Case Notes

Permissions for Case Notes are assigned via Tools | Permissions | User Group Processes. In the Main Business Processes dropdown box, select Case Notes.

The Case Notes functionality groups all the case notes in a single screen via the Links panel.

Case notes are created depending whether the case notes relate to:

  • a Child case
  • a Fostering case
  • an Adoption case
  • an EHCP case

The Case Note Detail panel contains information about any Relationships for the Subject. The button appears as Show/Hide Relationships depending if you wish the relationships to be seen. If you do not want the relationship panel to be seen on any screen for a particular user, click the dropdown arrow and uncheck ‘Always show relationships panel’.

As well as Case Notes, relationships can also be managed via Contact Record, EHCP, Exemplars and Social Network.

Click the New button to create a new case note. Use the Refresh button to update the panels when any changes have been made.

On the Case Note panel, Case Reference Number, Establishment and ICS-Confidential are only required for ICS case notes.

Service Team and Case Note Details are mandatory fields.

Case Notes can be Cloned. But only the Case Note Details, i.e. Date, Time, People Present, Case Note Summary, Event Type and Case Note Detail are cloned. The Subject Details, Service Team and Application/Registration Summaryare not copied, allowing you to search for a new child, student, carer or adopter. For ICS, the Case Reference Number is not copied. 

For ICS users, if you wish the case note to be confidential select the ICS-Confidential check box.

Both signed and unsigned case notes can be cloned. When a signed case note is cloned the Sign Off panel remains blank.

Click the Set ACL button to assign ACLsACLs  Access Control Lists for each individual case note.

Alerts can be set up against the Case Note Details. Clicking the Alerts icon opens the Alert Messages dialog for the current record, displaying existing messages and allowing you to add new messages. These messages are displayed when the person record is opened.

Clicking the Workflow button enables you to Add a Workflow item.

Click the Export/Print button to open the Export Case Notes AsExport Case Notes As  Export Fostering Case Notes As / Export Adoption Case Notes As window to export the contents in XML format to your local PC or a Network location. A message will be displayed asking you, 

Do you wish to create a new Case Note to record this export?

Respond appropriately. Click the Refresh button to update the Case Note Details.

  • Export/Print Child Case NoteExport/Print Child Case Note

    The following information is exported/printed: Case Notes For: (name), Start Date, Created Date, Created By, Last Updated Date, Last Updated By, CRN, Event Type, Case Note Summary

    Clicking Export/Print from Edit exports/prints the following information: Subject Details, CRN, Date, Time, Event Type, People Present, Case Note Summary, Case Note Detail and Sign Off details.

  • Export/Print Fostering Case NoteExport/Print Fostering Case Note

    The following information is exported/printed: Application Ref. Number, Start Date, Created Date, Created By, Last Updated Date, Last Updated By, Event Type, Case Note Summary.

    Clicking Export/Print from Edit exports/prints the following information: Application /Registration Summary, Application Ref Number, Case Reference Number, Carer 1 Details, Carer 2 Details, Date, Time, Event Type, People Present, Case Note Summary, Case Note Detail, Sign Off.

  • Export/Print Adoption Case NoteExport/Print Adoption Case Note

    The following information is exported/printed: Application Ref. Number, Start Date, Created Date, Created By, Last Updated Date, Last Updated By, Event Type, Case Note Summary.

    Clicking Export/Print from Edit exports/prints the following information: Application /Registration Summary, Application Ref Number, Case Reference Number, Adopter 1 Details, Adopter 2 Details, Date, Time, Event Type, People Present, Case Note Summary, Case Note Detail, Sign Off.

The History lists all the Case Notes relating to the Child, Fostering Application or Adoption Application in columns: Start Date and Time, Created Date and Time, Created By, Last Updated Date and Time, Last Updated By, CRNCRN  not required for Fostering or Adoption, Event Type and Case Note Summary. Click on the Date/Time to view the Case Note details, these are listed in chronological order with the latest at the top.

