Manage Cases
Manage Cases is selected from Focus | Manage Cases | Manage CasesManage Cases. It allows the Duty Supervisor to Edit Cases and Change Owner. Permissions to manage cases are set up in Tools | Security | User Group PermissionsUser Group Permissions.
The Manage Cases panel lists the cases in the form of a tree, showing the Case Reference Number and the name of the Child/Young Person and whether they are related to a general (Child), Fostering or Adoption case:
2009SYS000111 {Child: Name of Child}
2009SYS000222 {Fostering: Name of Child}
2009SYS000333 {Adoption: Name of Child}
When the page is first accessed the tree is expanded. Click on a minus sign to collapse the tree or click on a plus sign to expand the tree to reveal additional cases. Alternatively the tree can be expanded and collapsed by clicking the Action button and selecting Expand All or Collapse All.
If an Applicant is ‘de-registered’ via the Chronology screen the case will remain open and the Application will be shown in Manage Cases, with both names of the Applicants.
If an Applicant is made Inactive, the System will identify him/her as Inactive.
To close an Application from Manage Cases insert a tick and right click on the record to Edit Case; this will open the Case Details.
If the Application has been set to a status of Registered you will only be able to do this if there are no children allocated to the Carer/s and the Carer/s have be de-registered.
If the Application has a pre-registration status then the Case can be closed with the Application Status set to ‘Application closed before registration’.
If you choose to delete an Application the system will remove the Case from the Manage Cases screen and the history of the Case from the history table.
Case Generation Wizard
The Case Generation Wizard is launched when a new Adoption Application or Fostering Application is saved.
It also appears as part of the process for creating a new Contact Record i.e.when a Supervisor enters the Action Taken.
For existing Fostering or Adoption Cases, or Contact Records that do not have a Case Reference Number, to assign the CRN you need to create a New Case.
The Wizard takes you step by step to assign a Case for an Adoption or Fostering Application.
Clicking the Next button at each stage will open the next window of the wizard.
Clicking Next on the initial Welcome window will open the Create Case window, which will display the Family Name and Given Name for Applicant 1 and Applicant 2. The Start Date will automatically be populated, but can be changed.
The next window displays the Team structure, showing the Posts and People assigned to those Posts within the Team. You must select the owner to whom you wish to assign the new Case. To do this click on the user name and the icon will change to a tick.
The next window gives you the option to Assign Case owner as a Professional Involved, although this is not mandatory.
The final window of the wizard gives a Summary of the Case Details. Click Finish to save the Case.
This will add the Digital Signature of the selected owner of the Case and place it in the My Cases panel on My Home Page.
Relationships – Case Notes
When a Case Note is created the system allows you to provide details of potential siblings in the Relationships panel.
Use the Show/Hide Relationships button, 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’.
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 Case Note and click the Generate button. A confirmation will appear
“The Case Note will also be generated for:
Surname, Forename (Age ym)
Surname, Forename (Age ym)
Each time a Social Worker creates a Case Note for each child in a family, the Relationships panel will contain the details of all siblings set up when the Case Note was created.
When these Case Notes are Generated for ‘Relationships’ they can be viewed by clicking on Windows at the top of the screen. Each Case Note must be saved individually. If there are any errors, a message will be displayed at the bottom of the screen; open the Case Note, enter the missing details and Save.
If any information needs to be added to the Case Notes at a later date you can use the Copy Forward button to add the details to other records having a ‘relationship’ with the Subject. Click the button to open the Copy Forward – Case Note of <Name> to Relationships panels. Select the required Relationship/s and Generate. A message box will confirm:
This Case Note will be copied forward to
- <Name> [<Relationship>]
Do you wish to Continue?
Click OK. Save the Case Note(s).
Edit Case
To edit a case highlight the required record, click on the Action button and select Edit Case. This opens the Case Details window with the Case Reference Number in the title bar.
Details are included for Case Reference Number, Start Date, End Date, End Reason (active when End Date is added), Case Owner and a flag to show Elected. Only the Start Date, End Date and End Reason can be edited. Click Save.
If a change is made to the Start Date this will show on My Home Page | My Cases when the Refresh button is clicked. If a change is made to the End Date then the case will be removed from My Cases.
The Case Owner cannot be edited here. This can only be changed in Change Owner.
Any changes made to the Case Details will be displayed in the Case History panel below.
Change Owner
To change the ownership of a case click in the empty box to insert a tick. Inserting a tick against the Duty Supervisor will select all the cases in that branch of the tree.
Click on the Action button and select Change Owner. This opens the Manage Case Owners window, in the form of a tree, showing the Establishments and People assigned to each establishment. When the page is first accessed the tree is expanded. Click on a minus sign to collapse the tree or click on a plus sign to expand the tree to reveal additional people.
The List of Selected Cases appears in the lower panel.
Select a person to be the new case owner and the icon will change to a tick. Click Save.
Although the cases are shown in the List of Selected Cases a case can only be viewed via Show Cases.
