Contact Record
The Contact Record is an Exemplar which is hard coded into the system.
A Contact Record is created when a subject is identified that may require assistance. It is a record of any contacts made by or on behalf of a child/young person and family.
A new Contact Record can be set up or you can search for an existing record. Existing Contact Records are retrieved through the Manage Contact Records area or through the Chronology | Event Type | Contact Record.
The Workflow details the process of using the Contact Record.
Contact Records can be generated for people who have a relationship to the Subject.
Workflow for Contact Records
A new Contact Record is completed with the required details. The record can be saved by entering a child/young person's name but you do not need to Match the Subject. If the Contact Record is being used as a Child Protection enquiry the Reason of Contact must be set to “Child Protection Plan Enquiry”. When this type of Contact Record is saved the system performs a series of actions which alert appropriate people of the enquiry.
The originator of the record selects one of four ActionsActions.
- No further action, which closes the Contact Record
- Passed on as referral, which marks the Contact Record for inclusion in the Duty Supervisors Screen
- Provision of information/advice, which closes the Contact Record
- Referral to other agency, which closes the Contact Record
If a Contact Record is Passed on as referral it will appear under My Referrals on My Home Page of the Duty Supervisor and also under My Referrals against a person listed under the Post that the record was assigned to.
The Duty Supervisor will read the Contact Record in My Referrals, which lists all the Contact Records that have Action Taken as Passed on as referral, but which are not yet Signed Off.
If the Child/Young Person has not been matched the Duty Supervisor will attempt to Match the Subject or create a new Child/Young Person.
Once matched, the Duty Supervisor will decide whether to create a new Case or to allocate this Contact Record to an existing Case. A new case is created via Chronology.
The Duty Supervisor will assess the Contact Record and then will select one of four possible Supervisor ActionsSupervisor Actions.
- Accepted as referral
- No further action, which closes the Contact Record
- Provision of information/advice, which closes the Contact Record
- Referral to other agency, which closes the Contact Record
If Accepted as referral, when the Duty Supervisor clicks the Sign Now button a digital signature is applied and a Case Reference Number (CRN) is allocated.
The Contact Record will now appear in the Social Workers My Cases on My Home Page.
The originator of a Contact Record can open the record from Manage Contact Records and make modifications to correct any errors, if the record has not been Passed on as referral.
Passed on as Referral
When a Contact record is created and the selected Action Taken is Passed on as Referral, the record is displayed as a hyperlink in the My Referrals list on the Home Page. Clicking the hyperlink will open the original Contact record as a Referral Details record. The information will be read-only in many areas, eg Date of Contact, Created on, Additional Details, but other areas may be edited.
The person completing the original Contact record may have saved it with a typed in name, before this can be signed-off the subject of the Referral must be matched to a person on the One database.
Before the Referral Details can be added to My Cases the Supervisor Action panel, at the foot of the report, must be completed by selecting Accepted as Referral and clicking Sign Now to add a digital signature.
The Referral record is added to the Person’s Chronology from where it may be edited if required.
Contact Record Details
The Contact Record Details (New Contact Record) panel is opened from Focus | Contact Record | New Contact RecordNew Contact Record or from Focus | Contact Record | Manage Contact Records. It allows you to enter a new record when any contact is made about a child/young person.
The Contact Record may be used as a Child Protection enquiry, in this scenario the Reason of Contact must be set to “Child Protection Plan Enquiry”. When this type of Contact Record is saved the system performs a series of actions which alert appropriate people of the enquiry.
A Wizard is available allowing you to move through each panel by clicking Previous or Next instead of scrolling down the page. Click Finish to save the information in a panel. Click the Wizard icon again to return to a scrollable form.
- Date of contact
- Whether the parent/carer is aware of the contact
- The child/young person's details. The Principal Address corresponds to the Default Address Type for ICS selected on the ICS Person Details.
- The details of the person making the contact
- The method of and reason for the contact
- The action to be taken and assigned to. The Action Taken/ Recommendation field is a Memo field
The details of the team, of the person, who has completed the contact record, can be recorded on the Subject Details panel. To make this information mandatory, a System Administrator must check the field labelled Contact Created By is mandatory field? via Tools | Administration | ICS Parameters.
Click the Search icon next to the Contact Created By field, to open the Establishment Definition Enquiry screen. Select an establishment.
When all the details have been entered click Save. This will take you to My Home Page. Click the Refresh icon and if the Contact is a Referral it will appear under My Referrals of the Duty Supervisor.
If there is a problem with the record it will not save and you will see an error message at the bottom of the screen next to the icon.
Relationships – Contact Record
When a Contact Record is created the system will provide details of potential siblings in the Relationships panel, which is displayed before the Subject Details panel.
Use the Show/Hide Relationships button, depending if you wish the relationship(s) 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’.
