CRISSP and CRIS Fundamentals



00000000CRISSP and CRIS FundamentalsFor Service ProvidersUpdated December 2018457200010172700Department of Health00Department of HealthCRISSP and CRIS FundamentalsFor Service ProvidersUpdated December 2018To receive this publication in an accessible format email Learning@dhhs..auAuthorised and published by the Victorian Government, 1 Treasury Place, Melbourne.? State of Victoria, Department of Health and Human Services December 2018Except where otherwise indicated, the images in this publication show models and illustrative settings only, and do not necessarily depict actual services, facilities or recipients of services. Where the term ‘Aboriginal’ is used it refers to both Aboriginal and Torres Strait Islander people. Indigenous is retained when it is part of the title of a report, program or quotation.Available at user guide is provided to assist service providers with fundamental skills required within both the CRISSP and CRIS programs. It is designed to be used in conjunction with these additional user guides:CRISSP Placement and SupportCRISSP KinshipCRIS Contracted Case ManagementCRIS and CRISSP both have the same basic functionality and the login credentials of the user determines which components of CRIS or CRISSP they have access to. For ease of identification, CRIS screens have a blue header and CRISSP screens have a red header. Screen shots within this user guide have been taken from within CRISSP, and so the header where included will reflect this. Throughout this user guide the program name will be referred to as CRIS(SP) to reflect both CRIS and CRISSP.Use of this GuideThis user guide contains information on several fundamental features of CRISSP and CRIS. It should be used in conjunction with the following user guides.GuidePurposeIntended AudienceCRISSP Placement and SupportDescribes how to use CRISSP to record client information pertaining to Placement and Support. It includes:Create a clientCreate a P&S CaseService Provision for Placement and SupportLooking After Children (LAC DimensionsAccepting a DHHS Placement ReferralCreate a PlacementUpdate Residency and CaregiversCaregiver Reimbursement DocumentsEssential Information RecordCare & Placement PlanPlacement ClosureP&S Case ClosurePlacement and Support workersContracted Case Manager CRIS User GuideDescribes how to perform CRIS functions specific to contracted case managers. It includes:The 360 Degree ViewCase ComponentsCRIS DocumentsCase Practice Quick ReferenceCase Practice: InformationCase Practice: AnalysisCase Practice: PlanningCarer AuthorisationCase Practice: ActionsRecord MeetingsCreate Placement ReferralClient ExpenditureContracted Case ManagersContracted kinship workersKinship: CRISSP user guideDescribes how to perform CRISSP functions specific to kinship workers. It includes:Kinship Information & AdviceKinship Family ServiceKinship Placement Establishment Support (including Care and Placement Plan and Essential Information Record)Kinship workersContents TOC \h \z \t "Heading 1,1,Heading 2,2" The Banner PAGEREF _Toc531963026 \h 10Purpose PAGEREF _Toc531963027 \h 10Links on the Banner PAGEREF _Toc531963028 \h 10Launch Page PAGEREF _Toc531963029 \h 11Purpose PAGEREF _Toc531963030 \h 11Commonly used launch page icons PAGEREF _Toc531963031 \h 11Customise the Launch Page PAGEREF _Toc531963032 \h 12Customise Tables and Lists PAGEREF _Toc531963033 \h 14Purpose PAGEREF _Toc531963034 \h 14Customise the contents of a list PAGEREF _Toc531963035 \h 14Manipulate list records PAGEREF _Toc531963036 \h 15Access Help PAGEREF _Toc531963037 \h 16Purpose PAGEREF _Toc531963038 \h 16Access Help PAGEREF _Toc531963039 \h 16Filter help by role PAGEREF _Toc531963040 \h 17View Help Topics PAGEREF _Toc531963041 \h 18See It! Help Mode PAGEREF _Toc531963042 \h 18Try It! Help Mode PAGEREF _Toc531963043 \h 19Do It! Help Mode PAGEREF _Toc531963044 \h 20Print It! Help Mode PAGEREF _Toc531963045 \h 20CRIS(SP) Time out PAGEREF _Toc531963046 \h 20Deactivation of inactive workers PAGEREF _Toc531963047 \h 21Use My Clients list PAGEREF _Toc531963048 \h 21Purpose PAGEREF _Toc531963049 \h 21Use links in My Clients list PAGEREF _Toc531963050 \h 21Alerts PAGEREF _Toc531963051 \h 22Purpose PAGEREF _Toc531963052 \h 22Business Guidelines PAGEREF _Toc531963053 \h 22Review of Alerts PAGEREF _Toc531963054 \h 23Create an alert PAGEREF _Toc531963055 \h 23Authorise an alert- Team Leaders only PAGEREF _Toc531963056 \h 26Review an alert PAGEREF _Toc531963057 \h 27Close an alert PAGEREF _Toc531963058 \h 28Person Details PAGEREF _Toc531963059 \h 29Purpose PAGEREF _Toc531963060 \h 29Edit Person Details PAGEREF _Toc531963061 \h 29Record client death PAGEREF _Toc531963062 \h 32Case Overview PAGEREF _Toc531963063 \h 33Access the Client Case PAGEREF _Toc531963064 \h 33Navigate Case Components PAGEREF _Toc531963065 \h 33The Quick Access Toolbar PAGEREF _Toc531963066 \h 34Relationship Component PAGEREF _Toc531963067 \h 34Purpose PAGEREF _Toc531963068 \h 34Access Relationships PAGEREF _Toc531963069 \h 35Add a relationship or role PAGEREF _Toc531963070 \h 35Edit the person details of a related person PAGEREF _Toc531963071 \h 38View and access all clients in a relationship with a person PAGEREF _Toc531963072 \h 38Copy Address PAGEREF _Toc531963073 \h 39End Relationships/Roles PAGEREF _Toc531963074 \h 40Create a Case Note PAGEREF _Toc531963075 \h 41Purpose PAGEREF _Toc531963076 \h 41Commence a quick note PAGEREF _Toc531963077 \h 41Commence a Case Note PAGEREF _Toc531963078 \h 41Case Note Quick Reference PAGEREF _Toc531963079 \h 43Case Note Quick Reference for Contracted Case Managers PAGEREF _Toc531963080 \h 44Attach documents to a case note PAGEREF _Toc531963081 \h 45View case notes PAGEREF _Toc531963082 \h 46View case notes in Note Summary PAGEREF _Toc531963083 \h 46CRIS(SP) Documents PAGEREF _Toc531963084 \h 46Purpose PAGEREF _Toc531963085 \h 47The enhanced document generation screen PAGEREF _Toc531963086 \h 47Types of text in the document template pane PAGEREF _Toc531963087 \h 48Create a document PAGEREF _Toc531963088 \h 50Generate an Enhanced Document Generation document PAGEREF _Toc531963089 \h 50Generate a Crystal Reports Document PAGEREF _Toc531963090 \h 52Create a new document version PAGEREF _Toc531963091 \h 53Finalise a document PAGEREF _Toc531963092 \h 54Notes and Documents Filters PAGEREF _Toc531963093 \h 54Filter Notes & Documents PAGEREF _Toc531963094 \h 55Looking After Children (LAC) Dimensions PAGEREF _Toc531963095 \h 56Purpose PAGEREF _Toc531963096 \h 56Access the LAC dimensions PAGEREF _Toc531963097 \h 56The LAC Health Summary PAGEREF _Toc531963098 \h 56Enter Medicare and Health Care Numbers PAGEREF _Toc531963099 \h 57Record a General Practitioner PAGEREF _Toc531963100 \h 57Record complex medical needs PAGEREF _Toc531963101 \h 58Record a Disability PAGEREF _Toc531963102 \h 60Add Other Health Information PAGEREF _Toc531963103 \h 62Emotional & Behavioural Development PAGEREF _Toc531963104 \h 63Education PAGEREF _Toc531963105 \h 64Update the education level PAGEREF _Toc531963106 \h 66Family and Social Relationships PAGEREF _Toc531963107 \h 67Record Identity Information PAGEREF _Toc531963108 \h 69Record Social Presentation Information PAGEREF _Toc531963109 \h 70Record Self Care Skills PAGEREF _Toc531963110 \h 70The Looking After Children processes and timelines flow chart PAGEREF _Toc531963111 \h 72Create & Work with Person Groups PAGEREF _Toc531963112 \h 73Purpose PAGEREF _Toc531963113 \h 73Create a new Person Group PAGEREF _Toc531963114 \h 73Add a person(s) to an existing Person Group PAGEREF _Toc531963115 \h 76Activate an existing Person Group PAGEREF _Toc531963116 \h 76Remove a member from a group PAGEREF _Toc531963117 \h 77Group save address & phone details PAGEREF _Toc531963118 \h 77Make a person group inactive PAGEREF _Toc531963119 \h 78Sexual Exploitation Information Component PAGEREF _Toc531963120 \h 79Access the Sexual Exploitation Information Component PAGEREF _Toc531963121 \h 79Add a Sexual Exploitation Quarterly Profile PAGEREF _Toc531963122 \h 79Record details of a person of interest (POI) PAGEREF _Toc531963123 \h 81Submit the sexual exploitation quarterly profile for review PAGEREF _Toc531963124 \h 83The BannerPurposeAlso known as the Universal Navigation Bar, the banner is accessible from every page in CRIS(SP). It gives quick access to many essential references and search screens, as well as providing the means to sign out of CRIS(SP).Links on the BannerThe banner at the top of the page is available on all pages of CRIS(SP). Note that the available links will vary depending on your role.HomeReturns to the launch page. Practice ManualAccess to the Practice Manual for child protection workers.SearchAllows you to search for a client (Contracted case managers cannot search for clients)My Team ClientsAble to access the list of all clients in the provider groups you are registered with for quick access to their files. WorklistDisplays work items that need to be actioned.SupportProvides access to a support page with frequently asked questions, the sandbox environment and user guides.DirectoriesDisplays the Department of Human Services Directory page to provide easy access to:Victorian Government DirectoryFederal Government DirectoryHuman Services DirectorySearch for servicesContact information for the servicesHSDSearch of the human Services DirectoryPrivacy PolicyOutlines the Privacy Policy in relation to CRIS(SP) use.Sign OutUse this link to sign out of CRIS(SP) and to ensure that you don’t have