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CaseTRACK User Manual - Children`s Home Society of West Virginia
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1. 0 p Fig Favorites y 2 S amp CHS of wY Home Page ge Page Safety Tools Children s Home ST Ye home contact http childhswv org LIFETIME FI Hint ate WWW Home Who We Are Too many children in our country do not succe Our Programs whom they can turn for the kind of support that most Crd Coming Events for Granted Annie E Casey Foundation Christmas Repot Adoption Our Locations gt For Staff Employee Handbook a Difference for Children with Children s Home Society CHS on Facebook gt How You Can Help gt Job Postings arent Become a Volunteer Make a Donation Tax Credits Reza a News amp Events Resources gt AENA 3 gt Employment Benefits Description 6 aa Gel i Resources Suggestions TI Al iM aaa Staff Links CHS Intranet Access from ES nine 3 Martinsburg Capital gt CAFAS the Society s Campaign Intranet Documents b gt W b Mal marketpla 10 00am 4 00pm Bland Street United Methodist Church Doll House Stor FANTASTIC Bake Sale ta _ e a https fcis chsfl net CookieAuth dil GetLogon curl Z22Fchswy reason 02formdir 3 amp ae Internet a 100 Children s Home Society of West Virginia P O x 2942 304 346 0795 Back to TOC case TRACK User Manual Page 2 of 52 First Edition 4 1
2. Provider Information Windows Internet Explorer Go GB https cis chsfl net chsww prov asp ACT A v 4 Ke x amp Bing 2 File Edit View Favorites Tools Help sg Favorites Provider Information a E ov Pagev Safety Toos v Middle Name Contact Last Name gt Email Address Phone Number Mobile Number Fax Number Other Phone Number Physical Address Address Address cont City State Zip Mailing Address Address Address cont City State Zip Keywords Kg Internet f 100 Back to TOC case TRACK User Manual Page 26 of 52 First Edition 4 11 2012 The Children s Home Society of West Virginia caseTRACK If you do not see the service category you need click on the What if don t see the service need link to add the service category to the provider 2 Other Services Windows Internet Explorer GJ v E https cis chsfl net v amp x bb pr File Edit View Favorites Tools Help yp Favorites other Services AN J gap Pagev Safety Tools av caseTRACK Help Desk Contact Marian Thomas 321 397 3000 x2060 Executive Service Dashboard Signoff Non Client Services My clients Select vi Search by Last Name CoS E AND DOB OR Search By SSN or Medicaid i Add Service Select Provider Tracy Smith Wh
3. are clients that have been assigned you or your employees within the last 30 days Click Home to Return to Your Clients List Help Desk Contact Mag My Division s My Location s Executive Service Tasks p en R o Home Home Dashboard Signoff Due Ste Run Home My Transfer Non Client Info Clients Help Services My clients Select Search by Last Name erte ol AND DOS P OR Search Sy SSN or Medicaid My Clients My Recent Clients Unbilled and Unpaid Services Client Name Primary Fundor Medicaid services performed after 2 1 09 require approval in order GI STEVEN B 8 31 1985 White None of the to be billed Go to the Service Signoff menu option to review your 201 3RD AVENUE Above notes CHARLESTON WW 25303 Phone 740 617 0790 RASTE Status RFE BOB L 5 21 1980 White None of the FOLEY SCOTT Pending 8 1171 EMERALD RD 1 Above MATHERLY ALYCE Pending 341 CHARLESTON WV 25314 4201 MATHERLY ALYCE Sent to Supervisor 7 Phone 304 610 6782 A MCKINNEY ERIN E Pending 335 MCMULLEN LAURIE Pending 92 MORELAND CAITLIN Pending 25 MORELAND CAITLIN Sent to Supervisor 2 n a r SEMENIE BRIAN Pending 2 This IS Aa R a Gees ul Your Missing Items below can cause billing rejections Ctive lents LISTE None of the Medicaid No Primary Address If you are missing existing clients please search the database first See next page then add each client by clicking Add Client under the Search Results
4. gt gt ir Favorites Reports ca case TRACK Help Desk Contact Marian Thomas 321 397 3000 x2060 Executive My Transfer Non Client Dashboard Providers a Info Clients Help Services My clients Select Search by Last Name AND DOB OR Search By SSN or Medicaid r Home Report Category Available Reports Admin Demographics Licensing Mentoring Non Client Specific Other Productivity QM BUR kp NUD Click to gt Drilldown for social work staff reports Internet gg 100 Reports Windows Internet Explorer oS EJ gt https chsfl net B lx DO Pir File Edit View Favorites Tools Help Fr Favorites Reports ca case TRACK Help Desk Contact Marian Thomas 321 397 3000 x2060 gt gt My y Executive Tasks My Transfer Home Division s Location s FSS ES SES Providers Reports Se la Help Home Home My clients Select Search by Last Name AND DOB OR Search By SSN or Medicaid 1 Gar Report Category Available Reports Admin Client Summaries Demographics Licensing Medications Mentoring Non Client Specific Other a ace eee Supervisor s Lan Report Categories N Uih N pi i i N ah H CO sd i i EE e e Br Back to TOC caseTRACK User Manual Page 43 of 52 First Edition 4 11 2012
5. other Physical aggression 5 Property destruction a Running away Self injuries behavior Select Click to select who is or Sexual acting out Select was exhibiting the i Sexual offender behavior Sleep disturbance 5 Soiling 18 Medications The Medications section documents the medications that a client Is currently taking or has taken in the past Track the medications used by your clients including start and end dates and dosages Additional information such as warnings uses side effects and what to do in cases of overdose are quickly accessible by clicking on the WebMd link in the system Back to TOC case TRACK User Manual Page 32 of 52 First Edition 4 11 2012 The Children s Home Society of West Virginia caseTRACK To add a medication click on the Medications section click Add Medications select the medication type from the dropdown box enter the Prescribing Doctor the start date end date of prescription the dosage and click Save To end a Medication click on the Medication section click the edit icon enter the end date and click Save If you do not find the medication that you are looking for in the dropdown box click on the What if don t find the medication need link to add the medication gt Client Medications Windows Internet Explorer er y E https chsfl net v 2 ND Pir File Edit View Favorites Tools Help gt Zip
