Case management runs on a monthly rhythm. Your EMR should keep the beat.
Monthly summaries that never slip, plans of care tied to assessed needs, referrals that don't die on sticky notes, and unit-based billing you can actually see — built for how Maryland TCM programs work.
Miss the monthly summary, lose the month.
In TCM, the monthly summary is the document — it carries medical necessity for everything you billed that month. And yet in most practices it lives on the honor system: case managers juggling caseloads, coordinators chasing overdue notes at month-end, and referrals tracked in whoever's notebook was closest. When documentation slips, it isn't a compliance abstraction — it's a month of services you can't defend. Mallow puts the monthly rhythm into the system instead of into someone's memory.
Monthly summaries on a visible schedule
Monthly summary documentation with due dates the whole team can see — case managers know what's owed, supervisors know what's late, and month-end stops being an archaeology project.
Plans of care connected to needs
Plans of care built from assessed needs, with goals reviewable against what's actually documented — the alignment reviewers check first.
Contact notes for the real work
Community-based contact documentation — home visits, collateral contacts, coordination calls — with the fields Maryland case management requires, not therapy templates wearing a different hat.
Referrals that close the loop
Track every referral from identified need to confirmed connection: who referred, to where, what happened, and what's still open. No more finding out at the audit that the housing referral went nowhere.
One client, every program
A TCM client enrolled in your OMHC or PRP has one chart. Coordination isn't a phone call between two systems — it's the same record, with role-based views for each team.
Unit-based billing, visible
Time-based unit billing for case management — including the 15-minute unit rules for children's services — with units reviewable on every charge before claims go out.
Units and services, one pipeline.
Case management billing mixes per-service claims with time-based units, and the unit math is where money quietly leaks. In Mallow, charges carry their units into the same validation, claims, EDI, and denial-tracking pipeline as every other program — so a month of case management bills like a month, not like forty separate reconstructions.
Care coordination only works when the chart cooperates.
Your PRP counselor documents a rehabilitation goal. Your case manager coordinates the housing referral behind it. Your OMHC therapist sees the same client Thursday. In most practices those are three systems and two email threads. In Mallow it's one record — which is what care coordination was supposed to mean.
Related reading
Monthly Summary Documentation for TCM and Care Coordination: What Medicaid Actually Requires
If you work in Targeted Case Management or Care Coordination in Maryland, your monthly summary is your lifeline. It is the document that demonstrates ongoing medical necessity for case management services.
May 18, 2026Case ManagementHow to Manage Care Coordination Across PRP, OMHC, and TCM Programs Without Losing Your Mind
If you operate more than one program type — say a PRP alongside an OMHC, or a TCM program that feeds into your outpatient clinic — you already know the coordination problem. Your PRP counselor documents a rehabilitation goal.
June 15, 2026Billing & ComplianceBuilding a Referral Tracking Workflow That Doesn't Depend on Sticky Notes
Here is a scenario that happens in Maryland behavioral health practices every day: a case manager identifies that a client needs housing assistance. She contacts a housing agency, gets the intake number, and gives it to the client.
May 25, 2026Billing & ComplianceGetting Intake Right: The Workflow That Determines Whether Everything After It Goes Smoothly
Every documentation problem this publication has covered - disconnected DLA-20 scores, IRPs that do not align with assessed needs, denied claims for missing authorization, referrals that go nowhere - traces back, more often than practices realize, to something that went wrong in the first 30 days. Intake is the workflow nobody wants to slow down for, because a client is waiting, a referral source is asking, and the instinct is to get the person enrolled and start delivering care.
June 22, 2026Frequently asked questions
See a case management month, start to finish.
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