any issues logging back in from having open sessions.CRISSP Placement and Support bannerCRIS Contracted Case management bannerLaunch PagePurposeThe Launch page contains three key components that provide access to different areas of CRIS(SP). The icons access non-client specific featuresMy Clients provides access to allocated clientsMy Reports enables team leaders to view reportsCommonly used launch page iconsThe summary below details the purpose of each icon, what it is used for and who is most likely to use it. It is a good reference guide when you are getting started with CRIS(SP) and when your work role changes.IconFunctionForSearch for clients and create new clients within CRIS(SP). Intake workers are most likely to use this icon to create new clients.All usersEach user has an individual Worklist where they receive client related messages. These can be system generated or sent manually by other staff. The Worklist should be checked regularly for messages.All usersWorkers and managers can use this section to manage their caseload and to view information relating to provider groups, worker caseloads and allocations.All usersAll usersKinship workers use Running Sheets to keep a record of Information and Advice Activitites.All usersManagers and workers can run available reports from this section.ManagersDisplays all reports you have run in a set period.ManagersThis is where managers and team leaders can view and manage all referrals within their region.Managers/team leadersCreate & maintain details for residencies and caregiversAll usersFind meetings for specific clients i.e. case conference,All usersAllows managers to reallocate multiple clients to a new worker and/or provider group.ManagersView your CRIS(SP) details, your access, your manager, location, provider groups.All usersView access all clients allocated to your team/provider group.All usersPolice checks due this week, next week, next month.All usersCreate and view person groups, grouping together clients with a common need/requirement/activity.All usersCustomise the Launch PageThe Launch page can be customised to contain different tables of data which can be ordered in the way that most suits your job role.On the Launch Page, select the Content hyperlink.Select the items to be displayed on the CRIS(SP) Launch Page.Select .Team Leaders and above should select My Reports.To set the order in which items are displayed on the Launch Page select Personalise Layout from within the Personalise Content screen, or select Layout from the Launch Page.74803056832500ORThe location of a component or pagelet in the Left Column list determines the order in which it is displayed on the launch page. Select a component from the Left Column list, and then use the arrows to move the component up or down the list.Select Use the Return to Home link to return to the launch page.Customise Tables and ListsPurposeMany tables and lists in CRIS(SP) can be customised. Columns can be hidden, the order of the columns can be changed and the way data is sorted can be set.Customise the contents of a listSelect Customise in the header of the table or list.To hide a column, select the name of the column from the Column Order list, and then select the Hidden check box.To change the order of columns select the name of the column from the Column Order list and then select the up or down arrows to move the column to its desired location.Note that where a list has more than one tab, the tab name will display with the word Tab in front of it in the column order. Any column names listed after a tab name will appear on that tab. To move a column to a different tab, use the up or down arrows until that column sits under the desired tab. In the example shown, the Added By column currently sits on the User Details tab. If it is moved above the Tab User Details item, it will display on the Case Note Details tab.To set a sort order, select the name of the column from the Column Order list and then select the right arrow to move the column to the Sort Order list. The default sort order is ascending order; to change this to descending order, select the descending check box.To freeze columns to the left side of the table so that they remain visible when scrolling to the right side of the screen, select the name of the column from the Column Order list, and select the frozen check box.Note that all columns listed above the selected column name will also be frozen.Select to view the table on this screen.Select to save changes.Manipulate list recordsSelect the column heading to temporarily sort that column in ascending order. Click on the column heading again to sort it in descending order.Use Find to quickly search for a record in the list. This does not filter the list, rather it puts matching records first in the listDifferent tables display different numbers of records by default. Use the View All option to view all records for that list.Select the left or right arrows, to scroll through records.The First and Last links navigate to the first, or last records in the list.Select the download to excel icon to download the contents of the list to an Excel spreadsheet.Access HelpThe online help available within CRIS and CRISSP has not been updated for several years and is not intended to be updated in the future. It can be useful for learning how to perform basic functions that have not changed significantly.Note it is not recommended that Contracted Case Managers use help for functions relating to case practice, as the Permanency for Children changes have not been incorporated.PurposeOnline Help in CRIS(SP) contains help files from both CRIS and CRISSP which can be displayed in different modes:See It: demonstrates how to do a task with minimal input from the userTry It: demonstrates how to do a task with the user participating in the demonstrationDo It: provides on screen instructions above the normal CRIS(SP) screenPrint It: Prints instructions. Beware, the printouts are large and should only be used as a last resortAccess HelpSelect the Help link in the top right of your screen.On some screens it may be necessary to scroll across to see the link.Filter help by roleThe Help files in CRIS(SP) are used by all programs.Set a role to filter for help files specific to that role.In the help screen, select the My Roles link.Select the appropriate program and press OK.Note that Contracted Case Managers should select CRISSP Contracted Case Management and Placement and Support workers should select CRISSP Common & Generic.View Help TopicsWhen help is opened, it automatically displays help topics relevant to the page from which is was accessed. This is indicated by a tick in the checkbox next to Applicable above the list of help topics.To view all help topics, deselect the checkbox next to Applicable.To expand folders to view the help topics within select the icon.To view a topic, select the name of the topic.Introductory information about the topic is displayed in the pane to the right of the help topics list. Select the mode in which help is to be displayed from above the introductory text to start the help demonstrations. Each mode is described in more detail below.See It! Help ModeSee It! demonstrates the selected feature in a simulated environment. All the activities are automatically performed for the user to watch.The help animation plays automatically.To ‘pause’ the screen to read information, select the Pause link.This will change to Resume. Select Resume to continue. Select Enter on the keyboard if the See It! mode is too slow.To close the topic, select Actions and Close Topic or use the close cross in the top right corner of the help window.Try It! Help ModeTry It! Allows the user to interactively complete the steps in the selected process by following the demonstration prompts.Select Try It and follow the instructions; the steps will not progress until the instructions have been completedWhere a screen area is highlighted in red, there is a step to be completed.Where a screen area is highlighted in orange, the help topic is for information, read this and then select Enter to continue. Do It! Help ModeDo It! presents the user with a small window above live CRIS(SP) which guides them to perform each step in a particular process using their own live data.As data is being entered into the live system, this mode is designed for the user to work at their own pace.Written instructions are displayed in the top section of the help window, and accompanying screenshots are displayed below.Select the arrow to move to the next instruction.To change the size of the Do It! screen click and drag the bottom right corner of the help screen. Print It! Help ModePrint It! Allows the user to print the help topic. Use of this option is not recommended as each click in the process is a new page, which results in a very large document being printed.Note: Check number of pages before printing.CRIS(SP) Time outNote that CRIS and CRISSP have a time set after which they will time out. This time will depend on which system you are accessing and how it is being accessed. It is important to save all work regularly to ensure that no work is lost during a time out. The time out time is reset whenever there is an interaction with the CRIS(SP) server, meaning that a different area has been accessed, or some data has been saved. Typing into a field, or into a document does not interact with the server, and thus it is common to be timed out during these actions. The keyboard shortcut for saving in