Case Note Management Software for Schools.
Explore the key features and functionalities of our software.
FocusCS is purpose-built to align with the needs of a school-based wellbeing environment.
Our software was developed in direct collaboration with school counsellors and ultimately driven by the needs they identified: a digital student case note management system that lightens the administrative and cognitive load for users, and speaks to the industry specific compliance, reporting and security requirements associated with a working school environment.
Our modern, intuitive software interface demonstrates our teams true understanding of the end user. Through responsive collaboration with our users, we work hard to ensure all ongoing software improvements involve a carefully considered and curated approach that continues to speak to the core narrative and purpose for FocusCS.
Student Profiles.
Automatic creation of a digital student profile for each current student, facilitated via a secure, read-only sync with the school Student Information System (SIS).
Search student indexes by name (Legal, Preferred), cohort (House, Year Level), and status (Active, Inactive, Past).
Set a student to ‘Active’ status for case load tracking and reporting purposes.
Set a severity risk level for each student (Low, Moderate, High).
Set a primary counsellor for a student for case load tracking efficiency, and transfer students between users with a single click.
View a ‘seen’ summary for each student at a glance - date last seen, date of next scheduled appointment, and the cumulative number of appointments and unscheduled drop-ins to date.
Build a set of custom fields to store additional data points in each student profile, for quick entry and internal reference by users.
Ongoing, automatic student profile lifecycle maintenance captures data and year level changes, and shifts student profiles to a non-current status, in line with the school SIS.
Student Privacy.
Data collected via secure sync with the school Student Information System (SIS) is read only in nature is and limited to student data only - parent and teacher data is not collected.
Data collected is restricted to a specific set of fields, being only those student data fields that are expressly required by FocusCS in order to perform key functions.
User access to student case note history is restricted to applicable user types only.
View the lifecycle and access record of each individual case note through automatic timestamped audit logging, capturing each action undertaken (created, viewed, edited, saved, template applied, permissions applied) and the user responsible, including detailed snapshots of each stage of the case note progression.
Apply optional case note visibility permissions on a per-entry basis, to restrict user access to highly sensitive case notes.
Adopt our campus-model school format to effectively and automatically partition students, forms and form submission and reporting data between campuses, with individual user access based on their respective campus allocations.
Student Profile Interface. Example purposes only.
Case Notes.
Create and categorise case notes (Appointment, Assessment, Call, Document, Email, Form, Meeting, Note, Unscheduled drop-in).
Upload unlimited external files simultaneously via file drag and drop (PDF, MS Office, Images, Videos, Audio).
Apply unlimited case note #hashtags for reporting purposes - simply preface any keyword(s) with a # to capture.
Apply unlimited case note templates, with each template individually built for and customisable by your school.
Worry less about everyday interruptions with our inbuilt note progress autosave, so you can pick up where you left off at any time.
Record non-attendance of a scheduled appointment by a student with a single click, for reporting purposes.
Bulk distribute a single case note to multiple student profiles simultaneously, with further case note editing possible on a per-student basis following group note distribution.
Produce a PDF student case note history export with a single click, with the option to customise date ranges and per-file inclusion of any external file uploads.
Quickly retrieve deleted case notes, with all deleted notes securely archived in lieu of permanent deletion.
Actions List.
Leave task tracking to FocusCS, with automatic prompts geared towards reducing the cognitive load for our users.
Identify incomplete case notes at a glance. A case note draft prompt will display for a user to indicate an incomplete case note, and remain in the list until the case note is saved.
Additionally, be alerted of any potentially overlooked case notes. A case note draft prompt will display for a user to indicate an appointment time has since lapsed and FocusCS has identified that the associated case note is absent.
Forgo the written to-do lists and post-its, and enter your task-based reminders via the calendar instead. A reminder prompt will display for a user upon the day a reminder falls due, and remain in the list until the reminder is marked as completed.
Be alerted of each form submission in real-time, as a team. A form submission prompt will display for all applicable user types at the school as each new submission is received, and remain in the list until the submission is associated to a student profile.
Be alerted of form referrals in real-time. If a form submission is referred to a specific user for follow up, a referral prompt will display for the user and remain in the list until the referral is marked as acknowledged.
Choose your own productivity style - with all prompts compiled in a single list, you decide when to action prompts based on how you personally prefer to prioritize your own workload and tasks.
Utilising an AI medical scribe or conversational AI platform to generate clinical case note outputs?
Upload your output audio file, or insert your output text, directly into a case note in FocusCS.
Real-Time Reporting.
Reporting data automatically captured for your school, with case note entries, group note entries and calendar events contributing in varying capacities, based on the entry or event type.
View an exportable breakdown of appointment activity via our Summary tab, tracking the number of students seen for appointments and unscheduled drop-ins during a specified time period. Filter data by counsellor, student severity (Low, Moderate, High), student status (Active, Inactive) and student cohort (Year Level, House, Gender).
View an exportable breakdown of wellbeing trend data via our Insights dashboard, tracking the number of case notes created by category, number of form submissions received by title, and the number of case note #hashtags applied by reference, on a per-week basis for the specified time period.
Explore our de-identifiable Student Activity dashboard to view an exportable breakdown of student cohorts seen for the specified time period, with individual representations by counsellor, appointment type (Appointment, Unscheduled drop-in), student severity (Low, Moderate, High), and student cohort (Year Level, House, Gender).
Explore our de-identifiable Counsellor Activity dashboard to view an exportable breakdown of events and entry types by counsellor, for the specified time period, with individual representations by counsellor, case note category (Appointment, Assessment, Call, Document, Email, Form, Meeting, Note, Unscheduled drop-in), student appointment outcome (Attendance, Non-Attendance), and time allocations (Appointments, Unscheduled drop-ins, Other events).