6. Back to TOC case TRACK User Manual Page 5 of 52 First Edition 4 11 2012 The Children s Home Society of West Virginia caseTRACK A Client Search To search for clients you must enter at least the first three 3 characters of the client s last name If the client is assigned to you you will be able to view the client in the My clients view The page will execute the search and depending on the user s level of access will be given the option of Viewing Editing or Deleting amp the client Client Information Windows Internet Explorer JS v https cis chsfl net chswy home asp vi 2 4 XD Bing L File Edit View Favorites Tools Help a pr gt gt w Favorites cient Information ai H mm Pager Safety v Tools r caseTRACK Help Desk Contact Marian Thomas 321 397 3000 x2060 By zi ae Statewide Executive Service Tasks My Transfer Home Division s Location s Providers Reports Ep NE Home Dashboard Signoff Due Info Clients My clients Search by Last Name AND DOB OR Search By SSN or Medicaid Select Search search My Clients My Recent Clients My Clients Basic My Clients Missing Items below can cause billing Diagnosis R rejections Sorry there are no current clients to display My clients Click on the dropdown box OR You can go to My clients and click on the drop
7. JS https chsfl net vi a SX S Pi File Edit View Favorites Tools Help gt w Favorites client Diagnosis ai A v Pager Safety Tools r caseTRACK Help Desk Contact Marian Thomas 321 397 3000 x2060 Executive Service Transfer Non Client Home Dashboard Signoff Providers Roports Info Clients Help Services rer Bal ae My clients Select v Search by Last Name AND DOB OR Search By SSN or Medicaid Add Diagnosis Diagnosis Select A O Internet far Rio v Axis I Clinical Disorders Other Conditions That May Be a Focus of Clinical Attention This Axis is for reporting all the various disorders or conditions in the Classification except for the Personality Disorders and Mental Retardation Also reported is Other Conditions That May Be a Focus of Clinical Attention If more than one 1 Axis I disorder is present the principal diagnosis should be listed first Use the Diagnosis dropdown box to select the appropriate diagnosis Axis II Personality Disorders Mental Retardation Axis Il is for reporting Personality Disorders and Mental Retardation The listing of these on a separate axis ensures that consideration will be given to the possible presence of Personality Disorders and Mental Retardation that might otherwise be overlooked when attention is directed to the usually more florid Axis I disorders Use the Diagno
8. Pagev Safety Toos r My clients Search by Last Name AND OR Search By SSN or Medicaid Select Go pop __ Search Search agin pee ska Medicaid is an 11 digit Funding ESF F Source Medicaid number Start Date 1 1 2012 za End Date 2 15 2012 zal Identification Number i e Medicaid 03911111111 or HMO Member een ee Number 98765 Units Authorized Specific Service Primary HO019 U4 Crisis Support M gt amp Internet y 150 Back to TOC case TRACK User Manual Page 16 of 52 First Edition 4 11 2012 The Children s Home Society of West Virginia caseTRACK 5 Worker Assignment Detail IN Current and historical caseloads can be managed using caseTRACK In addition workers who share clients across programs and locations can share important information regarding their clients and collaborate when appropriate to ensure the delivery of effective services To add a worker click the Worker section header to open the section Click Add Worker Select the worker from the drop down box enter the Begin Date the Assignment Type Primary Secondary Courtesy or Temporary and click Save To close a worker assignment enter the End Date and End Reason then click Save gt Assign a Worker Windows Internet Explorer GO Ben ABID 2147476 oe BI s x lo P File Edit View Favor
9. Type of Contact Purpose Content v Internet fq 100 IX Additional Features 1 Using QuickLinks For More Efficient Data Entry The My QuickLinks feature was created to make for more efficient navigation throughout caseTRACK With QuickLinks you can e Customize your casel RACK client page so that the details you add most frequently appear at the top of the page e Order your commonly used links in an order that makes sense to you e And add details without scrolling down the page to find the Add Medications or Add Progress Note links To set up My Quicklinks 1 Open a client s record 2 Find My QuickLinks above the View Demographic Form link on the left side of the screen 3 Click Edit Back to TOC caseTRACK User Manual Page 49 of 52 First Edition 4 11 2012 The Children s Home Society of West Virginia case l RACK My Str Executive Location s Dashboard Home My clients Se Select vi My QuickLinks Edit View Demographic Form View Client 4 Click Add QuickLinks dd QuickLink Done 5 At Link select the QuickLink you would like to add Note The links you can see are limited to the functions for which you have permission 6 Use the Sort Position select to set the position that you want your section to appear 7 For example if you use Progress Notes regularly make this selection number 0 or 1 If you set all your sort positions to the sam
10. Save Authorized Amount Paid Amount Done amp Internet fa 100 Back to TOC caseTRACK User Manual Page 27 of 52 First Edition 4 11 2012 The Children s Home Society of West Virginia caseTRACK To edit an Other Services Provider select Providers on the Main Toolbar and search for the provider name by either first or last name Click on the provider name to edit the current provider Search Results Windows Internet Explorer ME G O gt https chsfl net chswv provsearch as 2 4 X bb L File Edit View Favorites Tools Help i E i FG j D B i we Favorites search Results aii B i v Page Safety Tools a case TRACK Help Desk Contact Marian Thomas 321 397 3000 x2060 Non Client Services Transfer Clients Executive Service Dashboard Signoff My clients Select vi Search by Last Name LY AND DOB OR Search By SSN or Medicaid id My Home Providers Reports Tur Help Enter Search Criteria Agency Name Provider Name Provider Address Results Tracy Smith Smith Tracy Add Provider Click to Open Internet gg Q Provider Information Windows Internet Explorer MEIR go https cis chsfl net chswv prov asp ACT V8ID 2147483642 v 2 9 x Ib Bina TJE Fie Edit View Favorites Tools Help z i A a gt Zip Favorites Provider Information fay