CRIS(SP) is ALT 1, or select the Save button at the bottom of the page, or on the quick access toolbar to ensure work is not lost.Deactivation of inactive workersTo ensure appropriate Security Access in CRIS(SP), workers who have not accessed CRIS(SP) for 60 days will receive an email warning that they are about to be deactivated. They then have 14 days in which to access CRIS(SP), either through normal procedures, or by selecting the link within their email warning to ensure continued access.When a worker is inactive for 60 days:An email warning is sent to them. The email will contain a link to the CRIS(SP) Launch page. The worker will need to select this link, or access CRIS(SP) through normal procedures within 14 days to ensure continued access.When a worker does not respond to their warning:If the worker does not access CRIS(SP) within the required timeframe, the following actions will occur:The worker will be de-activated from CRIS(SP)All of the worker’s Case Allocations will be de-allocatedThe de-allocated cases will be re-allocated to an available Team Leader within the same Provider Group. It is not possible to nominate which Team Leader is allocated where there is more than one team leader in the provider group.If access to CRIS(SP) is required again, the worker must re-apply for access.What should a Team Leader do?Team Leaders should continue to ensure that inactive CRIS workers have their cases re-allocated and request de-activation of such workers. Team Leaders must monitor their My Client’s List and Worklist for potential Case Allocations from de-activated workers.Use My Clients listPurposeTo provide CRIS(SP) users with instructions on how to access client information from within the My Clients list.Use links in My Clients listTo access the 360 Degree view of a client, select the client name link.To access the Case of a client, select the case link icon, or the Case ID link.To write a quick note for a client, select the Quick Note icon .AlertsPurposeTo provide a guide to creating, reviewing, and closing alerts.Business GuidelinesAlerts are grouped into four main types each of which have a series of sub types to further classify the alert. The four alerts are indicated by different icons as shown below: Worker Safety Client Risk Informational OtherEach alert type is set to default to a particular breadth of distribution depending on the degree of seriousness and likely relevance to other workers. Ensure that alerts are properly worded & legally compliant before they are disclosed on CRIS(SP).Alerts may require authorisation from a team leader before they display on CRIS(SP) depending on the users program area business rules.When an Alert is created and if applicable it has been authorised by a Team Leader, the relevant Alert icon will appear on the client’s 360 Degree view. There are three different levels of alerts available:Across My program (Level 1 Alert) Across All CRIS Programs (Level 2 Alert) CCL Common Client Layer (Level 3 Alert) The level will default depending on the type of alert. The system allows for the default level to be changed based on the particular circumstances as determined by programs.Client Risk alerts default to Level 1 informational or program-specific issuesInformational alerts default to Level 1 informational or program-specific issuesOther alerts default to Level 1 informational or program-specific issuesWorker safety alerts default to Level 3 address serious risks or issues i.e. Worker Safety concernsConfidentiality and privacy for information sharing must be carefully considered when registering an alert and determining Level type.Review of AlertsAlerts are subject to system generated review dates assisting with the issues of privacy, accuracy and up to date information. Alerts remain open until actively closed. By reviewing alerts, no client should have an alert listed against themselves or an associated person if they are no longer relevant. Review dates enable a worklist item to be sent to remind the case manager to review the alert. A case cannot be closed if an alert is Active. Create an alertFrom the Client’s 360 Degree View, select the Go To drop down menu on the right of screen.Select Add Alert and Go.Screenshot as per description in left columnIn the Alert Details box, select from the Type drop down box. There are four Alert Types;Client RiskInformationalOtherWorker SafetyFor Type: Client Risk the following Sub Types can be selected.For Type: Informational the following Sub Types can be selected. Note that some Informational alerts such as Address change are automatically created by the CRIS(SP) when a new address is entered.For Type: Other the following Sub Types can be selected. For Type: Worker Safety the only sub type is Worker Safety. The Level will default depending on the Type and Sub Type selected. A Review Date is mandatory. A Worklist item will be sent to the allocated worker to remind them to review the alert.When reviewing an alert, it is possible to close the alert or extend the review date. Provide a Description of the alert. To attach a document to an alert, e.g. a Medical Treatment plan, select Attach a file.Select Browse.Select the document to be attached.Select Upload.Enter a description of the attachment. Select Save.Repeat these steps to attach multiple documents to an alert.Some alerts (dependent on program area and level of alert) need to be authorised by a Team Leader/Supervisor. Where available, select the Authorised by lookup icon, and search for the Team Leader’s name.To search for the Team Leader/Supervisor who will authorise the alert, enter the name or initials of the Team Leader and select Search.Alternatively you can select Yes from the Team Leader drop down box and select search, which will bring up a list of all Team Leaders for your provider group. Select the hyperlink next to the Team Leader’s name.Select Save.Select to return to the client 360 degree view.Where authorisation of the alert is required, the Team Leader receives a worklist message requesting them to approve the alert.NB: Alerts will not be visible on the client’s 360 degree view until the Team Leader has authorised the Alert.ONLY once the Team Leader has approved the alert will it appear on the Clients 360 degree view. Authorise an alert- Team Leaders onlyTo authorise an Alert go to the Worklist and select the Alert requires your authorisation blue hyperlink.Review the details of the alert. Select Accept and then Save.You can add a comment to the alert the worker has created if required. Select Add Comment. Write your comment.Select Save. The Alert will be visible on the 360 view until it is closed. Review an alertA reminder item will appear on the worklist on the review date specified in the alert. Select Worklist in the CRIS(SP) banner. Select the Alert requires review link. Review the alert. If the alert needs to remain active, change the review date to a future date. Select Add Comment to add any comments and to record details of the review. If the alert is no longer relevant close the alert (see steps below). Select Save. Close an alertTo close an alert select the alert on the client 360-Degree View. Select the Close Alert button.Enter a description in Closed Reason.Select Save.Once an alert has been closed it can be viewed from the Alerts tab on the client’s 360 degree view. A summary of all Active, Pending, and Closed alerts are displayed on this tab. They can be filtered to display only Active, Closed, Pending or Rejected alerts. Person DetailsPurposeTo assist practitioners with assistance in updating and editing client name, address, contact details and demographics information from the client 360 view page. It is important that historical name and address information is not overwritten, always add new addresses or names and only edit the existing name or address to record an end date for it. Both clients and people listed in a client’s relationships component have person details.Edit Person DetailsFrom the client’s 360 degree view select the Person Details icon. To change the client’s details select the relevant blue hyperlink. In this example the address hyperlink is selected. To add a new address, select the Add New Address button. NB: The yellow Edit button should only be used to correct any typing errors, and when ending an address.Enter the address details:PurposeProperty NameStreet AddressSuburbSelect the Quick Address button. This will validate the address. Select Yes if the address is to be withheld, or No if the address is not to be withheld. A withheld address is not published in CRIS or CRISSP generated documents and are clearly marked as such for staff accessing them.Note that it is mandatory to complete whether an address is to be withheld or not, and whether a phone number is silent or not.To validate the address select the corresponding blue address hyperlink. The State, LGA (Local Government Area), and Region will auto-populate. Select a Residential type if known.Select Save.The address entered will appear in the address summary. Select the primary address check box to mark this new address as the primary address.To end the previous address, select the Edit button.Enter the address end date and select Save. A reminder will display about also updating the phone details if relevant.Any current addresses appear on the address summary page. The address history can be viewed by selecting View Address History.Add/edit further person details by selecting the appropriate link. Note that when editing the phone number, whether it is a silent number or not must be recorded.Record client deathOn the 360 degree view page, select the person details icon in the Profile box.In the Person page enter the mandatory fields of:Date DeceasedDate of Death AccuracyReason for Death Select the ‘Reason for Death’ via the drop down box from the following options:Accidental DeathHomicideNatural CausesSuicide UnknownSelect Save.A confirmation page opens.Select Yes.Select Save.Note that in some program areas the confirmation page will list a series of steps to complete, such as closing service provisions.