Custom reintegration agency software
Appfront builds custom software for reintegration agencies: a client tracking system that supports the entire process, from intake and recovery plan to coaching activities, time registration and the mandatory reporting to UWV or the municipality. Aligned with UWV services such as Werkfit maken and Naar werk, on the second track under the Wet verbetering poortwachter, and with the requirements of the Blik op Werk quality mark. Privacy by design for health-sensitive data, so that you work carefully and demonstrably.
What is reintegration agency software?
Reintegration agency software, usually called a client tracking system in the sector, supports the entire trajectory an agency runs for a client. From registration and intake, through the action plan, interview reports, coaching activities and time registration, to the reporting the commissioning body requires. Everything serves one purpose: guiding someone with a distance from the labour market carefully and demonstrably towards suitable work, and recording that process in a traceable way.
Off-the-shelf packages exist for the sector, but they often force your way of working into a fixed mould. Re-integration agencies differ considerably, though: in the services they offer, in the clients they report to, and in how they work with occupational experts, job coaches and employers. Custom software is built around your process rather than the other way round, and can grow with you when you add a new service or when the requirements of UWV or the quality mark change. That prevents loose spreadsheets sitting alongside the system and keeps the case file complete.
Because health-sensitive data is involved, we build in privacy by design and data minimisation from the architecture stage. Read more about our broader approach to building software and, for the occupational health and absence side, software for occupational health services.
One case file per client
Intake, the care plan, activities, session notes and hours logged, all held in one coherent case file. Your advisers work from a single place and keep track of progress, without retyping information from scattered folders or emails.
Reporting drawn from the case file
Re-integration reports and final reports are prepared from what has been recorded during the trajectory. The adviser checks and sends them, so the report matches the case file and no medical information ends up where it should not.
Demonstrable for the quality mark
Trajectories, deadlines and client satisfaction data are kept in a structured way, so you can easily supply the figures for the client audit and the client satisfaction survey of the Blik op Werk quality mark.
How we build software for your re-integration agency
We work step by step and involve your advisers, occupational experts and privacy officer early on. From a thorough exploration of your services, clients and reporting flows through to go-live and ongoing management, every step is aimed at software your team understands, trusts and can demonstrably use with care.
We map out your services: which UWV and second-track trajectories you deliver, who you report to and which stages each trajectory involves. Together we determine which data and permissions are needed, and what can safely be left out.
We design the case file model, the trajectory structures and the permissions model with data minimisation and privacy by design as the starting point, along with the approach for reporting templates, logging and retention periods.
We build in short iterations with automated testing and monitoring. You see working versions along the way and steer priorities and how well the software fits the practice of your advisers.
Controlled go-live with data validation and a safety net, followed by ongoing management and further development as you add new services or as client requirements change.
What re-integration agency software actually does
We tailor every application specifically to your services, clients and way of working. Below are the features we most often deliver for agencies carrying out re-integration, career guidance and job coaching.
Intake & care plan
A structured intake that records objectives, background and agreements, followed by a care plan suited to the chosen trajectory type. The adviser starts with a complete picture and the client knows which steps come next.
Time logging per trajectory
All coaching hours are recorded per trajectory and per activity. This gives insight into how time is spent, forms the basis for invoicing the client and provides the justification needed in reporting.
Coaching & contact moments
Session notes, agreements and follow-up actions per client, with deadline tracking so that a contact moment or reporting date is never missed. The adviser updates progress and control remains visible.
UWV reporting
The reintegration report and final evaluation are prepared from the case file using fixed templates, so the case manager only needs to check and complete them. Only work capacity and employability are covered, with no medical information.
Pathway types and deadlines
Services such as Werkfit, Naar werk, modular services, job coaching and the second track each have their own stages, mandatory fields and deadline monitoring. This keeps you in control of progress and of the reporting moments in each pathway.
Management information and satisfaction
Aggregated insight into ongoing pathways, processing times and placement results, plus the satisfaction data that the quality mark requires. This supports your business operations and keeps the quality of your service visible.
Who we build reintegration agency software for
Reintegration and career guidance are delivered by different organisations, each with its own role and clients. For each of them we build software that fits their services, their reporting obligations and their collaboration with other parties.
Reintegration agencies
Agencies that deliver UWV pathways and the second track and report on each pathway to their client. The software supports intake, guidance, time recording and mandatory reporting in one traceable case file.
Career and job coaching organisations
Organisations that offer career guidance and job coaching, often with a client contact system for short lines of communication. The software keeps pathways, appointments and outcomes clearly organised for each client.
Occupational health specialists
Occupational health specialists who assess work capacity and employability and advise on suitable work. With the right data separation, they can work with functional information without unnecessary access to health data.
Municipal implementers
Organisations that guide participation trajectories on behalf of municipalities. See also our software for municipalities for the steering and accountability side towards the municipality.
Technology and integrations
We build with a modern, maintainable web stack and integrate, where it adds value, with the systems you already use. For a reintegration agency this often means integrations with your accounting or invoicing package for time registration, with calendar and email for contact moments, and with reporting templates that match the client's requirements. We set up every integration with data minimisation, so that only what the trajectory requires is exchanged.
