Public health case management software

PH360™ Willow: case management for public health.

Built for the health department where one nurse does all of it. Willow pulls the history, checks coverage, and drafts the note, the codes, the registry report, and the referral. You confirm each one before it goes anywhere.

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Configured to your programs and payers Clinic, school gym, community center, home A person confirms every AI action

Local public health

Local public health has never had a system of its own.

You run immunization clinics, STI and TB programs, home visits, and screening events. Mobile, episodic, grant-funded work, with a caseload that turns over constantly. The tools on offer are hospital records systems built for exhaustive documentation, so you key the same visit into a second system and leave money on the table. We started from the nurse instead.

The operating idea

The nurse does the visit. Willow assists with the paperwork.

The encounter, not the form

The nurse has the visit. Willow drafts the record from it, and the nurse confirms.

An AI starting point

Notes, claims, and registry messages arrive drafted, never sent. A person confirms every one.

Cited, or held back

Every drafted line is cited and graded. Anything Willow could not fully verify waits for the clinician to accept or reword.

Wherever the work happens

Clinic, gym, community center, home. Same shift screen on a laptop or a tablet.

One nurse, one shift

See how it would work for a nurse.

One nurse, one shift, in the order it happens. You open the day, pick up the visit you were pulled out of, check what she is due for and who pays, get warned before a dose goes in too early, confirm the note, send the claim, follow the money back, make a referral, and see how that resident booked in the first place.

Willow's Today screen: seven booked, three walking in, a note that you are the only clinician today, the visit you were pulled out of sitting at the top, and who is next. — Your shift opens on one screen. Seven booked, three walking in, and a line telling you that you are the only clinician on today. Willow puts the visit you were pulled out of at the top and says who is next, and why she is next rather than whoever has the earliest slot.

Card reading Left open, you were called away at 9:48 AM, noting two doses captured and both lots confirmed, with a Pick it back up button. — You were pulled away mid-visit at 9:48. The two doses you gave were already captured and the lots confirmed, so nothing is waiting on your documentation. You pick the encounter back up where you stopped.

Coverage check panel showing a real-time X12 270 eligibility request with the payer, member ID and group returned. — Willow goes out to the clearinghouse for coverage and to your immunization information system for the dose history, then checks it against your own programs like VFC. It comes back with the member ID, the plan, the cost share, and which inventory the dose draws from. Nobody opens a payer portal.

Warning block stating a MenACWY dose was given 21 days ago, too recent for another dose, with a Give it anyway and record why button. — A dose inside the minimum interval gets flagged before it is given, with the prior date and how early today would be. You can still give it. The override and your reason go to the audit trail under your name.

Panel headed One line the verifier could not ground, showing a sentence graded B with Accept it as written and Reword it buttons. — Willow drafts the note from the visit and cites it line by line, but only a grade A citation goes in on its own. The one line it could not fully verify waits for you to accept it as written or reword it. At the bottom it lists what it left out, like a review of systems you did not do, and why.

Claim labeled Coded by Willow and Waiting on you, listing documentation strength, denial risk, dollar band, payer, three CPT lines, and VFC product suppressed. — Willow drafts the claim codes from the encounter and flags the denial risk, the dollar band, and the federally supplied vaccine whose product charge should be suppressed. It reads coded by Willow, waiting on you. Nothing is submitted until a person reviews and sends it.

Clearinghouse progress showing four green checks for 837 out, 999 syntax, 277CA claim level and 835 remittance, with the remittance line reading paid 60.37 of 70.20 billed. — Once you send it, the claim is acknowledged, adjudicated, and paid without anyone leaving the record. The remittance posts back with the payment, the write-off, and the reason.

Two side-by-side lists headed What travels and What does not, separating name, phone and the screening answer from immunization history and payer information. — A positive social-needs screen drafts a closed-loop referral for you to send. Before it goes, Willow shows exactly what travels and what stays in the record.

Staff row for a volunteer nurse flagged credential check not cleared, explaining they can register and screen but cannot administer a dose. — Every person on an event is checked against the credential on file. A volunteer whose license check has not cleared can register and screen, but cannot give a dose. The credential decides the scope, not the job title.

Public booking page showing a grid of available appointment times and a note that booked times and walk-ins share the same set of places. — Residents book their own slot from a link and pick the services they want. You decide how many places are bookable and how many stay open for walk-ins.

Scope

What Willow covers.

Only the programs you run

Service modules for immunization clinics, STI and TB, health fairs, home visiting, and screening events. Turn on what you run and leave the rest off.

By role

What changes, and for whom.

The practitioner

Confirms a draft instead of charting after hours, and gets warned before a dose is given too early.

The program & grant manager

Registry reports are prepared from the record itself, so nobody keys it twice. Closed-loop referrals log the reply grants ask for.

Leadership & finance

Stops forgoing reimbursement for lack of a coder, and adapts practice by configuration instead of IT projects.

The community member

Books their own slot and gets offered everything they qualify for, not only what they came in for.

Part of the platform

Willow runs on the same engine as the rest of PH360.

Willow runs on our public health reasoning engine, the same one behind the rest of PH360. That is why you configure your own visit types, screening questions, and staffing rules instead of filing a change request with us.

Common questions

Willow FAQ.

How do we get started?

We configure Willow with you: your programs, visit types, screening questions, inventory, staff and credentials, plus your registry and clearinghouse connections. Schedule a walkthrough and we will scope it.

How is Willow different from an EHR?

An EHR was built for a hospital and retrofitted for public health. Willow starts from public health workflows and inverts the documentation: it drafts the note, the codes, the claim, and the registry message, and the practitioner confirms them.

How does Willow connect to our registry and our payers?

Through the standards they already speak. Immunizations report over HL7 VXU with ACK back to your immunization information system. Claims run on X12: 270/271 eligibility, 837 submission, 999 and 277CA acknowledgment, 835 remittance.

Is there a human in the loop on the AI?

Always. Anything AI-generated is marked in purple and cannot complete on its own. The clinician confirms the note, an unverified citation must be accepted or reworded, and a claim reads coded by Willow, waiting on you until a person sends it.

Can we use it at a health fair or on a home visit?

Yes, that is what it was designed around. Willow runs in the browser, so the same shift screen works from a laptop on a folding table or a tablet in a gym. A native app with barcode scanning of vaccine vials is in development.

What happens to our existing systems?

Most departments start with one program in Willow and leave the rest where it is until they are ready. Single sign-on and directory integration get settled in that scoping conversation, and we will tell you plainly what is in place and what we would build.

See it against your own programs.

Thirty minutes. Bring your programs, your visit types, and your payers, and we will run Willow against them.