‘**DECEASED** will display under Age in the client header.Upon entering deceased client information, an alert will automatically be created and is visible on the 360 Degree View.Case OverviewThe client case has many different components. Which components are displayed is dependent on the worker role.Access the Client CaseFrom the My Clients list, select the case link icon, or the Case ID link.Note that the case can also be accessed from the activity tree in the 360 degree view, but this link will have different names, and be in different folders depending on the type of case and so is not covered in this fundamentals user guide.Navigate Case ComponentsIt is possible to navigate between case components using either the navigation tabs at the top of the case screen, or using the links at the bottom of the case screen.Select the appropriate case component tab.The active component is dark blue.If the required component is not visible, use the Show following tabs icon to the right side of the tab component names.It is also possible to use the Show previous tabs icon to the left side of the tab component names.Another option is to click on the navigation links at the bottom of the case screen. All links are displayed, although it may be necessary to scroll to the right of the screen to see them all.The active component has no underline.The Quick Access ToolbarAll case components, and several other parts of the CRIS(SP) display a quick access toolbar. Whilst the icons available vary for different workers, the main icons are displayed below.Save data entered in current screenRefresh the current screenAccess the 360 degree view of the current clientSend a message to a CRIS(SP) user from within CRIS(SP)Access the Case Allocation component of the client caseAccess Client DetailsAccess Client AppointmentsAccess Consent recordingRelationship ComponentPurposeTo assist practitioners to enter client relationships and roles into CRIS(SP). All family members, professional networks, guardians and other associated persons are managed within the Relationships Component in CRIS(SP). One person may be recorded as having multiple roles and a relationship with a client.Access RelationshipsNavigate to the Relationships component in the client’s case. This will take you to the Relationships Summary Table. By default, only active relationships are visible. Use the Relationship Status Filter to display the following types of relationships within the client’s file:ActiveAll (Active and Historic)Historic Add a relationship or roleTo add a new role or relationship, select the Add button.It is possible to record a role, relationship or role and relationship at the same time. The example used here demonstrates how to add a relationship.In Add New Role/Relationship screen enter the following information via the drop down boxes:Add new role/relationshipStart DateRelationship (or Role) CategorySelect Relationship (or Role).Select the search name icon to search for the person you want to add to the relationship or role.Search for the relationship by entering the person’s details and select Search. Note that it is important to search for the person before creating to avoid creating duplicate records for a person. If the person has previously been entered into CRIS(SP) then they will appear in the Search Results. Select the blue hyperlink in the client ID column to populate the person’s details into the client’s file. If no results are returned select When creating a new associated person enter as much information as possible including:PrefixFirst name Last nameDate of BirthSexAddressPhone numberSelect the Quick Address button to validate the address.Note that it is mandatory to record whether an address is withheld, and whether a phone number is silent. Withheld addresses and silent numbers do not populate into CRIS or CRISSP documents, and are emphasised to staff.Select the blue hyperlink to verify the address.NB: If there is no matching address result (e.g. RMB address) then select the Cancel button. The LGA and postcode will populate upon validation of the address.Select the OK button.The person details entered will populate into the Add New Role/Relationship pageSelect Save to save the relationship information to the client file.13982701590040003221990161353500The role/relationship will be visible in the Relationships Summary Table. Edit the person details of a related personFrom the Relationship Summary Table select the Person Details icon, in the row of the person whose details are to be edited.298132546164500A secondary window will open.Select the blue hyperlink relevant to the changes that need to be made.Enter the relevant changes as per REF _Ref448753998 \h Edit Person Details on page PAGEREF _Ref448754005 \h 29.View and access all clients in a relationship with a person Many workers can view and access all clients in a relationship with a person. A contracted case manager cannot view other client records unless allocated. They will also see a Responsible for Harm Icon for some relationships on a client file, instead of the related persons icon . If they see this icon, they should consult with Child Protection to understand the nature of this and assess any impact of this for the client.Navigate to the Relationship Component.Select the related person icon in the summary table.All clients with a relationship to that person will be displayed.In this example, Tom Jones (Father) is also the Father to Cloudy Knight.Select a client’s name hyperlink to access their 360 Degree View.Copy AddressSelect the relationship you wish to copy an address to.Select the Copy Address button.Select who you wish to copy the details from.Select which details you wish to copy. That is:AddressPhoneComplete the start date and select the Copy button.A prompt will appear stating that the address has been copied successful. Select OK.End Relationships/RolesSelect the checkbox in the End column in the row of the role or relationship to be ended.The end date column will become visible and default to the current date. Edit this if necessary; it is possible to backdate if required.Select Save.Relationships which have been ended are no longer displayed in the Relationship Summary Table by default.Use the Relationship Status Filter to view Active, All or Historical Relationships within the Relationships Summary Table.Create a Case NotePurposeThis guide assists CRISSP Placement and Support, how to create a Case Note for a client. There are three ways to create a case note:Via Quick notes available on My Clients list, Note Summary and Case Component.Via Notes and Documents component at case levelVia component specific, for example within a placement or service provision. Commence a quick noteQuick notes are case notes that are created using a quick icon within CRIS(SP). The data entry screen is slightly different, but once saved they are the same as any other case note.Select the quick note icon on the:My Clients list on Launch Page. The Client’s Case componentThe Note Summary componentORORCommence a Case NoteAccess the Notes & Documents tab of the client case, or of a specific component in CRIS(SP) like Placement.Select Create: NoteComponent: Case (For Contracted Case Managers, the component will default to, and should be left as Protection Order)Go.or For CRISSP, Placement and support workers, note that Case notes entered in the open placement component are viewable by DHS child protection practitioners in CRIS as these are a shared DHS case note.Case Note Quick ReferenceSelect the note typeUse the lookup icon to select the Provider groupEnter the subject of the case noteEnter the event date and event time. Use the icons as shortcuts:Choose a dateEnter the default dateTake one day off the entered dateEnter the current timeSelect to create a new blank case note for the client.Case notes default to a status of Open. It can be set to Final (read only) or entered in error.Restore text will activate if there has been a system save (one hourly) and you can then restore text if your session has timed out.Enter the case note details within the Summary field.Expand the summary boxSpell checkAttach a document to a case note. A Description of the attachment must be entered. Files can only be up to 1MB.A case note may require action or approval.Use the mode to help with filtering notes.Save the case noteSelect the note typeUse the lookup icon to select the Provider groupEnter the subject of the case noteEnter the event date and event time. Use the icons as shortcuts:Choose a dateEnter the default dateTake one day off the entered dateEnter the current timeSelect to create a new blank case note for the client.Case notes default to a status of Open. It can be set to Final (read only) or entered in error.Restore text will activate if there has been a system save (one hourly) and you can then restore text if your session has timed out.Enter the case note