Before you can Delete a Case Note you will be asked for confirmation. Anyone may delete an unsigned Case Note, but only System Administrators can delete signed Case Notes. Deleting a Case Note will add an item to the Audit Trail.

A Linked Document can only be attached once the Case Note has been saved. This can only be done in the New/Edit Case Note screen and will only relate to the associated Case Note.

When you have made any changes to the Case Note click the Save button.

Case Notes (Child)

The Child Case Notes are accessed via Focus | Person/ICS Person | Links panel.

In a Case Note (Child) the Subject Details section displays the following information about the Child:

  • Title
  • Family Name
  • Given Name
  • Gender
  • Date of Birth

You cannot edit the Subject Details unless the Case Note is cloned. To make changes to the child’s details click on the ICS Person Details in the Links panel.

An Event Filter will allow you to filter the results using Events Between datesEvents Between dates  To Date = System Date / From Date =System Date minus 1 calendar month, Event TypeEvent Type  Case Notes Export, Case Re-opened, Case Summary, Chronology Export, Email From, Email To, Fax From, Fax To, Home Visit, Letter From, Letter To, Manager’s Comments, Meeting, Office Meeting, Telephone From, Telephone To and Case Reference NumberCase Reference Number  can select individual, all CRNs or none. 

The Case Notes are displayed in the Case Note Details.panel. Highlight a Case Note in the History to display the Case Note Details.

Case Notes (Child) Details

The Case Note Details displays the Case Notes panel. This information reflects the data that is recorded in the History:  below the panels 

  • Case Reference Number
  • Key Event
  • Event Type
  • Service Team (mandatory)
  • Created By
  • Date and Time
  • People Present
  • Case Note Summary
  • Case Note Detail
  • Linked File

The Case Note panel is read-only. If you need to make changes then you must use the New/Edit functionality, or if you have the required permissions click on Edit.

  • Case Reference Number – select from dropdown.
  • Key Event – select if the event is a key event. This information is displayed on the chronology.
  • Event Type – select from dropdown.
  • Service Team – select from browse.
  • Created By – automatically populated when record is saved.
  • Date – select from dropdown calendar.
  • Time – entered automatically, but can be edited.
  • People Present – free text field up to 150 characters.
  • Case Note Summary – free text field up to 150 characters.
  • Case Note Detail – a free text field with memo functionalityfunctionality Undo, Redo, Font Format, Alignment, Cut, Copy, Paste. A Spell-Checker is also available. A memo field can be expanded to fill the screen, edited and then returned to its previous size and placed within the form/screen. 
  • Linked Files - displays whether a case note has a linked file associated with it.

 The user should enter a Case Note Summary when they create a Case Note, however, if they do not populate this field then the system will pick up the first sentence of the Case Note Detail field and use this as the Summary. The system will only automatically populate the Summary field if the user saves the Case Note without entering any data in that field.
If the first sentence is longer than 150 characters then only the first 150 characters will be used.
The system will identify if there is a full stop in the first 150 characters, if one exists the system will copy the text up to the full stop. If a full stop does not exist the full 150 characters will be copied to the Summary.

The Sign Off panel is available for the Digital Signature.

The Cloned Details panel will allow you to identify where a case note was Cloned From, Last Cloned To, Date Cloned From and Date Last Cloned To.

After creating or editing a Case Note you must save the Case Note and then Save the Child’s record.

When a Case Note is created/edited it appears in the History, which is displayed below the panels. It displays the following information in columnscolumns  click on a column header to sort: 

  • Date and Time
  • Open (displays as Edit if changes are required)
  • Key Event
  • Case Note Summary
  • Event Type
  • CRN
  • Linked Files
  • Created Date and Time
  • Created By
  • Last Updated Date and Time
  • Last Updated By

ACLsACLs  Access Control Lists will restrict which Case Notes appear in the History. If Users, Posts, Groups or Service Teams do not have Read Summary permissions granted to them then the Case note Summary will not appear in the History. Trying to access a Case Note without permissions will display the following message:

            User does not have access to this entity

When the Case Note is printed it will show details for:

Case NoteCase Note Subject’s Details, Case Reference Number, Date, Time, Event Type, People Present, Case Note Summary, Case Note Detail, Sign Off

Case Notes (Fostering)

The Fostering Case Notes are accessed from Focus | Fostering | Fostering Application | Fostering Case Notes in the Links panel.

