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Dedicated Solutions for Social and Human Services

One Platform, One Solution

Optimax is a cloud-based comprehensive case management platform purpose-built to manage whole-person care, centralize your data, and provide comprehensive outcome reporting for social and human services.

Single Repository

Consolidate information from outside services and sources into a single source of information to eliminate data silos and provide an all-around view of client and program data. Ad hoc self-serve analytics and pre-defined dashboards and workflows drive processes and empower your team.

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Intakes Become Positive Outcomes

The Optimax case management solution was created by human services professionals to connect service providers and clients, transform their case management operations, and support people on their path to well-being. We empower your team to have greater impact with powerful, custom-tailored solutions that streamline processes so you can focus on helping people and their communities.

Management for All Settings

Optimax has the tools and structure to support programs and service management across the spectrum of services for people and communities.

Intellectual & Developmental Disabilities
Community Employment & Vocational Rehabilitation
Special Education & School Health Services
Autism Programs
Early Intervention
Aging & Home Health
Behavioral Health
Residential Services
Veterans Services
Youth & Family Services

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Self-Serve Customization

Simplify long-term maintenance and ongoing adaptation of your solution without reliance on outside developers or their specialized knowledge.

Customize any view, anywhere, for one user, groups of users, or all users.
Custom Data Fields
Custom Form Designer
Custom Report Designer
Dashboard Designer
Workflow Management Tools
State Machine Configuration
Security Role Management

Streamlined and Reliable Service Management and Documentation

Enhance how you manage and coordinate client services across various programs and partner agencies. Easily create and maintain client profiles, intake forms, assessments, service plans, referrals, and case notes. Automate workflows, tasks, reminders, and alerts to simplify operations and support compliance with organizational standards.

Client Information with Multiple Cases
Intake Portal, Views, and Forms
Referral Tracking
Assessments
Service Plans
Notes and Documentation
Eligibility Across Multiple Services
Authorizations and Service Requests
Provider / Facility Portal

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Engage and Communicate

Our intuitive portal empowers clients, staff, and partners by providing a secure and accessible digital platform. Clients can view their information, request services, complete forms, and communicate directly with your team. You can also invite staff and partners to collaborate, share updates, and access key resources—all in one centralized location.

Client Portal
Empower your clients to take an active role in their care with a secure, easy-to-use online portal. Clients can update their profiles, complete forms and assessments, review service plans, referrals, and case notes. They can also request or schedule services, submit surveys, and access helpful resources and support.
Client Communication
Stay connected with your clients through secure messaging, emails, notifications, and alerts. Use these tools to offer feedback, guidance, and coaching as needed. Appointment reminders are automated and customized for you, and interactive messages are a click away anywhere in Optimax.
Staff and Partner Collaboration
Work seamlessly with staff and partners across programs and agencies. Share information, documents, and data securely to support coordinated care. Assign tasks, define roles, and delegate responsibilities with ease.

Enhance Data Accuracy, Security, and Compliance

We prioritize delivering secure, dependable, and compliant data—fully backed up, encrypted, and auditable. Tailor data fields, forms, and workflows to align with your organization’s unique requirements. Manage access, permissions, and user roles to safeguard data privacy and maintain robust security controls.

Customize data fields, views, forms, and workflow tools to maintain positive compliance. You can tailor the solution to meet your specific needs and preferences. Create custom data fields and configure validation rules, appearances, and workflow tools for them with a clean consistent user interface.
Control data access and permissions for features with flexible security roles. Create and assign roles to users to grant or revoke privileges. Set different levels of access to create, read, write, or delete different types of data, even down to individual fields.
Meet the regulatory and compliance obligations related to your case management and service delivery. Leverage predefined, customizable templates to create and submit reports that align with the expectations of funders, partners, and stakeholders. Utilize data validation and verification tools to maintain high standards of data accuracy and quality.

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Integrate and Capture Data

Take advantage of automated and ad hoc integration options to seamlessly connect and synchronize your data across systems and platforms. Easily import and export data from diverse formats like Excel, CSV, XML, JSON, and APIs. Integrated data is accessible from all our workflow and analytics tools.

Flexible Data Import and Export
Easily bring in data from sources like Excel, CSV, XML, JSON, and APIs, with tools to map and transform it to match your specific fields and forms. Export data just as effortlessly to multiple formats and destinations, applying filters and formatting to meet your exact needs.
Data Synchronization
Ensure your data stays accurate and up to date between multiple systems, with automatic synchronization to maintain consistency.
Third-Party API Integration
Expand the power and flexibility of your case management system by integrating with third-party applications and services offering complementary and specialized features. Seamlessly access and use these tools directly within Optimax to enhance service delivery and streamline your workflow.

Analytics and Reports

Gain Complete Visibility and Insight into Program Data and Outcomes
Access the data you need in real time through customizable reports and dashboards. Effortlessly monitor program performance, client outcomes, and progress toward organizational goals. Highlight your impact by exporting and sharing reports with funders, partners, and stakeholders.

Tailored Reporting
Design and access reports that present your data exactly how you need it. Use classic reports, dashboards, pivot tables, or tools like Power BI to uncover insights and gain a deeper understanding of your information.
Real-Time Data Access
View and analyze your data the moment it's updated, ensuring you always work with the most current and accurate information. Track changes and trends over time, and leverage real-time insights to make timely, well-informed decisions and take immediate action.
Flexible Export and Sharing Options
Easily export your data and reports in formats like Excel, PDF, CSV, docx, and more—saving them locally or to cloud storage.
Visualize Your Data
Uncover patterns, trends, and connections within your data using intuitive visualization dashboards. Highlight program achievements and pinpoint areas for growth through clear, impactful visuals.

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Built on the Optimax Revenue Cycle Management Core

Case management information flows seamlessly into billing data for processing and payment with the power and capability of Optimax to keep the finances flowing smoothly.

Streamline My Cash Flow