details within the Summary field.Expand the summary boxSpell checkAttach a document to a case note. A Description of the attachment must be entered. Files can only be up to 1MB.A case note may require action or approval.Use the mode to help with filtering notes.Save the case noteCase Note Quick Reference for Contracted Case ManagersSelect the note typeUse the lookup icon to select the Provider groupEnter the subject of the case noteEnter the event date and event time. Use the icons as shortcuts:Choose a dateEnter the default dateTake one day off the entered dateEnter the current timeSelect to create a new blank case note for the client.Restore text will activate if there has been a system save (one hourly) and you can then restore text if your session has timed out.Enter the case note details within the Summary, Details, Case Planning Decision(s) and Safety & well being statement fields. field.Expand the data entry boxSpell checkAttach a document to a case note. A Description of the attachment must be entered. Files can only be up to 1MB.A case note may require action or approval.Use the mode to help with filtering notes.Select one or more categories for this noteCheck this box if a key decision has been madeSelect the note typeUse the lookup icon to select the Provider groupEnter the subject of the case noteEnter the event date and event time. Use the icons as shortcuts:Choose a dateEnter the default dateTake one day off the entered dateEnter the current timeSelect to create a new blank case note for the client.Restore text will activate if there has been a system save (one hourly) and you can then restore text if your session has timed out.Enter the case note details within the Summary, Details, Case Planning Decision(s) and Safety & well being statement fields. field.Expand the data entry boxSpell checkAttach a document to a case note. A Description of the attachment must be entered. Files can only be up to 1MB.A case note may require action or approval.Use the mode to help with filtering notes.Select one or more categories for this noteCheck this box if a key decision has been madeAttach documents to a case noteAttachments can be added to a Case Note when the case note is first created, or at a later stage. Select the Attach a File button in a case note.In the Browse and Upload screen, select the Browse button.Select the file to attach and select Open.Select the Upload button.Enter a description for the attachment and select Save.Note that multiple case notes can be attached to a file, but this should be articulated clearly in the Subject field, so that other users know to access the note to select multiple attachments. It is advised that contracted case managers do not attach multiple attachments to the one case note, as when child protection perform a bulk print, only one attachment will be included.View case notesCase Notes can be accessed through the Notes & Documents component of a case and in the Note Summary component of a case. Both of these components contain filter fields that are linked, so if criteria are changed in Notes & Documents, then they change in the Note Summary as well, and vice versa. How to filter notes and documents in the Notes & Documents component is discussed on page PAGEREF _Ref451522587 \h 55.View case notes in Note SummaryAccess the client case.Select the Note Summary tab.Select the Text icon to view the contents of the case note in the Text Details pane.Open the case note using the subject link.View any attachments using the Print/View icon.CRIS(SP) DocumentsCRIS(SP) contains a number of documents that combine information already stored into CRIS(SP) and data that is entered into dynamic fields by the user during document creation. Each Notes and Documents component contains a unique set of documents and there is nowhere in CRIS(SP) where these are all displayed as one large list. Ensure that you are creating the document in the correct component if the document you require does not appear. There are two types of documents in CRIS(SP):Enhanced document generation (EDG) documentsCrystal Report documentsOnce documents are generated, they appear as attachments on a case note.All documents are accessible from within the Notes and Documents component of a client’s case. Documents created from within other components are also accessible from within the Notes and Documents tab of the item from which they were created.PurposeThis guide provides practitioners with an overview of how to create and manage documents and reports within CRIS(SP).The enhanced document generation screenThere are three key areas of the Enhanced Document Generation (EDG) screen. The Navigation Pane gives quick access to all data entry fields within the document. The Document ID pane shows the name of the document and has buttons that enable the user to perform actions on the document. The Document Template Pane displays the document in context for data entry.Document Navigation PaneThe Document Navigation Pane enables quick access to all the editable fields and text boxes within the Document Template Pane. Select a hyperlink to display that editable field in the dynamic screen and thus avoid the need for to scroll up or down to find fields.The icons displayed in the document navigation pane indicate whether a field is mandatory, and whether any data has yet been entered into that field.IconMeaningMandatory data, not yet enteredMandatory data enteredNon-mandatory data, not yet enteredNon-mandatory data enteredDocument ID PaneThe Document ID Pane displays the name of the current document. It also contains the following five buttons: Used to generate the document and make it accessible from Notes & Documents Used to save the information in the dynamic fields Used to save the information in the dynamic fields and return to the Notes & Documents screen Used to return to the Notes & Documents screen without saving any changes Used to preview the finished document in a new windowDocument Template PaneThe Document Template Pane contains instructions to the user, data entry fields and application fields where data will auto-populate from data entered elsewhere in CRIS(SP). These are discussed in more detail in the next section.Types of text in the document template paneThere are five types of text in the Document Template pane, fixed text, instructive text, editable fields, editable grids and application fields. The use and appearance of each are discussed in detail below.Fixed TextFixed text is text that remains static in the generated document and the EDG Dynamic Screen. This text cannot be edited by the user. It is always displayed in black, 10pt Verdana font.Instructive TextInstructive text is displayed to give instructions to the user. It is only visible on the EDG Dynamic Screen. It is always displayed in blue, 10pt Verdana font. It does not appear in the previewed or generated document. Application FieldsApplication fields pull information directly from the CRIS(SP) application. The user does not have to update any information in the EDG Dynamic Screen for the fields to be populated on preview or generation of the document. These fields will display as brown coloured mapping references in the Dynamic Screen. The data will not auto populate until the document is previewed or generated.Editable FieldsEditable fields can appear as drop down fields or as text boxes. Large text boxes will display a toolbar that allows users to format text, enter bullet points or numbering, insert a table, spell check, cut, copy and paste, find and highlight.Editable GridsEditable grids are data entry fields that are presented in a table format. The user can specify the number or rows of data to be automatically populated into the document by using the +/- buttons at the end of each row in the grid. Only data that has been entered previously in CRIS(SP) (roles and relationships) will be displayed in the drop down list.Links Some documents contain links to other components of CRIS(SP) to enable users to update data to be used in the document without exiting the document screen. When the link is selected, a secondary window opens where data can be edited.Create a documentDocuments are created from within the Notes & Documents tab of the relevant component of the client case. Some documents are created from within the main Notes & Documents component of the case, but others can only be created from within a specific component. For example, referral documents are created from within the Referral component. Each time a document is created; information entered into that document for that client the previous time is displayed. This enables workers to edit previous information rather than re-enter information that has not changed, or that has changed minimally. If data has changed significantly, delete data from the field before entering new data.Access the client case and select the relevant Notes & Documents component.Select Document from the Create drop down list.If necessary select a provider group. Note that this field auto-populates if the user is only part of one provider groupSelect Select the Document Name hyperlink of the document to be created.Generate an Enhanced Document Generation documentEdit any existing data, or enter new data using the data entry fields as described in REF _Ref448135192 \h Types of text in the document template pane on page PAGEREF _Ref448135213 \h 48.Use to save the data regularly.When complete use to preview the document.A document does not appear in the Notes & Documents summary until it has been generated. It is good practice to generate a document after creating or editing it.To generate a document, select from the document creation screen or select from the document preview screen.ORSelect Document as the mode of the case note that the document is attached to.Select the relevant category for the case note.Save the case note. OR The document will now be accessible from the Notes & Documents component of the case.Generate a Crystal Reports DocumentComplete all relevant fields within the document Save regularly to prevent loss of work in the case of a time out. (The save button is located at the bottom of the screen).Use Save to save the data regularly.Use Save & Return to save the data and return to the case, without generating the document.Use Cancel to leave the document without saving any changes.A document does not appear in the Notes & Documents summary until it has been generated. It is good practice to generate a document after creating or editing it.To generate a document, select Generate.A message will appear outlining that the document is generating in the background.Select the OK button.These documents take longer to generate than the enhanced document generation style.To view or print the document you must wait until the document finishes processing. Whilst processing, an hour glass icon is displayed. It is possible to continue working whilst the document is processed. When you return to the Notes & Documents summary, the hour glass should have changed to a paper clip icon, indicating that processing is complete.Select the refresh icon in the top CRIS(SP) toolbar to refresh the current screen and see if processing is complete.Create a new document versionUntil the point where a document status is set as final, it is possible to generate several different versions of a document to update or edit any of the fields. Once one document version is set to final, all other versions are deleted. If a new document is created instead of a new version, a new Case Note is generated each time, and repeats of the document will appear in Notes & Documents. The new version button works for all documents, no matter how they are originally generated.Access the Notes & Documents component of the case, and locate the required document.Select the subject link of the document that a new version is to be created for.Scroll to the bottom of the case note, and select Create New Document Version.Update any information as required and then Generate the document.Note that the Attachments table of the case note will display one extra attachment, which is the latest version. Additional versions can continue to be created until the document status is changed to final.Save the case note. OR Finalise a documentWhen a document status is set to Final, no new versions of the document can be created, effectively ‘locking down’ the document. All previous versions of the document are automatically deleted when the status is changed to Final.Access the Notes & Documents component of the case, and locate the required document.Select the subject link of the document that is to be finalised.Scroll down to the attachments table in the case note. Select Final from the Document status menu.A message is displayed stating that if the document status is set to final, all previous versions of the document will be deleted, and the case note will become read only.Select to continue.The case note is locked and the document status is final. No new versions can be created on this case note. A new document of this type can be created as per REF _Ref448138034 \h Create a document on page PAGEREF _Ref448136264 \h 50 which will then appear on a separate case note within Notes & Documents.Notes and Documents FiltersClient documents can be viewed from within the Client Document Summary tab of the 360-Degree View, from within the Notes & Documents tab of the component in which they were created or, within the Notes and Components component of the case. There are several filters that can make locating documents within the Notes & Documents component simpler.The default filter for Notes & Documents is to display all notes and documents created in the 6 months prior to the most recent note or document. Several of the filter options, will only display options for which case notes or documents exist. The available filters are described in the table ponentFilter by the component that the document or note has been recorded under. Remember that as contracted case managers, you can only see notes and documents created in the protection order phase.Added ByFilter by the author of the note or document.Provider GroupFilter by the provider group (team) who created the note or document. This is useful when trying to locate notes created by your group, or trying to view notes created by child protection.Date FilterDrop down options are available for standard date filters, or specific dates can be entered.Note TypeView all notes or documents of a particular typeModeSelect the mode of the note or document. If a mode of Document is entered for all case notes with documents attached, or where documents were created in CRIS(SP), then this is a useful filter to view all notes with a document attached.DocumentSelect a document type to view all documents of this type. Useful to view all Quarterly reports, or all Case Plans.Note StatusSelect a status of a note or document.CategoryUse the category list to find all notes or documents of that category type.Filter Notes & DocumentsAccess the Notes & Documents tab of a client’s case.If the Filter Notes section is not visible, expand it by clicking on the arrow to the left of the Filter Notes header.Select followed by to remove any existing filters.Select options from the drop down lists for the relevant filters, and then select Apply Filter. Any notes or documents that match the specified filter(s) will display in the Note & Document Summary table.Note that the same filters apply to the Note Summary tab for filtering case notes only.Looking After Children (LAC) DimensionsPurposeTo provide CSO practitioners with a guide to entering Looking after Children (LAC) information in a client file. The LAC Dimensions cannot be printed individually, however the information entered into LAC areas populates into the Essential Information Record when the document is generated. With cases where a placement has been recorded via a CRIS referral, a warning message at the top of each LAC screen is visible. This informs that the DHHS child protection practitioner is able to view completed CRISSP LAC dimensions. CSO Practitioners are also able to view child protection CRIS LAC dimensions via the Placement screen in each client’s case where a placement exists.Access the LAC dimensionsAccess the client’s 360 Degree View. Open the yellow folder icon to access LAC Dimensions.Select a blue hyperlink to view and edit that LAC dimension.There are seven LAC dimensions:HealthEmotional & Behavioural DevelopmentFamily & Social relationshipsIdentitySocial PresentationSelf Care SkillsEach of these is discussed in more detail below.The LAC Health SummaryThe LAC Health Summary allows information to be recorded for each of the following areas:Medicare and Health Card numbersGeneral Practitioner Health Conditions DisabilityChildhood Illness Periods of HospitalisationCurrent Alerts – must be entered from the client’s 360 degree view page and will map in LACCurrent Aids and Appliances Health/Dental AssessmentImmunisations Substance Abuse Types Enter Medicare and Health Care NumbersThe top section of the LAC Health Summary provides links through to the National ID section of person details which is where a child’s Medicare and Health Care Card numbers can be recorded.Select either of the transfer to National ID Page icons, .Use the lookup icon to select the type of card. Enter the card number and expiry date. To add another card, select the plus icon on the right and repeat this process. Select Save.To return to the LAC Health Summary screen, select the green return arrow .Record a General PractitionerGeneral Practitioners are entered through the relationships component of CRISSP so when the details icon is selected, the relationship component is displayed.Select the details icon in the General Practitioner summary table. The Relationship component within CRISSP is displayed.Select the Add button to add a new general practitioner.Select a Role Category of Doctor. Select the appropriate role of that doctor.Note that anytime a person with a role of Doctor is recorded in the relationship component they will be visible in LAC, regardless of the Role that is selected.Note that the summary table only displays one record at a time by default. Look at the total number of records in the table on the right hand side of the header of the table. Use the View All link to view all records in the summary table at the one time.Record complex medical needsIf a child/young person has complex health needs, this must be indicated in the Health Conditions section of the Health LAC Dimension.Access the LAC Health Summary.Click on the View/Add icon in the Health Conditions table.Select whether the child has a complex medical need.Select the Condition lookup icon.Select the condition.Select the Complex Medical Needs check plete all other fields with appropriate information and save.Record a DisabilityChild Protection workers must record whether a child/young person has a disability before moving to a Protective