11. The Children s Home Society of West Virginia caseTRACK gt Reports Windows Internet Explorer y https chsfl net v a SX D Pir File Edit View Favorites Tools Help j A a w Favorites Reports ca D mm Pagev Safety Tools r Help Desk Contact Marian Thomas 321 397 3000 x2060 My i i Lane ans Executive Service Tasks p My Transfer Home Division s Location s es Signoff a Providers Reports Pt Clients Home Home Help Client Services My clients Select Search by Last Name AND DOB OR Search By SSN or Medicaid a Ee Search Report Category Available Reports Admin 8 Report Name Report Description Access Log No Activity In The Last This report displays the CIS users who have not accessed the system in the past 7 days Week Diagnosis 999 This report lists your clients and your workers clients who have been admitted for 6 months or longer who are missing a diagnosis My Region s Cases Served Summary This report shows the total cases and clients served for your Region and Program s selected during the specified peridod Drilldown to the summary data to view clients demographic information My Region s Missing Admission This report lists all active clients with missing admission outcomes measure and or cfars Source CIS Outcomes Cfars My Region s Outcomes This report shows your Region s outcomes by date range Source CIS M
12. To add a Phone Number click the Phone Numbers section header to open the section Click Add Phone select the phone type enter phone number and check the box if it is the primary phone for the client then click Save You will have a variety of phone types to choose from in the dropdown box To edit a phone number click on the edit icon and click Save 2 Client Phone Windows Internet Explorer GJ https chsfl net vi 2 4 XD pj File Edit View Favorites Tools Help w Favorites client Phone fy H y Pager Safety v Tools v case TRACK Help Desk Contact Marian Thomas 321 397 3000 x2060 Executive S i Home Se Tae i Providers Reports Search by Last Name fs AND DOB OR Search By SSN or Medicaid C Done Internet gr Rio v 11 Progress Note The Progress Note Section is used to document the services provided to the client billable and non billable To add a progress note click on the Progress Note section header to open the section Click Add Progress Note Enter the service date select the case worker program billable Yes or No funding source service performed diagnosis county of service service setting and enter the start time and end time NOTE Start time ex 8 00 am and end time ex 11 15 am If no am or pm is denoted then the system defaults to am You will also see a text box for Goal Do Not Use this for Medicaid billable s
13. include the Initial Assessment Incident Report Family Home Study and Family Home Study Re evaluation Internet fa 100 vr My Region s Children on Medications This report shows all active children in a specific Region on medication s for a specific program Children on Medications Division REGION I Program FOSTER CARE CHILDREN CLIENT NAME DOB MED COUNT M J Hr 7 20 2004 4 E A NM 11 18 2002 2 S D MG 12 17 2008 2 H K Ha 1 8 2001 2 CLIENTS COUNT 4 Back to TOC case TRACK User Manual Page 48 of 52 First Edition 4 11 2012 The Children s Home Society of West Virginia caseTRACK VIII My Info In the My Info section you can add your Rater ID Credentials Program and Progress Note template gt My Info Windows Internet Explorer GJ gt 6 https chsfl net vi 2 94 X D cgas p File Edit View Favorites Tools Help a ag x E gt gt Fr Favorites OG My Info x my Info QB 3 m Pagev Safety v Tools search a Division Region I Location OIMORGANTOWN Department FC ADOPT Supervisor SCHMIDT KURT Name SARAH R THUMM Title SW FC CFARS Rater Certification Number FARS Rater Certification Number Medicaid Provider ID Credentials Contractor ID National Practioner Identifier NPI Program Foster Care Children Progress Note Template Client Present Individuals Contacted Present Purpose s of Event
14. yy Favorites Client Funding Sources av A m Pager Safetyv Tools My clients Search by Last Name AND OR Search By SSN or Medicaid Select v 60 nog Search Search Add Funding Source Funding Source Start Date za End Date A Identification Select s Member Number Units Authorized Specific Service Primary gt Done Internet fo 7 150 7 Select h Back to TOC caseTRACK User Manual Page 15 of 52 First Edition 4 11 2012 The Children s Home Society of West Virginia caseTRACK D The funding sources entered in this section will be the only funding sources available in the dropdown box under the Progress Note section Please be aware that you will not be able to save your progress notes without a pre selected funding source For some programs such as Foster Care Foster Parents and Adoption Adoptive Parents the funding source and diagnosis are not required To close a funding source click the Funding Sources section header to open the section then click Edit 2 Enter the end date and click Save Client Funding Sources Windows Internet Explorer G GA https cis chsfl net chswv FundingSourceasp ACT A amp ID 2147476398 v 2 3 X sing Pr File Edit View Favorites Tools Help vg Favorites cient Funding Sources fy SN ge
15. Both parents will use the same number thereby linking them Add Other Identification Identification Type Foster Parent License ID v Identification Description Number OFO10251VRTO Issuing State West Virginia Start Effective Date 2 1 2011 End Expiration Date Save You will connect the foster and adoptive children to the appropriate resource family by using the Other Identification feature As long as the resource parents and the children have the same Foster Parent License ID they will be connected When the foster or adoptive child is removed from the resource family or is discharged from the program you will close the family ID number in the child s record in the Other Identification section You will edit the information by inserting an End Date Back to TOC case TRACK User Manual Page 38 of 52 First Edition 4 11 2012 The Children s Home Society of West Virginia caseTRACK Edit Other Identification Identification Type Foster Parent License ID Identification Description Number OF010170RXTO Issuing State West Virginia Respite Start Effective Date 3 30 2012 placement AA dates and End Expiration Date 4 2 2012 Foster Parent Save License ID Other Identification 3 ID Type Number Issuing State Expiration Date Foster Parent License ID OF010170RXT0 n wv 14 2 2012 Client Case ID CHS ID Number Client Case Identification All clients will
16. D mp Pager Safety v Tools r EN a View Provider Edit Provider Tax ID Parent Organization Agency Name Tracy Smith Agency AKA Web Address Hours of Operation Contact First Name Contact Middle Name Contact Last Name Email Address Cl ick to Phone Number Mobile Number Ed it Fax Number H Other Phone Number i Provider Physical Address info rmation Address Address cont City State Zip Mailing Address Address Address cont City State Zip Keywords pS EE Done Internet gr 100 r Ki After clicking on Edit you will complete the screen that appears Back to TOC case TRACK User Manual Page 28 of 52 First Edition 4 11 2012 The Children s Home Society of West Virginia caseTRACK 14 Classifications This section includes such categories as legal status education employment family structure household type and interests This is a simple tracking mechanism for these categories All foster children should have the legal status classification entered and any others as deemed appropriate Add Classification Classification Select Start Date mn End Date Notes Save a Click on Save gt 15 Collateral Contacts Using case RACK s collateral contacts feature to store this information in a single place allows for shared access to this important information The Collateral Contacts sect
