From referral through closure — solution-focused, culturally safe, AI-drafted, audit-evidenced. Built for ACCHOs, NDIS providers, and family-services NGOs across Australia.
Case Flow System is the full case-management platform from the team behind the Case Flow note app — built in Australia, alongside ACCO partners, for the practitioners actually doing the work.
Every case Case Flow System holds moves through four stages. Each stage has its own colour, its own questions, its own artefacts. The schema is a state machine; the practitioner sees a calm, structured journey.
Solution-focused opening. The miracle question, scaling 0–10, worries with immediacy triage. Strengths surfaced before risks.
No five-year plans. Just the next achievable step the family chose, with who's doing it and by when.
Adaptive empathic copy that responds to the family's scaling score. A relapse never gets a "celebrate!" prompt.
Journey statistics. Future-self letter. Advice-to-others letter. Supervisor sign-off. Endings as positive transitions, not paperwork.
The schema is a state machine. The practitioner sees a calm, structured journey. The supervisor sees status. The family hears questions, not forms.
Most case-management software calls itself "strengths-based" in the marketing copy, then ships a deficit-shaped form. We did the opposite — encoded the methodology in the schema first, and let the UI follow.
de Shazer · Berg
The miracle question. Scaling. Exception-finding. The language of small steps. All encoded as adaptive prompts and column-level state.
Turnell · Edwards
What's working. What we're worried about. What needs to happen. Mapped directly to the assessment frame and the worries-with-triage schema.
White · Epston
Externalising the problem. Letter writing. Future-self correspondence. Case Flow System productises these as first-class artefact kinds.
Not bolted on. It is the spine.
The single biggest unsolved problem in community-services tooling: the workforce burns out. Case Flow System treats wellbeing as a feature with first-class plumbing — encrypted notes, EAP integration, supervisor flag with consent boundary, timed self-callbacks.
How are you doing, Sarah? Take a moment before the session.
Was there anything in this conversation that was hard to hear?
Practitioner wellbeing notes are encrypted client-side with a per-user key wrapped by the practitioner's passphrase + biometric. The unwrapped key never touches the server. Supervisors can see that a flag was raised; they cannot read the content.
note_encrypted SELECT revoked from authenticatedNot an option toggle. The defaults are designed for ACCHO deployment from the first install — and informed by VACCHO and SEWB framings. ACCO partners are co-designers, not consultees.
Default chips include Elder, Aunty / Uncle, Extended kin, Cultural support worker, Community member — not just the nuclear-family schema.
Connection to body, mind, family, kin, community, culture, country, spirit — surfaced in assessment prompts and journey summaries.
Aboriginal Child Placement Principle — prevention, partnership, placement, participation, connection — encoded as first-class case attributes when child welfare is in scope.
A per-client flag that suppresses names and photos in UI in line with cultural protocols around the deceased. Designed with community input.
Per-client and per-org data-governance envelope. Indigenous Data Sovereignty principles (Maiam nayri Wingara) honoured at the row level.
Rumbalara Aboriginal Co-operative is our launch partner. Cultural-safety copy review continues with VACCHO and SEWB Elders before any new copy ships.
Documentation is forensically read by child protection, sometimes coronial processes. Any AI-introduced phrase that changes meaning is a direct risk to a worker and to a family. We solved this at the schema level.
Every AI-generated sentence traces back to the practitioner's spoken input. Visible on demand. Stored as structured JSONB on the artefact, not as a vibe.
provenance: [{ sentence, source, source_ref }]
Every artefact runs through review and supervisor sign-off where the routing requires it. State machine: draft → generated → pending_review → approved → sent. No direct-write.
17 artefact kinds. One framework.
Case-grounded retrieval with provenance. Constrained to one case's records. Cannot leak across cases. Practitioners get answers; the source citations come with them.
RAG with row-level security at the source.
17 artefact kinds, one framework:
Every claim below maps to an actual artefact in the codebase or a documented mapping in the privacy register. ACCHO procurement teams: the vendor audit pack is downloadable on request.
verify_audit_chain(org_id) returns the first divergent row.
note_encrypted SELECT revoked from authenticated; audit_events immutable via mutation triggers.
Three sketches drawn from real pilot personas. What changes for them: shorter docs time, defensible evidence, supervisor visibility, family-readable artefacts.