In Fostering Case Notes the Subject Details section is called the Application/Registration Summary and displays the following information:

  • Application Reference Number
  • Current Status
  • Case Reference Number (CRN)
  • Carer 1Carer 1 Surname, Forename, Principal Address, Gender, Date of Birth, e-mail Address, Primary Contact Number and Mobile number
  • Carer 2Carer 2 Surname, Forename, Principal Address, Gender, Date of Birth, e-mail Address, Primary Contact Number and Mobile number

You cannot edit the Application/Registration Summary unless the Case Note is cloned. If you need to make changes to the Foster Carer’s details click on the Details icon to access the ICS Person Details. If you need to make changes to the Foster Application this will need to be done through the Fostering Application Link.

An Event Filter will allow you to filter the results using Events Between datesEvents Between dates  To Date = System Date / From Date =System Date minus 1 calendar month, and Event TypeEvent Type  Case Summary, Email To, Email From, Home Visit, Letter To, Letter From, Manager’s Comments, Meeting, Office Meeting, Telephone To, Telephone From, Chronology Export, Case Re-opened, Case Note Export. 

The Fostering Case Notes are displayed in the Fostering Case Details panel.

Case Notes (Fostering) Details

The Fostering Case Details displays the Case Notes panel. This information reflects the data that is recorded in the History:  

  • Event Type
  • Date
  • Time
  • People Present
  • Case Note Summary
  • Case Note Detail - mandatory

The Case Note panel is read-only. If you need to make changes then you must use the Edit functionality.

  • Event Type – select from dropdown
  • Date – select from dropdown calendar
  • Time – entered automatically, but can be edited
  • People Present – free text field up to 150 characters
  • Case Note Summary – free text field up to 150 characters
  • Case Note Detail – a free text field with memo functionalityfunctionality Undo, Redo, Font Format, Alignment, Cut, Copy, Paste. A Spell-Checker is also available. 
    A memo field can be expanded to fill the screen, edited and then returned to its previous size and placed within the form/screen.     

The user should enter a Case Note Summary when they create a Case Note, however, if they do not populate this field then the system will pick up the first sentence of the Case Note Detail field and use this as the Summary. The system will only automatically populate the Summary field if the user saves the Case Note without entering any data in that field.
If the first sentence is longer than 150 characters then only the first 150 characters will be used.
The system will identify if there is a full stop in the first 150 characters, if one exists the system will copy the text up to the full stop. If a full stop does not exist the full 150 characters will be copied to the Summary.

The Sign Off panel is available for the Digital Signature.

The Cloned Details panel will allow you to identify where a case note was Cloned From, Last Cloned To, Date Cloned From and Date Last Cloned To.

After creating or editing a Fostering Case Note you must Save the Case Note and then Save the Fostering record.

When a Fostering Case Note is created/edited it appears in the History, which is displayed below the panels. It displays the following information in columnscolumns  click on a column header to sort: 

  • Start Date and Time
  • Case Note Summary
  • Event Type
  • Created Date and Time
  • Created By
  • Last Updated Date and Time
  • Last Updated By
  • Open (displays as Edit if changes are required)

ACLsACLs  Access Control Lists will restrict which Case Notes appear in the History. If Users, Posts, Groups or Service Teams do not have Read Summary permissions granted to them then the Case note Summary will not appear in the History. Trying to access a Case Note without permissions will display the following message:

            User does not have access to this entity

When the Case Note is printed it will show details for:

Fostering Case NoteFostering Case Note Application /Registration Summary, Application Ref Number, Case Reference Number, Carer 1 Details, Carer 2 Details, Date, Time, Event Type, People Present, Case Note Summary, Case Note Detail and Sign Off

Case Notes (Adoption)

The Adoption Case Notes are accessed from Focus | Adoption | Adoption Application | Adoption Case Notes in the Links panel.