17. First Edition 4 11 2012 The Children s Home Society of West Virginia casel RACK Fields marked with an asterisk are required fields Save the record by clicking the Save button If required fields are left blank or there is a problem with the data entered you will be asked to go back and complete the field Client Information Windows Internet Explorer BENET Go E https cis chsfl net chswv client add asp ACT A hv 2 gt x I Bing Pr File Edit View Favorites Tools Help Favorites Client Information Add Client Admission Date Select Referral Source Select Location Select Program Select Worker SSN Psuedo SSN First Name Middle Name Last Name Maiden Name if applicable Date of Birth Gender Race Ethnicity Religion Primary Language Select fy gt m Pager Safety Toos v 3i gt 3 22 2012 b Additional Referral Info II Select v Select v le Select Select vw Select Select Select Select gt Internet Client Information Windows Internet Explorer GJ 6 https cis chsfl net chsww client add asp 4CT A v 4 gt x bb B ng pe x Fie Edit view Favorites Tools Help A mn ir Favorites client Information frr D Cl me Pager Sa
18. Society of West Virginia caseTRACK Reports Windows Internet Explorer FEIET JS v https icis chsfl net chswv reports asp cat Admin 4 hea x D cgas po E File Edit View Favorites Tools Help sir Favorites Reports case TRACK Help Desk Contact Marian Thomas 321 397 3000 x2060 OG gp Page gt Safety Toos a yo Executive Dashboard Non Client Services My Transfer Home Info Clients Providers Reports Help My clients Select Search by Last Name e AND DOB OR Search By SSN or Medicaid 1 De ser Admin 4 Report Name Report Description Diagnosis 999 This report lists your clients and your workers clients who have been admitted for 6 months or longer who are missing a diagnosis My Region s Cases Served Summary This report shows the total cases and clients served for your Region and Program s selected during the specified peridod Drilldown to the summary data to view clients demographic information My Region s Missing Admission This report lists all active clients with missing admission outcomes measure and or cfars Source CIS Outcomes Cfars My Region s Outcomes Audit This report lists all active clients with missing outcome measure or their admission outcome measures include one of these diagnosis code 999 799 9 71 09 Demographics Licensing Mentoring Non Client Specific Other Productivity QM Hi UI fot f
19. billable units submitted by Division Location Supervisor and Worker between the reporting period dates The Worker Timesheet reports the progress notes entered in the system during a specific reporting period This report will show progress notes entered during the reporting period and some of the service date may be outside of the report period All reports are based on the caseload of the worker New reports will be added to this section as the casel RACK system develops over time QM section contains one 1 report for social work staff This report shows all clients served during a specified time period for a Region with all programs or a specific program within your Region Back to TOC case TRACK User Manual Page 47 of 52 First Edition 4 11 2012 The Children s Home Society of West Virginia caseTRACK Additional Supervisor Sections Client Summaries This report lists all summaries for your region and a specified program summary type and date range gt Report Viewer Windows Internet Explorer lE https chsfl net v 2 4 X lo 12 x File Edit View Favorites Tools Help Sir Favorites Report viewer r Pagev Safety Tools r ff Select a Program n 4 Select a Summary Type salu d View Report Please enter the report start date Please enter the report end date Family Home Study Family Home Study Re Evaluation Supervisor s Report Current summaries
20. caseTRACK IV Home The Home section on the case RACK Main Toolbar allows you to return to your My Clients page at any time Client Information Windows Internet Explorer JS gt B https chsfl net A amp 9 XxX iS a Pi File Edit View Favorites Tools Help gt gt Fr Favorites Client Information fay B J a Page Safety Toos case TRACK Help Desk Contact Marian Thomas p p 321 397 3000 x2060 My My Home Division s Location s Home Home Statewide Executive Service Tasks p id R A My Transfer Hel Manage Home Dashboard Signoff Due ht ness para Info Clients P Contractors My client Select MM Search by Last Name i AND DOB sd OR Search By SSN or Medicaid EE Se Recent Clients i i i Sorry there are no current clients to display Missing Items below can cause billing rejections Click to Access your Home Page gt G Internet gg 100 V Task Due The Society currently does not use this function We have taken initial steps for future development The Task Due section on the casel RACK Main Toolbar allows you to view program specific tasks that are due in 7 30 and 45 Days Click on Tasks Due and select the timeframe The tasks are color colored and ranked in descending order based on automatic due dates according to the client s admission date gt https fcis chsfl net chswv tasksdue asp Windows Inter
21. ee fxarsrzos aran OO add Go Add Goal Number Type Description Rating Update the goal status and click on save You can click on Save an Go to Weekly Summary to update the client s summary Goal Status Updates Goal Status Date 9 9 2011 EE Goal Goal Start Number Goal Type Goal Description Date Goal Status G 1 Education test 10 1 2011 Regression No Progress Minimal dg Intermittent Significant Save and Go to weekly Summary NOTE The Goal Status Update Summary Report is currently not functional Click to Save Reports are NOT functional at this time On the Progress Note there is a text field that allows you to enter a goal You may use this field to relate your notes to the goals listed for the child However if this notis a Medicaid billable note then do not use the field as it may present auditissues when Medicaid case records are reviewed by the ASO Back to TOC caseTRACK User Manual Page 21 of 52 First Edition 4 11 2012 The Children s Home Society of West Virginia caseTRACK 9 Address The Address section documents the address es of the client To add an address click on the Address section and click on Add Address enter street name enter city state and zip code check box if address is primary and click Save To edit an address click on the edit icon and click Save To add additional addresses for the client click on Add Address You will have