Intervention or Protection Order Phase. CRISSP workers and CCM workers are able to update and add information to this part of the Health LAC dimension.Access the LAC Health Summary.Click on the View/Add icon in the Disability table.Select whether the child/young person has a disability.If the child has a disability, select whether they have an NDIA plan.Select the Disability lookup icon.Select the disability.Indicate whether the disability is the child’s primary disability.Record any comments around the disability and save.Record additional disabilities by selecting the add new row icon.Add Other Health InformationAll other health information is viewed and edited using the details icons in the summary tables.Click on the details icon in the appropriate Health area, to open the Health Summary screen. The Health Summary screen displays the following health areas on separate pages. Health ConditionsDisabilityChildhood IllnessesPeriods of HospitalisationAids and AppliancesHealth/Dental AssessmentImmunisationsSubstance AbuseHIV/AIDS StatusEach area can be accessed via the tabs across the top, or the navigation links below.Data in each of these components is entered using a combination of free text fields, drop down boxes and lookup.To record additional records for an area, select the plus icon. This ensures that information recorded is not overwritten. A new record opens to enter the information.To view all records for an area, use the View all link.Select Save.Emotional & Behavioural DevelopmentInformation regarding a significant event or change in the client’s emotional or behavioural development is recorded in the Emotional & Behavioural Development component of LAC.Select the Emotional & Behavioural Devel link in the Activity tree in the client’s 360-degree view.Select the details icon in the summary table.Enter the following information as required:Event DateDates EstimatedType of EventDetailsCurrent ImpactPrevious ImpactSelect Save.To record additional records select the plus icon. This ensures that information recorded is not overwritten. A new record opens to enter the information.To view all records for an area, use the View all link.Select Save.EducationThe client’s educational history is recorded in the Education component of the LAC. It is important to update this each year, changing the level of the child, and details such as whether they progressed or not.Select the Education link in the Activity tree in the client’s 360-degree view.If no facilities are listed, a new facility must be entered. Select the Add New Facility button.Note that periods of non enrolment, such as the client leaving school and being in training, can also be added using the Add New Non Enrolment button. Select the Education Facility from the lookup list.Note that the free text Education Facility field is used to record non primary, secondary and special schools that cannot be located in the lookup list. The address and phone details will automatically populate.Select the following:Withheld Facility (whether the facility details are to be withheld, as with child address and phone details)Type of FacilityAttendanceComments (if applicable)Enter the following information:LevelStart DateOutcome (Current/in progress)Select Save.The client’s absences can be recorded in the Exclusions/Absences table.The Find an early childhood service or school hyperlink links to a tool to assist in finding a childhood service or school in Victoria.When the link is selected, a secondary window opens and displays the Department of Education and Early Childhood Development website where it is possible to search for all childhood services or schools within Victoria.This information can be used to find out more details about a school if necessary.Update the education levelThe education level should be updated every year. Select the details icon from the summary of enrolments table in the LAC Education summary.Enter an end date for the most recent level.Select the Outcome from the drop down box e.g. ‘Completed and Promoted’. Select the plus plete the following:LevelStart date for the levelOutcome (Current/in progress)Select the View All link to see all education levels at the facility. The child’s education level history is displayed.Family and Social RelationshipsRelationships that have been entered in the Relationships component will be visible in Family and Social Relationships. It is also possible to view and update any LAC contact details from within this screen.Select the Family & Social relationships link in the Activity tree in the client’s 360-degree view.To update/add any relationships, select the Add/Update Roles/Relationships button. A secondary window will open and you can add/amend new relationships from the Relationship component.Select the View/Update LAC Contact Details button to add any Contact Information.In the LAC contact screen, first use the lookup icon to select the person with whom contact is to be recorded. Only people recorded in the relationships component will be available, but the Add Associated Person button can be used to add people from within the search screen. Complete the following information regarding the contact:Contact allowed?Contact StatusPolice Check CompletedDate effective (court order)Type of Contact – can select multiple types of contact on the one rowNote that Type of Contact changes to a hyperlink when the Date Effective is entered. To enter contact details for an additional relationship, select the plus icon to add a new row. Record Identity InformationSelect the Identity link in the Activity tree in the client’s 360-degree view.Record all relevant information relating to the client’s Identity:Country/City of Birth Indigenous Status (update this using the icon next to Update Indigenous Status to transfer to person details where this data is recorded)Australian CitizenshipEthnicity CultureImmigration Status, including details if Other is selectedFirst Year of Arrival if applicable Language spoken at homeEnglish spokenEnglish writtenEnglish understoodInterpreter Needed (update this using the icon next to Update Interpreter Needed to transfer to person details where this data is recorded)Signer/Interpreter TypeMarital StatusReligionHousehold TypeSelect Save.Record Social Presentation InformationSelect the Social Presentation link in the Activity tree in the client’s 360-degree view.Indicate whether the young person is engaged with any form of positive regular social activity with peers using the check box at the top of the screen.Enter information relating to the young person’s social activities in the Social Activities table. Note that there is a second tab, Additional Details that can be used to type in any extra information about that activity.Enter information about any special interests in the Special Interests table. Use the plus icon in the relevant table to add additional rows. Select Save.Record Self Care SkillsSelect the Self Care Skills link in the Activity tree in the client’s 360-degree view.Record any relevant milestone events for the client in the Milestone Events table. When the child is leaving care, a leaving record should be completed which must be linked to the current primary placement. Use the plus icon in the relevant table to add additional rows in either table. Select Save.The Looking After Children processes and timelines flow chart LAC processes commence once a child is placed in foster care or residential care. The following flow chart identifies the timelines and information/planning requirements of each stage.199834510311130Review of C&PP(Results in new C&PP and updates EIR)00Review of C&PP(Results in new C&PP and updates EIR)Every 6 MonthsEssential Information RecordEssential Information Record (EIR)Care and Placement Plan (C&PP)Review of Care and Placement PlanBegin Assessment and Action RecordReview of Care and Placement PlanA&AR SummaryIf under 5A&PRReview of C&PPIf under 5A&PRReview of C&PPIf over 5A&PRReview of C&PPIf over 5Review of C&PPEvery 12 MonthsWithin 10 months After 6 monthsWithin 1 monthWithin 14 DaysAt Placement -Before if planned placementWithin 4 monthsReview of Care and Placement Plan Decision to start Assessment and Action Record (A&AR)Every 6 MonthsEssential Information RecordEssential Information Record (EIR)Care and Placement Plan (C&PP)Review of Care and Placement PlanBegin Assessment and Action RecordReview of Care and Placement PlanA&AR SummaryIf under 5A&PRReview of C&PPIf under 5A&PRReview of C&PPIf over 5A&PRReview of C&PPIf over 5Review of C&PPEvery 12 MonthsWithin 10 months After 6 monthsWithin 1 monthWithin 14 DaysAt Placement -Before if planned placementWithin 4 monthsReview of Care and Placement Plan Decision to start Assessment and Action Record (A&AR)Create & Work with Person GroupsPurposeTo assist practitioners to manage Person Groups within CRIS(SP). A Person Group enables information to be group saved across a sibling group. Sibling groups enable group saves in the following areas:creation of a caseaddition of a funding sourcecreation of an intake phasecase notesperson detailsOnly case notes can only be saved against a person group, system generated documents pertaining to an individual, such as the EIR, cannot be group saved.For Placement and support workers, when a referral for a sibling group is received, the following should be completed:create each client create a person group prior to adding a P&S Case, Funding Source and Intake Phase. Create a new Person Group Create all the clients to be