In Adoption Case Notes the Subject Details section is called the Application/Registration Summary and displays the following information:

  • Application Reference Number
  • Current Status
  • Case Reference Number (CRN)
  • Adopter 1Adopter 1 Surname,  Forename, e-Mail Address, Principal Address, Primary Contact Number, Mobile, Gender, Date of Birth, Relationship, Status
  • Adopter 2Adopter 2 Surname,  Forename, e-Mail Address, Principal Address, Primary Contact Number, Mobile, Gender, Date of Birth, Relationship, Status

The Application/Registration Summary cannot be edited unless the Case Note is cloned. If you need to make changes to the Adopter’s details click on the Details icon to access the ICS Person Details. If you need to make changes to the Adoption Application this will need to be done through the Adoption Application Link.

An Event Filter will allow you to filter the results using Events Between dates,Events Between dates,  To Date = System Date / From Date =System Date minus 1 calendar month and Event TypeEvent Type  Case Summary, Email To, Email From, Home Visit, Letter To, Letter From, Manager’s Comments, Meeting, Office Meeting, Telephone To, Telephone From, Chronology Export, Case Re-opened, Case Note Export. 

The Adoption Case Notes are in the Adoption Case Details panel.

Case Notes (Adoption) Details

The Adoption Case Details displays the Case Notes panel. This information reflects the data that is recorded in the History:  

  • Event Type
  • Date
  • Time
  • People Present
  • Case Note Summary
  • Case Note Detail - mandatory

The Case Note panel is read-only. If you need to make changes then you must use the Edit functionality.

  • Event Type – select from dropdown
  • Date – select from dropdown calendar
  • Time – entered automatically, but can be edited
  • People Present – free text field up to 150 characters
  • Case Note Summary – free text field up to 150 characters
  • Case Note Detail – a free text field with memo functionalityfunctionality Undo, Redo, Font Format, Alignment, Cut, Copy, Paste. A Spell-Checker is also available. 
    A memo field can be expanded to fill the screen, edited and then returned to its previous size and placed within the form/screen. 

The user should enter a Case Note Summary when they create a Case Note, however, if they do not populate this field then the system will pick up the first sentence of the Case Note Detail field and use this as the Summary. The system will only automatically populate the Summary field if the user saves the Case Note without entering any data in that field.
If the first sentence is longer than 150 characters then only the first 150 characters will be used.
The system will identify if there is a full stop in the first 150 characters, if one exists the system will copy the text up to the full stop. If a full stop does not exist the full 150 characters will be copied to the Summary.

The Sign Off panel is available for the Digital Signature.

The Cloned Details panel will allow you to identify where a case note was Cloned From, Last Cloned To, Date Cloned From and Date Last Cloned To.

After creating or editing an Adoption Case Note you must Save the Case Note and then Save the Adoption record.

When an Adoption Case Note is created/edited it appears in the History, which is displayed below the panels. It displays the following information in columnscolumns  click on a column header to sort: 

  • Start Date and Time
  • Case Note Summary
  • Event Type
  • Created Date and Time
  • Created By
  • Last Updated Date and Time
  • Last Updated By
  • Open (displays as Edit if changes are required)

ACLsACLs  Access Control Lists will restrict which Case Notes appear in the History. If Users, Posts, Groups or Service Teams do not have Read Summary permissions granted to them then the Case note Summary will not appear in the History. Trying to access a Case Note without permissions will display the following message:

            User does not have access to this entity

When the Case Note is printed it will show details for:

Adoption Case NoteAdoption Case Note Application /Registration Summary, Application Ref Number, Case Reference Number, Adopter 1 Details, Adopter 2 Details, Date, Time, Event Type, People Present, Case Note Summary, Case Note Detail and Sign Off