22. to sn Add New What if I don t see the contact I need Collateral Contact Internet fo Q100 If you do not find the contact that you are looking for you can add them to the system by clicking on the What if don t see the contact need A new screen will appear Add Collateral Contact Complete the form and click Save NOTE In the Summaries Section there is currently one form that requires collateral contacts The Initial Assessment requires the parents WVDHHR worker JPO and Other Caregiver to be entered as collateral contacts prior to entering the Initial Assessment information in caseTRACK The collateral contact information is pulled through the system into the Initial Assessment report In the future there will be additional forms in the Summaries Section that will require collateral contacts to be entered Back to TOC caseTRACK User Manual Page 30 of 52 First Edition 4 11 2012 The Children s Home Society of West Virginia caseTRACK 16 Schools The School Section allows you to search for any school in the state of West Virginia where a client may be registered Client school and school history information can be tracked Google Maps to the schools are easily accessible by simply clicking on the Map It link in caseTRACK You will click on Add School to begin adding the schools for the child Type in the name of the school and click search If the school th
23. to go back and complete the field When the client is in multiple programs and you want to close a program you will need to select the Program section header to open the section choose the program you want to close and click Edit then add the end date and the appropriate disposition at discharge code from the dropdown box This will close the program as well as the specific program location But it will not close the worker You will need to close the worker in a separate action in the Worker Assignments section Back to TOC case TRACK User Manual Page 11 of 52 First Edition 4 11 2012 The Children s Home Society of West Virginia caseTRACK 2 Client Program Windows Internet Explorer Go https cis chsfl net chswv client_pre AC ID 6398 vi 2 9 X D Pir File Edit View Favorites Tools Help Sr Favorites cient Program fy J Pagev Safety v Toos ad case TRACK Help Desk Contact Marian Thomas 321 397 3000 x2060 Executive Tasks Dashboard Due Search by Last Name a AND DOB OR Search By SSN or Medicaid e C Transfer My Providers Reports Info Clients Add Program Program Admission Date 3 20 2012 Select Referral Source Select i vi Select Location Notes e g specific house bedroom etc Select Program Select Worker required if direct service To Add a Program complete the screen Done Internet f
24. 1 2012 The Children s Home Society of West Virginia caseTRACK To create a case RACK Shortcut on your Desktop after opening the casel RACK login page left click on the E then drag and drop the URL on your desk top Microsofi ISA Server 2006 Windows Internet Explorer OGO File Edit View Favorites Tools Help qir Favorites Microsoft Internet Security amp Acceleration Server 2006 Security D This is public or shared computer This iS ad private computer Password 2006 Microsoft Corporation All rights reserved On your desktop the name of the URL will be Microsoft ISA Server 2006 You can leave that as the name if you like or you could rename it case TRACK If you experience any errors logging into caseTRACK please email Help Desk participants Jeff Blankenship jblankenship childhswv org George James gjamesQchildhswv org and Cliff Terrell cterrell childhswv org Please include details of what was trying to be done at the time of the error and copy amp paste the error message received into the email You may also call 304 346 0795 Back to TOC caseTRACK User Manual Page 3 of 52 First Edition 4 11 2012 The Children s Home Society of West Virginia caseTRACK Login The Society s caseTRACK MIS uses your CHS username first name last name and password to log into the system Always click the radio button labeled This is a private computer gt Microsoft ISA Se
25. 1 of the appropriate year If 2 individual s pseudo SSNs are identical you can use X Y or Z in the middle initial position For example if Elmer has a twin brother Ernest T Fudd you could use a pseudo SSN of EXF010105 Note The pseudo SSN should always be used for that client until the true or correct social security number is known C View Client To view a client search for the client then click on the client s name After selecting a client to view you will see several drilldown links at the bottom of the screen These drilldown options are provided for you to view more detailed information related to the client By clicking on each section heading you can open one or all of these detailed sections The detailed records can be edited or deleted by clicking the Edit or Delete amp buttons respectively Client Information Windows Internet Explorer Go Jie hitps cis chsf net chswwclientview asp ACT VaID 2147476398 FE 4 lo ono ek File Edit View Favorites Tools Help a F aad D sr Favorites Client Information fr ED El dm ov Page Safetyx Toos 321 397 3000 x2060 SET as ar igno u nfo ients i My clients Select Search by Last Name sd AND DOB OR Search By SSN or Medicaid e My QuickLinks Edit Add BHOS Note gt View Demographic Form View Facesheet SSN 191991199 First Name HENRY Middle Name B Last Name TESTCHILD Maiden Name if applicab
26. Bea renar Mn rene SE caseTRACK User Manual April 2012 The Children s Home Society of West Virginia case RACK Table of Contents l 2 TRAGE EEE 2 RE RE A Ai 4 RE ea a AA A sani oninsansoneatacneatarausscanaseatate 5 A GUISE SOON Cv EEE oqcames 6 B Add New Client a 7 1 Creating a Pseudo SSN rrrranennnnnnnnennnnnnnnrnnnnennnnnnnnrnnnnennnrnnnrnnnnennn 9 C ViewaClient rnrnnrnnnnnnnnennnnnnnnnnnnnennnnenennnnenennenenannnnenennnnenennnnenennnnenennene 9 D Edit a OE NENNE 10 ER Adm Son GIANT EE Ae A ai 10 Program Delta nana a EE 11 3 Location Detail ciccanacaucconecciieadencautcanoparkhateeceusamenechneseetauceniwenteaceecaties 14 4 Funding Source Detail see ee reman area nenen naaa aaa 14 5 Worker Assignment Detail 22 2 e era n ana n anakan 17 6 DONOSIO ar E E 17 7 Scores and Assessment cceccececeececeeeececeeeececeeaeceseeaeceeeeaeeeeaees 20 8 Goal EEE EEE 20 Neils OO erste Spc E E a D 22 required to 10 Phone Numbers mmmmsrmmnsemmnermmmmmmmmmmmmmmmmnme 23 initially build 11 Progress NOteS cccccccecescsesessesesesvecersecerersecercevaversereersateneevarenseees 23 case TRACK 12 Tasks and Program Requirements nennen 25 case record 13 Other Service ccc ccccceecceecceecececceeceeecceeecaeeecuecaueceuecauseaeesaneeaess 25 14 Classifications ersrnarnnnnnnannnnnvnnnenvannvnnnnenene