added to the person group first.Select the Person Group Search icon in a client’s 360-Degree viewOrSelect the Person Group Search icon on the launch page.OREnter a client’s surname and select Search.For families with hyphenated surnames search under each surname. If the search returns no results, this means that client is not a member of a group. Select Create New Person Group hyperlink.Enter the following into the Person Group Create page:Group Name: Family nameGroup Type: FamilyGroup Status: ActiveTo link the client to the group, select the magnifying glass icon to search for the client. In the search options, enter the Last Name of the client and select Search.Select the client’s blue hyperlink. This client will now appear in the New Group Member table. To add other siblings to this group select the add new row icon and repeat the above step. When you have added all the siblings to the group select OK.The status for each member of the group is displayed as Active. Select Save. Use the 360 icons, to access a group member’s 360 Degree view.The group will be visible in the activity tree of the 360 Degree view of each group member. Access the members of the group by selecting the Person Group link.Add a person(s) to an existing Person GroupAccess a person group, either through the 360 Degree view of an existing group member, or by searching for the group. Ensure that the Group status is active and that there are active members.To add another sibling(s) to the group select the plus (+) icon to add a further row. Select the magnifying glass to search for the person to be added to the group as per REF _Ref448760128 \h Create a new Person Group on page PAGEREF _Ref448760128 \h 73.Repeat these steps for other siblings.Activate an existing Person GroupWhere a person group has been made inactive, it will still appear in a Person Group Search, and it can be reactivated. Search for a person group as per REF _Ref448760128 \h Create a new Person Group on page PAGEREF _Ref448760128 \h 73 and select the person group icon, Change the status of the group to Active.Remove a member from a groupSearch for a person group as per REF _Ref448760128 \h Create a new Person Group on page PAGEREF _Ref448760128 \h 73 and select the person group icon, Mark the Remove from group check box for any clients to be removed from the group. Select Save.Group save address & phone detailsChange the person details of one of the clients in the group as per REF _Ref448760897 \h Edit Person Details on page PAGEREF _Ref448760900 \h 29.Upon save, the group validation screen will appear. Select Save to Selected Group.Use the Select Members checkboxes to select/unselect members that the group save should apply to. Check that the Can Save? column contains all green ticks (). If there are red crosses (x) view the results table and the Validation Description to assess why the client cannot be group saved.Select Save to Selected Members.Make a person group inactiveShould circumstances change; a person group can be made inactive. It can be reactivated at a later stage if necessary.Access the person group.Change the status of the group to Inactive. Select Save.The status of each individual will be automatically changed to Inactive.Recording sexual exploitation informationSexual exploitation information is recorded directly into CRIS and/or CRISSP through the Sexual Exploitation Information component. Practitioners are able to record all reportable fields related to a client’s Sexual Exploitation Quarterly Profile. Once completed, the data saved to the clients Sexual Exploitation Quarterly Profile can be used to:Automatically create the Sexual Exploitation TemplateAutomaticaly delegate the Sexual Exploitation Quarterly Profile for review by a Team Manager, and approval by an Operations ManagerPopulate reportsThe Sexual Exploitation Quarterly Profile application is available to all practitioners in Child Protection and Agencies and is accessible from all phases as well as at closure.Sexual Exploitation Information ComponentAccess the Sexual Exploitation Information ComponentIn CRISSP the Sexual Exploitation Information component can be accessed from the Sexual Exploitation Info tab in the client’s case.In CRIS, the Sexual Exploitation Information Component can be accessed from the Case Practice tab of the client’s case.Click on the Information tab, and then the Sexual Exploitation Information tab.Add a Sexual Exploitation Quarterly ProfileThe Sexual Exploitation Quarterly Profile has been designed using the case plan page as a model, so there are many similarities between the two. Due to the complex nature of the issues surrounding the sexual exploitation of DHHS clients, the amount of data required is significant. To aid practitioners to record this data, when a new Sexual Exploitation Quarterly Profile is created, all data from the previous Sexual Exploitation Quarterly Profile is saved to the new template. Staff must review and change any data as required, and resubmit for review.Access the Sexual Exploitation Information Component. The screen shots displayed in this section of the user guide are from CRISSP and other than the location of the component, are the same for both systems.Click on the Create Sexual Exploitation Quarterly Profile button.The Sexual Exploitation Quarterly Profile has been created on the Case Plan model.Use the Quarterly Profile Index to move between different sections of the profile.Sections with incomplete mandatory data fields are marked with a red icon.Sections where all mandatory data fields are complete are marked with a grey icon.Record details of a person of interest (POI)Click on Person(s) of Interest in the Quarterly Profile Index.Select the Add New POI button.The Person(s) of Interest details screen has its own index box. Use this to view different sections of the POI data.Whilst completing the POI record, save regularly. When saving before all mandatory fields are complete, a prompt displays which mandatory fields have not yet been completed.Before adding the name of the person of interest, select the question mark icon to review how to record the name of the POI.Click on the Return button to close the window.If the POI is recorded in CRIS as an existing relationship with the client, select the lookup icon to enter their details.If the POI is not recorded in CRIS, tick the Check if no relationship is recorded in CRIS check box.If the person is known, type the name into the Person of Interest name box manually.If the person is unknown, manually enter the name as: unknown/SOCIT location - suburb/ child's initials or defining POI attribute as per the help text. For example Unknown/Broadmeadows/TRWhere other personal information about the person of interest is unknown, use the Not Known check boxes to record this.Wherever possible, checkboxes are used within the Person(s) of Interest record.Mark the relevant check box. An Unknown check box is also provided.Where additional data is required based on a checkbox answer, the additional fields will display when the checkbox is selected.Where some values are selected from a drop down list, further information will be required. In this instance, the extra fields will automatically be displayed.When all information has been recorded about the person of interest, click on the Green return arrow to return to the Sexual Exploitation Information Quarterly profile.Details about the person of interest is copied into the Person(s) of interest grid in the Sexual Exploitation Information Quarterly profile.To review the information about the person of interest, click on the details icon in the summary grid.To record additional persons of interest, click on the Add new POI button and complete all details.Submit the sexual exploitation quarterly profile for reviewWhen the sexual exploitation quarterly profile is complete, it should be submitted for review.When first creating a Sexual Exploitation Quarterly Profile record, the Sexual Exploitation Quarterly Profile Details grid displays:Status of the recordPeriod in which the record was createdQ1 is 1 July to 30 SeptemberQ2 is 1 October to 31 DecemberQ3 is 1 January to 31 MarchQ4 is 1 April to 30 JuneWho prepared the document (signed on worker)Click on Preview Information Template to preview the information in the quarterly profile template.The template is shown in a separate window. Close the window once the preview has been reviewed.Click on Submit for Review to submit the Sexual Exploitation Quarterly Profile to a team manager for review.If there are mandatory fields that have not been completed a message will display outlining the missing data and the profile will not be submitted.Click on OK to continue.When the profile is submitted, use the lookup icon to select the name of the Child Protection practitioner who is to complete the review.Click on Save and Submit.The status of the profile now shows as submitted for review.The quarterly profile can be accessed from the Sexual Exploitation Info component of the client case.Use the details icon to access the profile details.It is not possible to create another profile until the initial one has been approved.Future Quarterly profiles can be created from within the approved profile. Click on the Copy from latest approved SEIT button.Click on Cancel Quarterly Profile to close down the sexual exploitation quarterly profile record and return to the Sexual Exploitation Information component. ................
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