Show Cases
In order to view a case highlight a Case Reference Number or click in an empty box to insert a tick. Multiple cases can be selected by checking the Duty Supervisor box.
Click on the Action button and select Show Cases. The selected cases will appear in the lower panel. To view a case click on the Case Reference Number. This will open the Chronology.
Case Reference Number (CRN)
There are three types of Cases: Fostering, Adoption and Child. Each Case is given a system generated Case Reference Number (CRN) as a unique identifier which is to be used throughout an episode.
When a Contact Record is created for a Child the system allows the user to create a new CRN. If an open CRN already exists it is not possible to create a new one.
CRNs are auto-populated when a new Exemplar (Standard Form) is created (if the CRN is Mandatory).
For a Child Case only, the CRN is allocated according to whether it is generated using the Case Generation Wizard or in an Exemplar.
A Child may already have multiple CRNs for the same episode and Local Authorities must choose an open CRN as the Elected/Master CRN.
- Case Generation WizardCase Generation Wizard
The Case Generation Wizard appears as part of the process for creating a new Contact Record. It is not possible to create a new CRN if a Child already has an Open Case.
How a CRN is allocated
- the 'Create a new Case' tick box is only visible if the Child does not already have an open CRN
- if the Child only has one open CRN then this will be selected by default
- if the Child has more than one open CRN you will be able to select the CRN to use
- if the Child has many open and closed CRNs you will only be able to select an open CRN. The check box for closed CRNs is disabled, but they will still appear in the list
- if the Child only has closed CRNs then the 'Create a new Case' tick box will be visible, but you will not be able to select a closed CRN
- if an open CRN does not exist, the Case Generation Wizard will not prompt for the creation of a case, you will be able to proceed to the end of the wizard to automatically generate a CRN
- ExemplarsExemplars
When a new exemplar instance is created the CRN is auto-populated, if the CRN is Mandatory. It is not possible to create a new CRN if a Child already has an existing exemplar instance.
How a CRN is allocated
When a new exemplar instance is created:
- if a Child only has one open CRN the system will automatically populate the Case Reference Number field
- if the Child has only one open CRN and has one or more closed CRNs then the open CRN will be auto-populated and the dropdown list will list all the closed CRNs
- if the Child has multiple open CRNs then the CRN will not be auto-populated. You will be prompted to select a CRN from the dropdown list
- if the Child has multiple open CRNs and one of these has the Elected flag switched to true this CRN will be auto-populated.
- if a CRN does not exist for the Child then you will be prompted to create a Contact Record and a CRN before progressing:
A CRN cannot be found – Create a Contact Record to create a CRN
When an existing exemplar is updated:
- the CRN will remain as the one defined when the exemplar instance was created, the dropdown will list all the CRNS, open and closed, so you can select an alternative CRN if required
- CRNs are displayed with an 'Open' or 'Closed' caption to make it easier to identify closed CRNs
Re-Open Cases
It is possible to re-open a Case through Focus | Manage Cases | Manage Cases. This path may be different if the Menu has been customised This functionality, however, is only available for Fostering and Adoption Applications.
On selecting the Re-open Case function the system will display a search screen to enter detailsdetails for the Case Enquiry.
Select the appropriate Case by double-clicking the record or highlight and Open In New Window to show the Re-Open Case Details {nnnn_nnn}.
Enter the Re-open Start Date, select a Reason for Re-open, and use the icon to select a Case Owner. The Case Owner will become the Key Worker/Pofessional Involved.
Click Save.
The re-opened Application, showing both names of the Applicants will be displayed in the Manage Cases panel. The Application does not have to have a status of ‘Register’ before it is displayed.
The case owner assigned when the Case is re-opened will be displayed on the Professional Involved panel on the application associated to the case.
Re-opening a Case will generate a Case Note to be displayed on the Chronology screen.
Case Enquiry (Manage Cases)
The Case Enquiry screen is opened from the Re-open Case button. It allows you to search for closed cases in Manage Cases.
Enter information for Case Reference Number, Case Start Date, Case End Date, Case Owner, Person ID or Enquiry ForEnquiry For.
The search will return a list matching any criteriacriteria entered, for you to select from. Details of each record can be seen in the lower panel by selecting the Open icon, you can then use the Next and Previous icons to move to the previous or next item.
You may expand or collapse the Enquiry Search Criteria panel by clicking the Expand icon (the arrows on the icon will invert appropriate to the next available action). Clicking the adjacent down arrow gives you the option to Automatically Collapse following a searchsearch.
Select the appropriate Case by double-clicking the record or highlight and Open In New Window to show the Re-Open Case Details {nnnn_nnn}. The read-only Case Details are displayed: Case Reference Number, Start Date, End Date, End Reason and Case Owner.
Enter the Re-open Start Date, select a Reason for Re-open, and use the icon to select a Case Owner. The Case Owner will become the Key Worker/Professional Involved.
Click Save.
The person selected as the Case Owner should be mapped to a person in the system; otherwise it is not possible to assign them as a Professional Involved.