27. FARS click on the View link under the CFARS section header and click the printer icon on the top left corner of the CFARS form Select All or Pages to print click Print select Open select Open once again which switches the form into an Adobe file and then click File and Print Back to TOC case TRACK User Manual Page 34 of 52 First Edition 4 11 2012 The Children s Home Society of West Virginia caseTRACK 21 Outcomes To add a Mental Health Outcome form click the Outcome section header to open the section Click Add Outcome Fill out all required fields and click Save gt Client Outcomes Windows Internet Explorer JS https chsfl net vi 2 XD cgas Pe File Edit View Favorites Tools Help gt gt Favorites client Outcomes i v Pagev Safety v Tools r Add Performance Outcome HENRY TESTCHILD Purpose of Performance Evaluation Select iv Evaluation Date Initial Evaluation Date Primary Diagnosis ICD9 Select v Staff ID Select vi Primary Income Source Select vi Receives Psychiatric Disability Income No M i Prognosis No VI Dependency Criminal Status Select v Admission Type Select v Days Spent in Community no more than 30 0 vi Total School days available in the last 30 day
28. Favorites Client Medications i v Pager Safety Tools r case TRACK Help Desk Contact Marian Thomas 321 397 3000 x2060 Non Client Services Transfer Executive Service My Info Clients Dashboard Signoff My clients Select vi Search by Last Name AND DOB OR Search By SSN or Medicaid CC Home Providers Reports Help Add Medication Medication Type Select vi What if I don t see the medication I need Prescribing Doctor Start Date End Date Dosage Click to Add Medication not in the listing Internet gr Rio NOTE In the Summaries Section there is currently one form that requires medications The Initial Assessment requires the clients medications current amp historical be entered prior to entering the Initial Assessment information in caseTRACK The medication information is pulled through the system into the Initial Assessment report 19 AKAs This section documents Also Known As AKAY names that the client may have To add a new AKA click the AKA section header to open the section Click Add Other Name select the Name Type enter the AKA First Name and enter the AKA Last Name and click Save NOTE You will use this section for those children who have been adopted The new adopted name will be entered in this AKA section You type in the adopted name and use the Legal Name as the type D
29. a variety of address types to choose from in the dropdown box Complete the address information and click on Save Address Windows Internet Explorer EJ https cis chsfl net chswv clientaddress asp ACT ARID 2 147476398 vi 2 44 X Ping pe a File Edit View Favorites Tools Help yy Favorites address fay SN gm Pagev Safety Tools r p caseTRACK Help Desk Contact Marian Thomas 321 397 3000 x2060 Non Client Services My clients Select Search by LastName AND 008 OR Search By SSN or Medicaid Add Address Address Type Transfer Executive Service M Info Clients Home a aa Sai Providers Reports Help Name Address Address cont City State Zip County Start Date End Date Primary Done Internet a 100 7 Google Maps to your clients locations are readily accessible To view the map of the address click on the Map link You also have the Validate link to confirm the address Address 1 Address Type Street Address City State Zip Primary Validate Home Address Physical 301 Park Street pe A we ENEY Validate ml Add Address View amp Validate Back to TOC caseTRACK User Manual Page 22 of 52 First Edition 4 11 2012 The Children s Home Society of West Virginia caselT RACK 10 Phone Numbers IN
30. as pir File Edit View Favorites Tools Help Vp Favorites Reports ar D J m Pager Safety Toolsv g caseTRACK Help Desk Contact Marian Thomas 321 397 3000 x2060 Non Client Services Transfer Clients Executive Service Dashboard Signoff Help Home Providers Reports My Info My clients Select vi Search by Last Name AND DOB OR Search By SSN or Medicaid EE C Search Admin Demographics Licensing Mentoring Non Client Specific Other Productivity Report Name Report Description My Clients Services By Funding Source This report shows billable services recorded for your clients for a specified funding source and date range My Clients Units Remaining This report shows all clients clients you and your staff are assigned to and their funding sources client ids authorization numbers unit rendered and units remaining Progress Notes This report summarizes your progress notes for a user defined date range Total Billable Units By Worker This report summarizes the total billable units submitted by Region Location Supervisor and Worker ina specified date range Worker Timesheet This report shows the time spent by worker for the reporting period Source CIS 1 Done Internet fay R 100 v The Progress Notes report shows progress notes with service dates within the reporting period The Total Billable Units By Worker report summarizes the total
31. at eNO Internet 100 Demographic section reports summarize active caseload data statewide by division location supervisor and caseworker including face sheet information Click on each Report name to access the report Reports Windows Internet Explorer JS 6 https cis chsfl net chsww reports asp cat Demographics i vi 2 4 x P sing o i File Edit View Favorites Tools Help ol Favorites Reports m f ap ov Pagev Safety v Toolsv a case TRACK Help Desk Contact Marian Thomas 321 397 3000 x2060 Home Executive Dashboard Service Signoff Tasks Due Providers Reports My Info Transfer Clients Help Non Client Services My clients Select Search by Last Name Co AND DOB C o OR Search By SSN or Medicaid C Y Admin 4 Demographics 3 Report Name Report Description Demographics Summary by Clients Served This report shows a demographic breakdown of clients served for a specified Region and Program My Agency s Clients Served Summary This report summarizes the clients served in one or more Region s for a specified time frame Ped sae Demographics Summary By This report shows a demographic breakdown of clients admitted with client details for your Region and a specified Program and date Admissions range Licensing Mentoring Non Client Specific Other Productivity QM py Internet far Q Back to TOC
