SQL based, so any reports needed must go through the software developers. This is time-consuming and costly. For a company with rapidly changing reporting and data requirements, this has been the biggest obstacle. It is not compatible with medical billing software.

Zechariah H.
Overall rating
  • Industry: Civic & Social Organization
  • Company size: 201-500 Employees
  • Used Daily for 2+ years
  • Review Source

Overall rating

  • Value for Money
  • Ease of Use
  • Customer Support
  • Likelihood to recommend 0.0 /10

Tedious system that takes longer than paper files.

Reviewed on 2020/04/15

This replaced paper files and is even more time intensive, if one can believe that's possible. I...

This replaced paper files and is even more time intensive, if one can believe that's possible. I would not recommend this to any organizatnio.


The best thing about this software is it can be accessed over the internet.


It's tedious. Regular users can't make reports. Way to many clicks to accomplish tasks. No option to use pre-filled templates with default options selected. The plain text in notes does not retain its formatting. One is unable to save a draft locally and can lose work easily if internet access is lost. There's no drag and drop ability to deposit files easily in the documents section. It's very clunky and is desgined to give one carpal tunnel with repetitive motion. The databased does not support SQL queries and is not set up as a proper relational database which means lots of duplicate data.

John H.
Overall rating
  • Industry: Mental Health Care
  • Company size: 2-10 Employees
  • Used Other for 2+ years
  • Review Source

Overall rating

  • Value for Money
  • Ease of Use
  • Customer Support
  • Likelihood to recommend 5.0 /10

MyCaseRecords has the basics for counseling documentation

Reviewed on 2020/10/20

I like the scheduling for multiple counselors and documenting the counseling sessions. Also ability...

I like the scheduling for multiple counselors and documenting the counseling sessions. Also ability to create one's own templates for documentaitn.


Scheduling my clients; ease of documenting


There is no integrated way to bill insurance.

MyCaseRecords FAQs

Below are some frequently asked questions for MyCaseRecords.

MyCaseRecords offers the following pricing plans:

  • Pricing model: Subscription
  • Free Trial: Available

MyCaseRecords is delivered through a monthly subscription model (pay-as-you-go). This method of payment is more affordable than traditional software purchases, which often involve large, up-front license fees and expensive hardware purchases. MyCaseRecords service model allows for an all-inclusive low monthly fee, which also protects you from hidden costs (such as maintenance, software and hardware upgrade, internal and offsite support fees).

MyCaseRecords offers the following features:

  • Activity and Forms Management
  • Assessment Forms, Treatment Plan Forms
  • Case Management
  • Client Management
  • Employee Management
  • Facility Management
  • Referral Tracking
  • Reports and Dashboards
  • Scheduling and Calendars
  • Security and HIPAA Compliance

MyCaseRecords has the following typical customers:

Small Business, Large Enterprises, Public Administrations, Non Profit, Freelancers, Mid Size Business

MyCaseRecords supports the following languages:


We do not have any information about what devices MyCaseRecords supports

We do not have any information about what integrations MyCaseRecords has

We do not have any information about what support options MyCaseRecords has

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