The burden this replaces
Half
the share of a caseworker's week that a published time-logging study found goes to case recording and admin, not people
Just under 20%
the share of working time the same study found actually spent with clients and families
Every quarter
the shape that same burden takes in grant-funded placement work: hand-retyping numbers from a spreadsheet into a funder's report form
Source: County Councils Network and the Association of County Chief Executives, with Newton, 2022 — a time-logging study of more than 100 frontline social workers over a working week.
Arrivena exists to give that time back.
A Tuesday with Arrivena
A walkthrough of the mechanism, not a measured case study — Arrivena is pre-launch, so this is what the system does, illustrated as a day.
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A call comes in
A coach takes a call from a county referral. Before hanging up, the client already exists in Arrivena: name, age band, referral source, callback number. The rest is a draft for later.
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Same call, minutes later
Screening consent: the coach reads the plain-language summary aloud, the client agrees, it's recorded. From this moment, every cross-organization action is gated on it — automatically.
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That afternoon
Partner facilities see a seven-field summary. No name, no identifiers. One replies: bed available, phone screen tomorrow.
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Thursday
Move-in confirmed. The placement's real dates go straight into the record, not reconstructed from memory later — and the funding for that month is prorated automatically from exactly those days when it's posted.
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End of quarter
The funder report is one click: every placement, every month of support, already structured, identified by case number only.
Nothing in this story was retyped, faxed, or reconstructed from memory.
What it does
Arrivena follows a client from first contact through outcome: intake, a guided and revocable consent ceremony, a de-identified referral to a partner organization, placement tracking, and funding entries that export for grant reporting. Each step is recorded in the system that produced it, not written up afterward from memory. Access to any of it, across organizations, is gated on consent and partnership status, re-checked on every request.
The product, by the numbers
A facilitator without a system like this tracks a placement by phone call, keeps the case in a spreadsheet, and re-types the numbers by hand into a state funding form each quarter. Arrivena keeps the same information in one system: entered once, gated automatically by consent and partnership status, and exported straight into the file a funder expects.
| Area | Fact |
|---|---|
| Intake | Open a case mid-phone-call. A client record needs only a name, date of birth or age band, referral source, and one way to reach them — everything else is a resumable draft, byte-exact, that any staff member can finish later without re-entering what's already captured. |
| Consent | Consent that keeps up with the client. A four-step signing ceremony — counterparty and tier, plain-language summary, review, attestation — built to take minutes. Revocable in one action, effective the moment it's recorded: the same transaction writes the change and the audit entry together. |
| Referral | Facilities say yes faster. A seven-field summary — no name, no date of birth, no contact information — enough to decide on a phone screen, nothing that identifies the person. A closed schema, not a filter a client record could someday slip through. |
| Reporting | The quarterly report writes itself. Funding entries post once, per client, per month. One click turns the ledger into the funder-ready CSV, identical every time, identified by case reference number only. |
| Enforcement | Confidentiality you can demonstrate, not just promise. More than 600 automated tests run against every change, including dedicated suites that prove — byte for byte — that an unauthorized request reveals nothing, not even whether the record exists. |
| Pricing | A price your compliance officer will like. Flat subscription. No per-placement fees, ever — the pricing model EKRA punishes doesn't exist here to worry about. No payment processing lives in the platform at all. |
How it treats confidentiality
Access to a client's record across organizations is gated on consent and partnership status, and that check is evaluated at the time of the request, not cached from an earlier session. A request for a record that a user is not authorized to see, and a request for a record that does not exist, receive the same response, so an unauthorized query cannot be used to learn whether a person is in the system. Every disclosure, referral, and placement is written to an append-only ledger, so the history of who accessed or acted on a record cannot be edited after the fact.
What that's worth
| Audience | Value |
|---|---|
| For your coaches | Hours back every week for the human work. The system captures the record as a by-product of doing the task, not a second pass after it. The recording burden the research above documents — half a caseworker's week, by that study's own count — is the thing this design removes the need for. |
| For your grant funding | Support that gets counted gets funded. A placement's real dates go into the record when they happen, and funding for that month is prorated from exactly those days — so a quarterly report reflects everything your team actually did, not what survived the spreadsheet. |
| For your compliance posture | Audit-ready by construction. Consent, disclosure, and placement histories are append-only records, written at the moment of the action they describe, not reconstructed afterward — so when a funder or auditor asks what happened, the record already exists to answer them. |
| For your organization's risk | Part 2 exposure, engineered down. Since the 2024 final rule, Part 2 violations carry the same civil and criminal penalty structure as HIPAA. Arrivena makes the compliant path the easy path: unconsented disclosure isn't a policy staff have to remember — it's a request the system will not serve. |
Source: 42 CFR Part 2 final rule, Feb 2024, aligning Part 2 penalties with HIPAA's civil and criminal enforcement structure.
Commercial posture
Arrivena is sold on a flat subscription. There is no per-placement or per-referral fee, by design: a pricing model tied to referral volume creates federal kickback exposure under EKRA, and Arrivena refuses that model rather than manage the exposure after the fact. No payment processing lives anywhere in the platform. Arrivena is not an electronic health record and stores no treatment records — it tracks the administrative and financial-need workflow around a referral, not the clinical care itself.
See your own workflow in it
Arrivena is pre-launch and working with a small number of early partner organizations. Bring a real scenario — an intake, a referral you'd hesitate to send, a report that eats a day. The demo is thirty minutes of your workflow, not our slideshow.