Case Management: Quick Guide

Case Management in MediRecords is a premium feature designed to give practices a smarter and more structured way to manage chronic health conditions. By creating a Case, you can centralise everything related to a patient’s condition in one place, including consultations, referrals, session tracking and supporting documentation. This makes it easier for your team to collaborate, monitor patient progress and ensure continuity of care across multiple providers.

For practices working with patients who need long term or ongoing management, Case Management is a game changer. It helps reduce administrative complexity, improves visibility of active cases, and ensures no detail is lost along the way. With flexible categorisation, urgency levels, case participants and built in reporting, you will have the tools you need to deliver proactive, high quality care while streamlining workflows for your team. If you are not yet using Case Management, we recommend speaking with your Customer Success Manager to learn how this feature can transform the way your practice supports patients with chronic conditions.

If you would like to read more about the benefits of using Case Management, please see Premium Features: Introducing Case Management.

Contents:

1. Video Tutorial
2. Enabling Case Management
3. Security Privilege Configuration
4. Creating a Case - Patient Record
5. Creating a Case - Global Case Grid
6. Case Management Field Descriptions
7. Linking an Active Consult to a Case
8. Linking an Existing Consult to a Case
9. Editing a Case - Patient Record
10. Editing a Case - Global Case Grid
11. Sorting Behaviour in the Global and Patient Case Grid
12. Deleting a Case
13. Filtering the Patient Case Grid
14. Filtering the Global Case Grid
15. New: Sanitised Content Warning in Case Management

Video Tutorial

Enabling Case Management

Case Management is enabled across the tenancy, through the Settings window.

1. Navigate to More > Settings > Premium Features.

   
    

2. On the Case Management tile, toggle the switch to the On position
   
    
3. The Case Management menu will then appear in the Workflows menu in the side-navigation
   

Security Privilege Configuration

Note the following:

4. Ensure to always click Save after making any changes.

Creating a Case - Patient Record

Creating a New Case from within the patient record can be done 2 ways - both from the Clinical Tab of Patient Record. Follow the steps below:

1. Open the patient record and go to the Clinical tab. From the left-hand side menu, select the relevant option.

2. Select Today’s Notes.  Click the dropdown menu on the Cases field > Select New Case.
   
   
   OR

3. Select Cases > Click on New Case
   
   
   
    
4. Once you click on New Case, a pop-up will open where you will have to enter all the required details and click Save.

5. Once saved, the Case Details will be automatically populated into Today’s Notes. You will have to open Today's Notes to view the Case.
   
   Note: If you do not wish to record this case into Today's Notes, untick the "Add to Today's Notes" checkbox at the bottom of the window. Ticking the Confidential checkbox enables the case to be visible only to the creator.
   
   Field Descriptions of New Case are given below at the end of the article.

    

Creating a Case - Global Case Grid

You can also create a New Case from the workflows menu and this method allows you to add a Case record outside of a Consultation.

Open the Workflows menu > Select Case Management > Click on New Case

Case Management Field Descriptions

This section elaborates the description of all the fields required to create a New Case.

Linking an Active Consult to a Case

Linking Consultations to a Case can have multiple benefits such as viewing all related Consultation Notes when viewing Case Details and tracking the number of Consultations that were held, from the total number of Sessions that were allocated (if relevant). Consultations can be linked from the Patient Record as well as from the Workflows menu. 

1. Go to the patient record, open the Clinical tab, click on Today's Notes, open the case's drop-down menu, and select Link to Existing Case.
   
   
    
2. You will get a pop-up of existing cases for this patient. Select the case you wish to link and click Save. 
3. Once linked, a Session number will be recorded in the Case record. 
   

Linking an Existing Consult to a Case

1. Open the Workflows menu, select Case Management, click the ellipses beside the relevant case, and select Link to Consult.
   
   
    
2. A pop-up of the Consultations will appear. Select the Consultation you wish to link to the Case and save; once linked, a session number will be recorded in the Case record.
   

Editing a Case - Patient Record

Editing a Case - Global Case Grid

To edit a Case from the Workflows menu, open the Workflows menu, select Case Management, and click the hyperlinked case number.

OR

Click the Ellipses beside the relevant Case and click on Edit

Sorting Behaviour in the Global and Patient Case Grid

The Global and Patient Case Grid supports column-based sorting to help you quickly organise and review cases. Sorting can be applied to most columns and will adjust the grid instantly based on your selection.

You can sort the Global or Patient Case Grid by clicking any column header (e.g., Date, Type, Case Number, Status, Expiry Date), which will toggle between ascending and descending order and display an arrow to show the active sort direction, with sorting applying instantly, working alongside filters, and allowing only one column to be sorted at a time.

Sorting allows practices to quickly prioritise cases, identify overdue or urgent items, and review workloads across case managers.

Deleting a Case

Open the Workflows menu, select Case Management, tick the checkbox beside the case you wish to delete, and click Delete.

 

OR

Click the Ellipses icon beside the case you wish to delete, confirm by clicking Yes on the prompt, and the case will be deleted from both the Patient and Global Management grids.

Filtering the Patient Case Grid

To apply a filter:

1. Open the Workflows menu and select Case Management

2. Choose the Patient, then click the Filter button to slide out the filter sidebar. 

3. Add new filters by selecting values or using the search field, then click Apply to view the results. 

4. To remove filters, use the X icon beside an individual filter or click Clear All to remove all filters at once.

Filtering the Global Case Grid

Under the Workflows Menu, you have a series of filters that can search for Cases based on various categories. These are discussed in detail below.

To apply a filter:

1. Open the Workflows menu and select Case Management
2. Click the Filter button to slide out the filter sidebar, add new filters by selecting values or using the search field, and click Apply when finished. 
3. To remove filters, use the X icon for individual filters or click Clear All to remove all.

Type Filter

Allows to filter out Cases according to their Type (Condition/s). You can either select from the dropdown of the conditions or search and select the Type. 
 

Case Manager Filter

Allows to filter out Cases based on the Case Manager/s assigned to the Case. One or multiple users from your tenant base who are assigned as Case Manager for the Case can be searched and selected here.

Case Participant Filter

The Case Participant filter allows you to search for and display cases that include specific users or external contacts who have been added as participants to a case.

Practice Filter

Allows to filter out Cases from particular Practice/s. This is a search and select filter where one or more practices can be searched and selected. 
 

Case status

Allows to filter out cases according to their current Status (Planned/Waitlist/Active/On-hold/Finished/Cancelled)  
 

Expiry Date Filter

Allows to filter out Cases depending on the expiry date of their sessions. The date fields can be used to search for a date range or a particular date. This can be very helpful to identify Cases that are nearing their expiry. 
 

Urgency Filter

Allows to filter out Cases depending on their state of Urgency. These can be Urgent or Non-Urgent Cases. Always ensure to click the  Apply button after selecting the filters to see the desired results.

Patient status

The Patient Status filter allows you to narrow down cases based on the patient’s current status in MediRecords.

New: Sanitised Content Warning in Case Management

As part of a safety update, MediRecords now checks consult notes linked to Cases for unsafe or unknown content.

When opening historical consult notes inside Case Management, you may see this message:

What this means:

• The note may include unsafe or unknown content
  (e.g., pasted from external programs, inserted via API, copied from third‑party systems, or older content with unsupported formatting).
• MediRecords removed or “sanitised” that content to keep your data safe.
• Some formatting, links, or images may now appear as plain text.
• Past consult notes are read‑only, so you cannot edit them.

If anything looks incorrect after sanitisation, please contact MediRecords Support.