Export a high-level compilation of the total number of case notes created, per student, for the selected NCCD census round via our NCCD dashboard, designed to assist the formal NCCD evidence collection process.
Use our sidebar modals to filter data by additional student data points, and to review and update student ‘status’ and ‘severity’ settings from directly within the reporting dashboard.
Digital Forms.
Our team digitise your form templates at onboarding stage, ensuring seamless transition to a digital, streamlined form management environment for your school.
Each form template has its own unique form link, allowing you to promote individual form availability where needed to reduce administrative load - paste a link in an email, embed a link within a school portal or intranet, display a link as a QR code, or bookmark a link on school-based device.
Each form submission is received directly to FocusCS in real-time to ensure data privacy is maintained. A form submission prompt alerts your team of each new submission, and provides a preview of the submission and any attachments.
Associate a form submission to a student to append the form submission and any attachments to the respective student profile instantly.
Refer a form submission to a specific user for follow up, and a referral prompt will display for the users acknowledgment. Additionally, set a priority and trigger an email alert to the user.
Create unlimited digital form templates to suit any process (Consent, Referral, Developmental History, Educational Assessment, Neurological Assessment, Student Attendance Perspective).
Create duplicate versions of a form template with a single click, allowing customisation to align with a specific audience (Student, HoH, YLC, Staff, Parent or Guardian, External Support), improving data quality and question relevance.
Set required fields to ensure each form is always received fully competed, upon first submission.
Update form templates as often as needed without any interruption to the process, ensuring recipients are always directed to the latest form version.
An original copy of each form submission and any attachments is automatically logged and preserved in a separate form archive interface, available for PDF export as needed.
My Caseload
Your own student allocations consolidated under one dashboard.
Jump to a student profile, update the status or severity risk level for a student, or transfer a student to another member of your team with a single click.
My Students Interface. Example purposes only.
Your own case notes consolidated and chronologised.
Jump to a student profile, search and filter all case notes, view case note #hashtags applied, or click the case note icon to quick-preview your content.
My Notes Interface. Example purposes only.
Multifunctional Scheduling.
Create and manage student appointments from within the calendar interface, with the choice to align each appointment to the school period timetable or set your own custom start and end times.
Create appointments via the calendar interface or from directly within each student profile - as each student appointment is created, a draft case note is automatically raised in the respective student profile accordingly, in readiness for the user.
Set task-based reminders for yourself, or apportion blocks of time to indirect or whole-of-school support activities for reporting purposes.
Enable a one-way (read only) sync to overlay a preview of your Microsoft Outlook calendar in FocusCS, or enable a two-way (writeback) sync to also overlay a preview of your FocusCS calendar in Microsoft Outlook.
User Support.
Underpinning our software solution is an Australian-based support team with true dedication to our user base, and we believe this is reflected in the word of mouth recommendations and written testimonials we receive from our schools.
We provide a personal support account to each user to facilitate secure, direct access to our dedicated online user support module hosting instructional articles, video guides, hints and tips, and our user support ticketing desk.
User support is managed personally by our team - you will be assisted by a real person, and not an AI chatbot.
Our independent software design incorporates an intentional, conscious minimisation of the need for school ICT department involvement by encouraging direct communication from our users for all support matters.
Security Posture.
Data Protection: Our entirely cloud-based software is hosted by dedicated AWS servers located in Sydney, Australia. Next generation encryption technologies ensure Customer data and privacy are maintained, and daily local AWS data backups and storage facilitate increased data security, reliability and accessibility for our users.
Access Principles: MFA via Microsoft Authenticator or Google Authenticator app for local login, or via Microsoft Azure SSO authentication technology strengthens digital security for our users. We adopt a zero-trust stance, with RBAC governed by PoLP underpinning each of our user account type access principles, in alignment with NIST and ASD frameworks.
Software Integrity: Our Agile model security patching supports security, compliance and software efficiency. External penetration testing is undertaken to conduct scheduled deep scans and randomised light scans, and active load testing and diagnostic log monitoring ensures smooth operation for our users. Regular security patches and upgrades increase protection, maintain software integrity and provide peace of mind for our users.
Iterative Updates: Live software updates enhance security and improve user experience, while planned and communicated out-of-hours large scale rollouts prevent interruption to our users.
Strict Compliance: Policies and procedures informed and enforced by a cybersecurity qualified team, and underpinned by the NIST, OWASP, ASD, Essential Eight and CIA Triad frameworks and guidelines, to ensure ongoing compliance with the highest level of Australian data security standards. Ongoing, documented staff training led by our BCP, DPP, DRP, and IRP policies, including ASD and CISA tabletop simulations and DBP test restores.
ST4S Assessed: Version 3 assessed under the V2025.1 framework for Assessment Tier 1 by Safer Technologies 4 Schools (ST4S). Please contact your educational jurisdiction for any specific requirements or limitations pertaining to this ST4S assessment. See our ‘Regulatory’ tab for further information.
Our ICT Due Diligence and Example DPIA Pack is a key source of information for school ICT departments, encompassing FAQ’s in a Q&A style format and including a pre-filled Data Privacy Impact Assessment (DPIA) to reduce the administrative workload for your ICT team.
How can we help?
Our comprehensive Information Pack details software functions and features, pricing and inclusions, onboarding timeframes, SIS integration methods, and regulatory compliance.
Have a question for our team? Submit an enquiry via our online contact form.
Would you like a live walkthrough? Book a 45-minute live software demonstration.
Would you like to trial FocusCS? Request free 30-day access to a demonstration school environment. Obligation free, no sign up needed
Focus CJM Pty Ltd ABN 52 673 738 219 trading as FocusCS.
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