32. at if I don t see the provider I need Transfer oe Clients Providers Reports Help Select Service Select Y What if I don t see the service I need Start Date End Date Units Unit Type Select v PEER Select W Click to Add Service Funding Source Authorized Amount Paid Amount Done Internet f 7 R100 To close a service click the Other Services section header to open the section and click Edit Enter the end date and click Save gt Other Services Windows Internet Explorer PENG GJ gt e https chsfl net v 4 SX S Pir File Edit View Favorites Tools Help ir Favorites other Services fo H J mm v Pager Safety Toos rv case TRACK Help Desk Contact Marian Thomas 321 397 3000 x2060 Executive Service Dashboard Signoff Non Client Services e My Transfer Home Providers Reports info Clients Help My clients Select Search by Last Name sd AND DOB OR Search By SSN or Medicaid Select Provider What if I don t see the provider I need Select Service Mental Health Services vi What if I don t see the service I need Start Date 1 1 2012 End Date 3 20 2012 Units Unit Type Select v Frequency Select vi Funding Source Select Enter End Date to close service and click
33. at you are searching for is not in the database please contact the help desk When the school you are searching for appears under School Results choose the grade and the start date for the client The start date will be the initial date that the client started the school For example if the client is in the 10th grade August 5 2006 and the client started in the 9th grade August 6 2005 the client s start date would be August 5 2005 Click Save gt Search Results Windows Internet Explorer GJ gt E https chsfl net v 2 xD p Fie Edit view Favorites Tools Help gt Zi Favorites Search Results fey D Pager Safety Toolsv r case TRACK Help Desk Contact Marian Thomas 321 397 3000 x2060 Executive Service Dashboard Signoff Non Client Services M Transfer Home Providers Reports Info aaa Help My clients Select Search by Last Name E AND DOB OR Search By SSN or Medicaid sd se a Lea Search Search Enter Search Criteria Search School Results School Name Address Phone County Grade Type MORGANTOWN HIGH SCHOOL 109 WILSON AVENUE 056 502 MORGANTOWN WV 26501 304 291 9260 MONONGALIA Select vi Select MM Click to Select Grade Type and enter Start Date Internet fa R100 NOTE In the Summaries Section there is currently one form that requires schools The Initial Assessment requires the clien
34. ation section can be used to record this other ID Once the ID is recorded it allows us to run cross system reports to verify accuracy and maximize on the data stored both locally and in other systems We eliminate the need to duplicate data entry and provide a more comprehensive view of our clients Grouping Clients as a Case Many times we serve more than one client in a family In these cases we may assign a Family ID or Sibling ID for the whole group In caseTRACK each client is created in the system So how do you group these multiple clients into one case Each program can create a distinct ID to group clients together as a unit For each client create an identical Other ID in the same format and at that point they are linked We can report on distinct cases and you can easily navigate between clients involved in the case by clicking on the respective ID Foster Parent License Identification Numbers Resource Parents foster and adoptive parents will use a twelve 12 alphanumeric Our Family ID number Example OF010251VRTO OF Our Family 010251 is the birth date of head of household VRT initials of the head of household 0 zero is at the end in the event there is a duplicate you would use a 1 instead of 0 Resource Parent case records will have only one Our Family ID number In a two parent family this number is created from the head of the household this may be either parent such as Parent 1 on the Application
35. case TRACK User Manual Page 45 of 52 First Edition 4 11 2012 The Children s Home Society of West Virginia caseT RACK On the previous page there is a screen shot of Demographic reports available to staff Currently the reports Demographic Summary By Clients Served My Agency s Clients Served Summary and My Region s Demographic Summary By Admissions are for staff use Licensing section reports indicates active licenses licenses that are expiring and those that have expired gt Reports Windows Internet Explorer GJ E https chsfl net vi 2 4 X D cgas pr File Edit View Favorites Tools Help w Favorites Reports ai B v Pager Safety Tools r e case TRACK Help Desk Contact Marian Thomas 321 397 3000 x2060 Non Client Services Transfer Clients Executive Service saat Dashboard Signoff z My Providers Reports Info Help My clients Select vi Search by Last Name AND DOB OR Search By SSN or Medicaid pes r Report Category Available Reports Admin 4 Demographics 5 Licensing 2 Report Name Report Description My Region s Licenses Active This report shows all active licenses for a given program and date range My Region s Licenses Expiring This report shows all clients in a given program with expiring licenses in the date range specified or no license record at all Mentoring Non Client Specific Other Produ
36. ces Windows Internet Explorer ose gt a https chsfl net 2 SX PA File Edit view Favorites Tools Help Ue Favorites Other Services mv D J dh Page Safety Tools gt caseTRACK Help Desk ontact Marian Thomas 321 397 3000 x2060 Executive HETE Dashboard Search by Last Name smi OR Search By SSN or Medicaid Select Provider Click to Add Provider searc h asp Internet fa A 100 Back to TOC case TRACK User Manual Page 25 of 52 First Edition 4 11 2012 The Children s Home Society of West Virginia caseTRACK Complete the fields on the form and click Save Provider Information Windows Internet Explorer GJ bd B https ficis chsfl net chswv prov asp 4cT A vi 4 99 x gt Bing fej File Edit View Favorites Tools Help ye Favorites Provider Information far gt E dm v Pagev Safety Tools a case TRACK Help Desk Contact Marian Thomas 321 397 3000 x2060 Executive Dashboard Non Client Services My clients Search by Last Name P AND DOB OR Search By SSN or Medicaid e Search o Organization et E J Name EG a MT 3FE Address Hours of Operation Contact First Name Contact Middle Name Contact Last Name My Transfer Home Providers Reports Info Clients Help Email Address Phone Number lt Done Internet f 100
