We need a case management system. Right now everything is manual — paper intake forms, Excel spreadsheets for tracking, and staff are constantly chasing clients for missing documents. It's a mess.
D
Got it, Danny. I can build you a full case management and intake system. Let me ask a few questions to make sure I build exactly what DCP needs:
1. How do clients currently submit intake forms?
A
Paper forms only — staff manually enter data later✓
A mix of paper and basic online forms (Google Forms, etc.)C
We have a digital form but it's clunky and doesn't support our languagesD
No standardized process — staff take notes during walk-ins and calls2. What languages do your clients need?
A
English onlyB
English and Spanish✓
English, Spanish, and TagalogD
More than three — tell me which ones3. What's the biggest pain point with document tracking?
A
We don't know which documents are missing until it's too lateB
Clients don't understand which documents they need to submitC
Paper documents get lost or misfiled✓
All of the above4. How should the admin portal work for your caseworkers?
A
Simple list view — see all cases, filter by statusB
Kanban board — drag cases through stages (New → In Review → Approved)C
Dashboard with analytics — case volume, processing times, workload per caseworker✓
All of the above — I want the full picture5. Do you need automated follow-ups for missing documents?
A
Yes — email clients automatically when docs are missing or expiringB
Yes — but also text/SMS reminders since many clients don't check emailC
No — caseworkers prefer to handle follow-ups manually✓
Yes, and include the caseworker so they know the reminder was sent1. B
2. C
3. D
4. D
5. D
D
Great answers. Two more things I need to know:
6. What's the deadline pressure like? Do you have compliance requirements?
A
Clients need to submit all documents within 2 weeks or their case expiresB
No hard deadlines, but faster processing = better outcomesC
We have grant reporting deadlines — need aggregate data quarterly✓
Both A and C — deadline tracking AND quarterly reporting7. Do you currently use any systems we should integrate with?
A
Welligent EHR — that's our main system right nowB
Outlook/Office 365 for email and calendarC
Google Workspace✓
Multiple — Welligent for health data, Outlook for everything else1. D
2. D
D
Awesome Danny! Here's a plan file I've written for you, that describes what I'm going to build and how. Let me know if there are any changes you'd like me to make.
9:06 AMLooks good! Build it