You can Add, Edit, view Details and Remove a ‘relationship’.
To enter a Memo you need to Edit the record and click the Memo button. Once the Memo has been saved the icon will display as red.
Select the people for whom you wish to generate a Contact Record and click the Generate button. A confirmation will appear:
The Contact Record will also be created for:
Surname, Forename (Age ym)
When Contact Records are Generated for ‘relationships’ they can be viewed by clicking on Windows at the top of the screen. Each Contact Record must be saved individually. If there are any errors, a message will be displayed at the bottom of the screen; open the Contact Record, enter the missing details and Save.
If the Contact Supervisor wishes to read the Contact Records of all the siblings these will be available on the Home Page in one batch.
If any information needs to be added to the Contact Record at a later date you can use the Copy Forward button to add the details to the Contact Record having a ‘relationship’ with the Subject. Click the button to open the Copy Forward – Contact Record of <Name> to Relationships panels. Select the required relationships and Generate. A message box will confirm:
This Contact Record will be copied forward to
- <Name> [<Relationship>]
Do you wish to continue?
Click OK. Save the Contact Record(s).
Manage Contact Records
Selecting Manage Contact Records opens the Contact Record Enquiry page.
Contact Record Enquiry
The Contact Record Enquiry panel is opened via Focus | Children's Social Care | Contact Record | Manage Contact RecordsManage Contact Records.
This lists all Contact Records created within a given date range, with the ability to load up a specific Contract Record from the list. When opened the End Date defaults to the system date and the Start Date is seven days prior to this.
To find the required record set the Start and End dates as required or enter a full or partial description into one or more of the following search fields - Person Family Name, Person Given Name, Agency Name, Contact Family Name, or Contact Given Name. The Reason for Contact, Action Taken and Supervisor Action Taken fields may also be used as search criteria by selecting from the available drop-down lists.
Clicking Search will return a list of Contact Records matching the selection criteria.
Double clicking on an item in the list or clicking Open in New Window will open the Contact Record Details, displaying the Child/Young Person's name and the date of Contact, in a new scrollable window. The details are now read only.
If the record you require is not on the list click New to set up a new Contact Record.
Child Protection Contact Enquiry
The Child Protection Contact Enquiry is accessed via:
- Focus | Contact Record | New Contact Record.
- Focus | Contact Record | Manage Contact Records | Search.
A Child Protection Contact Enquiry record provides a practitioner, e.g. Key Worker, with the facility to inform an enquirer if the child or young person of whom they are enquiring, is protected and if the Council with Social Services Responsibility (CSSR) has received previous enquiries about the individual. For this purpose all Child Protection Enquiry Contact records are stored in the database.
When a Contact Record is used as a Child Protection enquiry the Additional Details | Reason of Contact must be set to Child Protection Plan Enquiry.When this type of Contact Record is saved, One performs a series of actions which alert appropriate people and adds a Child Protection Event to the child’s record. A Child Protection Enquiry report dialog is displayed which details the results of the investigation.
The system automatically generates:
- a Contact Event, shown on the Child Protection Details page and the Chronology.
- a Contact Enquiry Event is added to the child’s Chronology.
- a message is added to the key worker’s Workflow Messages on the Home Page and the designated managers of children, other than the subject identified in the enquiry process.
- Child Protection Contact Enquiry Report DialogChild Protection Contact Enquiry Report Dialog
The dialog displays the Name and Address of the Child/Young Person in question, the Result of Enquiry and any Additional Comments.
The enquiry will not report on a child whose protection is administered by another Local Authority unless the child protection record has been added manually on the Child Protection Details page.
The message displayed will vary according to the information available.
If the child is protected, the name of the key worker (if assigned) will be shown.
Active Child Protection Record; Key Worker <Name>.
The following message indicates that the system has other enquiries about the child stored in the database.:
Previous Protection Enquiries Exist.
Where the CPP is controlled by another Local Authority the CSSR will be included in the Result of Enquiry.
(CSSR = <LA Name>) - Child Protection Contact Enquiry RecordChild Protection Contact Enquiry Record
To display the Child Protection Contact Enquiry Record, click the View/Edit hyperlink from the Workflow Messages panel on My Home Page or the Child’s Chronology (Date column). This enables you to view read-only details of the Contact Enquiry made about a child for whom you are the key worker or designated manager.
The View Contact Record dialog consists of the following panels:
- Feedback Message: displays the User Name, Date/Time of contact enquiry and message details given to the enquirer.
- Subject Child Events: displays the contact events generated, related directly to the enquired-after child. These show From, To, Date/Time and the Message, which includes the name of the subject.
- Associated Children Events: this is a list of children associated with the subject, e.g. living at the same address,. If they are the subject of an event by association, an event is added to the Child’s Chronology.