AIMS Caseload Tracker

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Using a population-based approach to health care helps ensure that no patient falls through the cracks. Employing a technology tool that tracks clinical outcomes for populations of patients and supports systematic changes in treatment for patients who are not improving as expected is an essential piece of all successful collaborative care implementations.

There are several options available for effectively tracking patients: 1) a patient tracking spreadsheet, 2) AIMS Caseload Tracker, 3) the AIMS Center’s Care Management Tracking System (CMTS), and 4) a customized build in an Electronic Health Record (EHR).


The AIMS Caseload Tracker is a cloud-based, HIPAA-compliant registry for prioritizing and managing depression caseloads in integrated care settings. It runs in parallel to EHRs and minimizes double data entry to a few essential elements. The simple and streamlined design provides powerful tracking and reporting functions:

  • Provides reminders for behavioral health care manager follow-up
  • Identifies patients not improving to prioritize for psychiatric case review
  • Displays progress over time for individual patients' depression symptoms using the PHQ-9
  • Produces interactive caseload reports summarizing PHQ-9 score improvement and contact dates
  • Calculates real-time provider and clinic statistics like caseload size, length in treatment, and visit frequency
  • Facilitates reporting on HEDIS Depression Remission and Response measure
  • Tracks minutes for CPT and G-code billing



Health care organizations and clinics can license the AIMS Caseload Tracker for an annual fee. A single license covers use of the registry at multiple clinic locations as long as Protected Health Information (PHI) may be visible and shared between the clinics; PHI under a single license will never be shared outside the licensing organization or clinic. At the end of each 12-month license term, organizations may easily extend their use of the AIMS Caseload Tracker by payment of the annual license fee.

The annual license fee is tiered based on the number of users including Behavioral Health Professionals, Psychiatric Consultants, Supervisors and Managers. For pricing, please contact

Organizations in Washington State qualify for special pricing.


Health care organizations must sign a license and make UW their business associate in order to use the AIMS Caseload Tracker. Invoices may be paid by the health care organization, or a third-party such as an Accountable Community of Health (ACH) or Managed Care Organization (MCO). PHI is fully partitioned and will not be shared across health care organizations. Contact to see a sample copy of the license agreement.


If you have general questions about the AIMS Caseload Tracker or about licensing, please contact