AI-Powered Case Management for Child Welfare & Family Service Agencies
CasePath needed a modern SaaS platform that could handle the complexity of social work case management. The AI case-summary engine we built cut documentation time by 90%, sped up supervisor case decisions by 83%, and added 20% more caseload capacity without a single new hire.
Challenges
Core Challenges Before
the Platform Existed
Problem 1
Hours Lost to Case Notes
Caseworkers were spending 4 to 6 hours per month just completing monthly case summaries. Every note was written from scratch, reviewed manually, and filed into systems that didn’t talk to each other. Documentation was consuming the time meant for clients.
problem 2
Redundant Data Entry Across Systems
The same client information had to be entered separately into notes, invoices, compliance reports, and case forms. There was no single source of truth — just the same data typed again and again into disconnected tools. Every entry was a duplicate of something already done.
Problem 3
Slow Case Decision-Making
Supervisors had no quick way to get a complete picture of a case. Pulling together risk indicators, service history, and case notes meant digging through multiple systems — a process that stretched decision timelines from hours into days.
Problem 4
No Field-Ready Documentation
Caseworkers doing in-field visits had no reliable way to log appointments, upload documents, or update case files on the go. Everything got noted on paper and entered later — introducing delays and increasing the chance of errors.
Problem 5
Billing Errors and Compliance Risk
Invoicing was disconnected from service delivery records. Agencies manually reconciled billable services against contract requirements, leading to discrepancies, missed revenue, and compliance gaps that were difficult to catch before they became problems.
Technical Challenges
Where the Technical Challenges
Were and How We Solved Them
Multi-tenant data isolation, AI that handles inconsistent inputs,
and forms that flex without breaking performance – none of these have off-the-shelf answers.
01
Keeping Every Agency’s Data Completely Isolated
In a multi-tenant system, shared infrastructure creates real data exposure risk – especially with sensitive child welfare records. We built schema-level isolation so each agency’s data lives in its own namespace, with access controls enforced at both the application and database layers.
02
AI Summaries That Work on Messy Real-World Notes
Multiple faxes arriving together caused processing delays and data conflicts. We implemented an asyncio-based queue with background workers, optimistic locking, and retry mechanisms—enabling smooth, parallel OCR processing of three or more faxes simultaneously without blocking or performance loss.
03
A Form Builder That Doesn’t Slow the Platform Down
Letting administrators create unlimited custom forms introduces schema complexity that degrades performance at scale. We decoupled form schema storage from case data storage entirely – so load times stay consistent no matter how many form types an agency builds.
04
Auto-Population That Stays Consistent Across Every Module
Routing one data entry into notes, invoices, compliance reports, and scheduling sounds simple but breaks down when each module has different validation rules and formatting requirements. We built a central data model with module-specific transformation layers – one input, correct output everywhere.
What the Client Said · Clutch
CasePath gives child welfare and family service agencies more time for the work they’re passionate about by replacing paperwork and manual processes with AI-driven, contract-ready case management tools.
Tyson Wilke
CEO · CasePath · Via Clutch Verified Review
Have a Similar Use Case in Mind?
Let’s Build It.
Every automation we build starts with a single conversation.
Tell us what your team is doing manually today, and we will show you what an AI system could look like for your use case.
What We Planned and Built
From Concept to a Fully
Operational SaaS Platform
Intuz handled the full build – from AI model selection and UI/UX design to monetization strategy and compliance architecture.
The result is a secure, multi-tenant SaaS platform that child welfare agencies can sign up for,
configure to their contracts, and run without any technical support.
Each Agency Gets Their Own Space, Configured Their Way
Every agency that joins CasePath works in a dedicated subdomain with its own isolated data environment – completely separate from every other tenant on the platform. From there, administrators use a no-code form builder to create case forms, appointment templates, and data collection structures that match their specific contracts and compliance requirements. No development work. No waiting on updates. The platform adapts to how each agency works, not the other way around.
Everything About a Case, In One Place
Case operators needed a single view that shows what’s happening, what’s been done, and what’s next – without switching between tools. The case overview page brings client details, services, appointments, forms, and status history together in one screen. Supervisors get the full picture instantly; decisions that previously took days now take hours.
AI Case Summaries – Automated and On Demand
This was the feature built to directly address the documentation burden. The AI summarization engine reads case notes, service logs, and appointment records and generates structured summaries – either automatically on a schedule or triggered manually by the caseworker. What was taking 4 to 6 hours per month per caseworker now takes under 30 minutes.
Form Builder to Build the Case Forms
Child welfare agencies work under different contracts, serve different populations, and report to different funders. A one-size form doesn’t work. The form builder lets agency administrators create and customize case forms, appointment templates, and reporting structures without any technical support. Adapting to new processes or compliance requirements takes minutes, not development cycles.
What the Client Reported
90% time savings in documentation, 83% faster case decisions, 80% reduction in redundant data entry, and a 20% increase in caseload capacity within 3 months – without adding a single new hire.
Tyson Wilke
CEO · CasePath · Via Clutch Verified Review
More Than Case Management
The Rest of the Platform
Built for How Agencies Actually Operate
Client and Relation Management
Case operators organize and track client information and relationships directly within the platform. Every detail – contacts, relations, case links – stays connected and accessible from a single record.
Payment Integration and Plan Subscription
AWS Textract classifies each document across 20+ types and pulls structured patient data — MRN, DOB, insurance, start-of-care dates — with confidence scoring and automatic retries on failed jobs.
Service Management
Case operators manage and coordinate all services provided to clients from within the system. Service records stay tied to the case – visible, trackable, and up to date at every stage.
Branch Management
Agencies running multiple branches or locations manage everything from one central platform. Operations stay streamlined without switching between systems or maintaining separate records per location.
Staff Management
Administrators handle staff assignments, roles, and permissions directly within the platform. The right people get access to the right cases – without manual coordination or separate admin tools.
AI Cost Calculator
An AI-based cost calculator gives tenants real-time visibility into their platform usage. Agencies know exactly what they are consuming – no surprise bills, no ambiguity at the end of the billing cycle.
Ready to Replace Manual Work
with an AI-Powered Solution?
Book a free consultation with our AI experts to walk through your use case – what can be automated,
where manual overhead is slowing your team down, and what a purpose-built platform could look like
for your operation. Just like we did for CasePath.
Tools & technologies
Tools and Technologies We Used
Every tool in this stack was chosen for a specific reason – multi-tenant data isolation,
AI-driven document processing, and a cloud infrastructure built to handle sensitive child welfare data at scale.
What Tyson Had to Say
About Building CasePath with Intuz
We appreciated their drive and desire to ensure an excellent product was delivered to meet our needs and the involvement of the team at all levels. The Intuz team delivered consistently on agreed timelines, maintaining steady progress across feature releases and implementation milestones. Communication was proactive and responsive – regular touchpoints via email, phone, and virtual meetings ensured alignment and feedback was addressed promptly. They have been absolutely amazing and have worked hard to meet our needs constantly.
Tyson Wilke
CEO · CasePath · IN HIS CLUTCH VERIFIED REVIEW
