Making the Most of Your Case Management System for Mental Health Data
October 28, 2025
By Rhonda Wurgler, MPA, Ed.D.
Children’s Advocacy Centers (CACs) are increasingly focused not only on investigations and prosecutions, but also on supporting children’s healing through trauma-informed mental health services. As this mission evolves, so does the need for thoughtful, consistent documentation—especially when it comes to mental health data.
This type of information is sensitive and complex, and how it’s managed varies widely across centers. As a former Executive Director at a CAC, I’ve seen firsthand how proper case management practices can make the difference in coordinating care and services.
A well-implemented case management system can help CACs move beyond fragmented records to a more complete understanding of each child’s journey through care.
The Value of Centralized Documentation
When CACs rely on spreadsheets or shared drives, it can be difficult to maintain a clear, up-to-date picture of each case. A centralized system allows multidisciplinary team members—advocates, law enforcement, medical professionals—to access shared information in real time. This transparency supports collaboration and helps ensure that no child or family falls through the cracks.
Regardless of the platform used, the goal is the same: to create a reliable, accessible record of services that supports both care coordination and accountability.
Balancing Confidentiality with Data Needs
Mental health data presents unique challenges. Some centers document therapeutic services extensively, while others are more cautious, concerned about the potential for sensitive records to be subpoenaed. These concerns are valid and should be addressed through clear internal policies and thoughtful use of system features.
The key is finding a balance—protecting confidentiality while still capturing meaningful data. When done well, documentation can help CACs demonstrate their impact, improve service delivery, and strengthen reporting to funders and stakeholders.
Building a Team-Based Approach
Effective documentation starts with shared decision-making. I encourage CACs to begin with essential data points—such as referrals and initial engagement—and expand as the team becomes more comfortable. Over time, consistent documentation becomes a powerful tool for understanding how services reach children and families.
It’s also important to revisit these decisions regularly. As your center grows or your service model evolves, your documentation needs may shift. Keeping these conversations active ensures your data remains relevant and useful.
Integrating Screening Tools for Early Intervention
Many CACs are now using tools like the Care Process Model for Pediatric Traumatic Stress screener, developed by Pediatric Integrated Post-Trauma Services (PIPS) at the University of Utah. These tools help identify mental health needs early—often at intake—and can be administered by non-clinical staff, such as victim advocates.
When integrated into a case management system, screener data can be used to track referrals, engagement, and outcomes. This information is invaluable for improving care and demonstrating effectiveness, especially when services are provided off-site or through partner agencies.
Choosing the Right System
While there are several case management platforms available, I’ve worked extensively with NCAtrak, which was developed specifically for CACs. Its design reflects the unique needs of our field, offering tools that support both investigative and therapeutic documentation. For centers seeking a system tailored to the CAC model, NCAtrak is a strong option.
That said, the most important factor is not which system you choose, but how you use it. A well-implemented system—regardless of brand—can help your team work more efficiently, document more consistently, and ultimately serve children and families more effectively.
Practical Recommendations
For CAC leaders considering how to improve mental health documentation, here are a few guiding principles:
– Start small. Begin with basic data points like referrals and session attendance, then expand as needed.
– Collaborate. Engage your team in deciding what to document and how to do it consistently.
– Protect privacy. Use system features and internal policies to safeguard sensitive information.
– Use integrated tools. Screeners and models like the Care Process Model can enhance early identification and reporting.
– Leverage reporting. Use built-in analytics to communicate impact and guide program decisions.
– Connect with peers. Learning from other CACs and system experts can help refine your approach
__________________________________________________________
Rhonda Wurgler, MPA, Ed.D, is NCAtrak’s Training Specialist. Dr. Wurgler has 25 years of experience as Deputy Sheriff, CAC Executive Director and Ohio Chapter Board Member. Passionate about supporting CACs, Rhonda helps advance their mission to heal children and families affected by abuse.
NCAtrak is the only case management system by CACs, for CACs. It has a powerful suite of tools that will help you make a bigger impact. With recurrent security audits, assured HIPAA compliance, safe data storage, and a highly experienced support team on your side, you can stay focused on the work that matters most: creating a brighter future for kids. To learn more and book a demo, click here.
