Association seeks documentation software

As an umbrella organization, we would like to provide our affiliated counseling centers with documentation software. The software we are looking for should support and document the work of office counselors in their daily work with digital files, client management, and quality assurance. Furthermore, the office advisors should and want to have all information relating to a case in one place and be able to share information (in whole or in part) with others in a counseling center in a targeted manner. The use of the software is at the discretion of the counseling centers, which are organizationally independent of the association and have control over their data.

We have the following requirements for the software:

• Client management (contact details, selected socio-demographic data by counselor and/or client)
• Email correspondence (general and client-specific), ideally encrypted
• Inquiry management at counseling center level (recording, allocation, processing)
• Chronological case documentation in the digital client file (documentation of all relevant information and contacts relating to a specific counseling case in one place) – includes:
• Correspondence with client (email, letter, telephone)
• Information about and correspondence with relevant third parties (email, letter, telephone)
• Documentation of counseling sessions (minutes)
• Research results and notes
• Workflow modulation (certain intervention steps, e.g., complaint letter, consist of several fixed sequential steps that should be specified when this intervention is selected)
• Calendar and appointment and reminder function
• Reports
• Differentiated rights and access management (which information at the counselor, counseling center, umbrella organization level)
• Compliance with GDPR, database encryption
• Modular and expandable at a later date
• Documentation, help function
• Knowledge management function
• Ideal - cross-platform (Windows, Mac, Linux)

At least 40 software workstations are planned at up to 20 locations.