If you carry out labour value assessments for clients, there is our software for recording labour value assessments.
Why choose Appfront for your reintegration agency software?
Appfront builds custom software and always starts with a thorough analysis of your services, clients and way of working. Reintegration software must not only be technically sound, but also fit the care and reporting obligations your team works within.
We build in privacy by design and data minimisation from the architecture onwards, and we write clear documentation so that your own team or a future supplier can understand and manage the software. No black box, but transparent code and clear agreements on access control, logging and administration.
We work in design and development sprints and involve your case managers in practice, so that decisions during the build are made quickly and on a sound basis. This results in software that fits how your agency actually works.
See also our broader services: building custom software, software for municipalities and, for the occupational health and absence side, software for occupational health services. Any questions? Get in touch with us.
- Custom software tailored to your services and clients
- Client tracking system with case management and one file per client
- Time registration per case as the basis for reporting and invoicing
- Reporting templates for UWV and other clients
- Built for UWV pathways and the second track
- Support for the requirements of the Blik op Werk quality mark
- Privacy by design for health-sensitive data
- Role-based authorisation and comprehensive audit logging
- Clear documentation your team can read and manage
- Ongoing maintenance and further development as your service grows
Security and privacy for reintegration agency software
A reintegration process involves health data, which counts as special category personal data and is subject to strict requirements under the GDPR. The principle in the sector is clear: medical data belongs with the occupational physician, while a reintegration agency works with functional information about capacity for work and employability. We build that principle into the software, with data minimisation, authorisation based on role and necessity, and separation of data between staff and clients. This means not everyone automatically sees every file.
We apply encryption in transit and at rest, use retention periods suited to reintegration data, and record every access and change in comprehensive logging, so it is traceable who viewed which file. Interfaces used by clients are made accessible in line with WCAG 2.1 level AA. We document data flows and authorisations so that your record of processing activities stays complete and you can demonstrate control.
Read more about our security approach: information security policy and vulnerability disclosure policy. Discuss your situation without obligation via our contact form.
- GDPR-compliant processing of special category personal data
- Functional information in the file, not medical diagnoses
- A documented lawful basis for each data flow
- Encryption in transit (TLS 1.2+) and at rest
- Role-based access and least-privilege principles
- Separation of data between staff and clients
- Complete audit logging of access and changes
- Retention periods aligned with reintegration data
Frequently asked questions about reintegration agency software
Answers to the questions we most often receive about custom software for reintegration and career guidance.
Reintegration agency software, often called a client tracking system in the sector, supports the full process an agency manages: from referral and intake, through activities, interview notes and time registration, to the mandatory reporting to the client. It keeps one file per client and ensures support is demonstrably and traceably delivered. Because health-sensitive data is involved, privacy by design is central, and reporting records only capacity for work and employability, never a medical diagnosis.
We configure the software for the pathways your agency delivers. For UWV, this includes services such as Werkfit maken, Naar werk, the Modulaire diensten, Praktijkassessment and jobcoaching, each with its own structure and reporting point. We also support the second track for employers under the Wet verbetering poortwachter, where a sick employee is helped into suitable work with another organisation. Each pathway type gets the right stages, mandatory fields and deadline monitoring.
Providers submit a report to UWV for each pathway. By recording all activities, contact moments and coaching hours throughout the pathway, the software can largely pre-fill the reintegration report and final report based on standard templates. The case manager stays in control and checks before submission. This saves retyping and keeps the report consistent with what is recorded in the file, without any medical information ending up in it.
Yes. Many clients, including UWV and municipalities, ask for the Blik op Werk quality mark. Part of that is a client audit with a customer satisfaction survey, carried out by research agency Panteia. We can set up the software so that the data you need for the audit and the satisfaction survey is recorded in a structured way and is easy to supply. Quality marks such as Noloc and OVAL also set requirements for record-keeping, and we can support those too.
We build custom software. Off-the-shelf packages exist for the sector, but reintegration agencies differ in the programmes they offer, in how they report to different clients, and in how they work with occupational experts and job coaches. Custom software fits your way of working rather than the other way round, and can grow with you as you add new services or as the requirements of UWV or the quality mark change. After an initial consultation, we decide together which functionality matters most and the order in which we build it.
Health data is special category personal data, for which the GDPR sets strict requirements. The sector standard is that medical data stays with the occupational health physician, and a reintegration agency works only with functional information about capacity for work and employability. We build that principle into the software: data minimisation, role-based access, a retention period suited to reintegration records, and complete logging of who views which file. This way you can demonstrably comply with the GDPR.
Yes. We regularly take over existing applications, including ones built by another party. We review the architecture, the data model, authorisation, logging and security, document the setup and propose improvements. From that point we can take on integrations, reporting templates and monitoring, or modernise step by step towards a maintainable situation.
Ready to have your re-integration agency software built?
Tell us which programmes you run and where you run into trouble, from intake and coaching to time registration and reporting to UWV or the municipality. We are happy to think along about programme structure, integrations, privacy and the requirements of the quality mark. In a no-obligation first conversation you will get a clear picture of what custom software that suits your agency could look like.