Positive Ageing support, Aboriginal Co-operative. Five-to-seven Elder home visits a day. Writes notes between visits in the carpark, on a cracked iPhone mini, one-handed.
What changes: Quick capture in under two minutes. Voice-first. Cultural framings default. Discreet mode for in-home privacy. The whole shift documented before she gets home.
NDIS community support, regional Victoria. Forty-minute drives between participants. Wants something she can talk to while the kettle boils at home.
What changes: Hands-free capture en route. Plan-aware drafts. NDIS progress reports as a one-click artefact, with provenance and supervisor review. PRODA-ready line items in the roadmap.
Joint DFFH caseload. Documentation is forensically read by child protection — sometimes by coroners. Any AI phrase that subtly shifts meaning is a direct risk to him and to a family.
What changes: Sentence-level provenance. Supervisor sign-off. Tamper-evident audit chain. Court-report drafts from the artefact framework with full source citations. Every word defensible.
Procurement teams: an honest list. Available is what you can use today in pilot. Roadmap is what we are building, in priority order, and where you can shape it.
Three tiers. Co-design partners get materially better terms. Pricing is intentionally placeholder until we have pilot benchmarks — talk to us.
For ACCHO co-design partners.
$·talk to us
For NDIS providers, family-services NGOs, ACCOs at scale.
$·per seat / month
Your Supabase project. Your region. Your audit posture.
$·custom
Pricing finalised post-pilot. We're documenting unit economics openly with launch partners; if that matters to your procurement team, we'll share what we have.
The questions ACCHO procurement leads, NDIS managers, and clinical advisors ask first.
For pilot, yes. The case-management backbone is built and live: 13 SQL migrations, 7 code modules, an additive dual-write trigger that populates the case-shape schema from every save, a tamper-evident audit chain, encryption for wellbeing notes, and 715 passing tests. Production rollout to broad customers starts after the launch partner cohort completes their pilot.
It's the next chapter — same data model, same brand, expanded surface. Existing Case Flow users transition seamlessly: every note they have is already a case-record under the hood, ready to surface as part of a case when the case-shape UI flips on for their org. No migration. No re-platforming. Looking for the focused note-taking app? It's still right here.
Supabase ap-southeast-2 (Sydney) by default. Cloud AI providers run in Australia East (Azure) and australia-southeast1 (Vertex Sydney). For high-sovereignty orgs we offer per-org single-tenant deployment — your own Supabase project, your own region within Australia, your own keys. On-device Gemma 4 means data never leaves the phone for orgs that need that posture.
Self-hosted Supabase is an option for the single-tenant tier. Practically, most ACCHOs and NDIS providers find ap-southeast-2 with our IaC-provisioned per-org project meets their sovereignty requirements without the overhead of running their own infrastructure. We're happy to walk through both paths.
Yes. The capture surfaces work offline — voice, drafting (via on-device LLM), review, export. Notes live locally first; cloud sync is optional and visible. Cell-dead carparks and remote communities were design constraints, not afterthoughts.
Cultural safety is the default, not an option. Kinship-aware attendees, SEWB framework prompts, ACPP-aware case attributes, Sorry Business mode, CARE-principles-aligned data governance. ACCO partners are co-designers, not consultees. Copy review is ongoing with VACCHO and SEWB Elders before any new copy ships.
Australian Privacy Principle 11 — Security of personal information. We have a documented mapping from APP 11 obligations to the technical controls in Case Flow System (encryption at rest, RLS, role-based access, audit-on-access, retention policy, customer-managed keys for high-sovereignty orgs). The mapping document is in the audit pack, downloadable from the procurement portal once you're in pilot.
Yes — that's the Enterprise / Single-tenant tier. Provisioned via Terraform (we have the IaC). Same migration set, same code, your own data plane. Useful for orgs pursuing IRAP-PROTECTED or for ACCHOs whose data-sovereignty principles require dedicated infrastructure.
You do. Always. Your data is exportable (full FHIR-AU-Core JSON, or CSV per table) at any time. We do not train AI models on customer data. We do not sell, share, or aggregate it. Termination = full export + verified deletion. Written into the contract.
APP 11 mapping, RLS posture document, audit-chain integrity doc, encryption-at-rest design, AI provider details (location, retention, training stance), DPIA template, retention/deletion playbook, single-tenant runbook, IRAP scoping notes. Provided as PDFs to procurement teams once a pilot conversation is in progress.