37. ction Fields marked with an asterisk are required fields Save the record by clicking the Save button If required fields are left blank or there is a problem with the data entered you will be asked to go back and complete the field 2 Client Admission Windows Internet Explorer Gr E https chsfl net 8 2 4 X Le J oe i IP 2 File Edit View Favorites Tools Help F Fa gt Ww Favorites client Admission Ah BI mn v Pagev Safety Tools v r caseTRACK Help Desk Contact Marian Thomas 321 397 3000 x2060 Executive Service Transfer My Non Client Dashboard Signoff Providers Penara Info Clients Help Services Home My clients Select vi Search by Last Name AND DOB OR Search By SSN or Medicaid e C Add Admission Admission Date 3 20 2012 Select Admission Type Select v Select Referral Source Select Select Location Select Select Program Select Select Worker required if direct service Select Done amp Internet fa A100 v Back to TOC caseTRACK User Manual Page 10 of 52 First Edition 4 11 2012 The Children s Home Society of West Virginia caseTRACK When the client is discharged from the agency click the Admission section header to open the section and click Edit Complete the discharge date field and the disposition at discharge field and click th
38. ctivity OM Internet far Rio The Demographic Summary By Clients Served report shows a demographic breakdown of clients served for a specified Region and Program during a specific reporting period My Agency s Clients Served Summary report summarizes the clients served in one or more Region s for a specified time frame inn a pie chart format My Region s Demographic Summary By Admissions report shows a demographic breakdown of clients admitted with client details for your Region and a specified Program and date range Mentoring section reports are not currently being used by the Society Non Client Specific section reports are not currently being used by the Society however initial steps have been taken to further develop this section for future use Other section reports are not currently being used by the Society Back to TOC case TRACK User Manual Page 46 of 52 First Edition 4 11 2012 The Children s Home Society of West Virginia caseTRACK Productivity section reports summarize your billable progress notes and billing coversheets individually or collectively for a user defined date range Click on each Report name to access the report Currently social work staff members have three 3 reports for their use Progress Notes Total Billable Units by Worker and Worker Timesheet gt Reports Windows Internet Explorer Gi yv https chsfl net v 2 4 X La cg
39. down box to select one of your clients Back to TOC caseTRACK User Manual Page 6 of 52 First Edition 4 11 2012 The Children s Home Society of West Virginia caseTRACK B Add New Client Prior to adding a new client ensure you completed a proper search as identified in the section Client Search Once you have confirmed that a file does not currently exist for a client please proceed with the following steps If the client does not exist in caseTRACK click Add New Client in order to add the client If you do not have an Add New Client button then type zzz in the Search by Last Name text box then click the Search button The Add New Client button will appear Search Results Windows Internet Explorer Ge ye https jcis chsfl net chswv search asp vi 4 X Bins Pe File Edit View Favorites Tools Help Uy Favorites Search Results mr B Pagev Safety v Toolsv K case TRACK Help Desk Contact Marian Thomas 321 397 3000 x2060 Non Client Services Transfer Clients Executive Service Dashboard Signoff Help Home Providers Reports My clients Select v Search by Last Name AND DOB OR Search By SSN or Medicaid e a ea Sorry there are no clients matching your criteria Add New Client Click to Add New Client Done Internet ar Q100 v Back to TOC case TRACK User Manual Page 7 of 52
40. e Save button gt Client Admission Windows Internet Explorer G EA Y G https chsfl net File Edit View Favorites Tools Help lt k GE i a gt Ww Favorites cient Admission fe mm v Pager Safety Tools case TRACK Help Desk Contact Marian Thomas 321 397 3000 x2060 Executive Service My Transfer Non Client Dashboard Signoff Providers ena Clients Services Home Help My clients Nj Search by Last Name E AND DOB OR Search By SSN or Medicaid i C search Edit Admission Select Admission Type Re Admission i cecum Discharge Date 3 19 2012 Disposition at Discharge required if discharged Client Reunified with Parent Internet fo R100 2 Program Detail The Program section of the system is used to document the program s from which the clients are receiving services A client can have more than one active program within the caselT RACK After a client has already been admitted to the Society and one 1 program to add a second program you will click the Program section header to open the section and click Add Program Admission You will then complete the date referral source location and worker There is also a section to write Notes if you need to clarify some issue Save the record by clicking on the Save button If required fields are left blank or there is a problem with the data entered you will be asked
41. e number the QuickLinks will appear in alphabetical order 8 Click the Save button 9 Now you can click on Add QuickLinks to add more links or click Done if you are finished adding your QuickLinks 2 Resource Parent Licensing In case TRACK resource parents foster and adoptive parents are recorded as clients This enables users to associate any number of addresses phone numbers tasks Such as required documentation and screenings etc In addition one of case RACK s features is the Licensing feature You can add this vital information to your resource parent s electronic record by simply adding 2 quicklinks e AddaLicense e View Licenses Once you have added these quicklinks you will be able to easily maintain current and historical license information for your resource parents Add a License To add license information for your resource parents Head of Household search for and select the resource parent s record to go to the client information page Back to TOC case TRACK User Manual Page 50 of 52 First Edition 4 11 2012 The Children s Home Society of West Virginia caseTRACK Click the Add a License quicklink at the top of the client information page Fill out the license information and click Save You have now associated a new license record to the foster parent Add License R 1 D 5 eceived Date Ea Same date as Effective Date Effective Date ER Expiration Date Eir le
42. ently a user called and said One of my workers got reassigned and I need to transfer all of her clients to someone else Do I have to do this one at a time If you are a Supervisor you should be able to do this using the Transfer Clients feature in caseTRACK If you have permissions you should see this option on caseTRACK s main menu Click it and you will see the Transfer Clients form Select the worker you are transferring from and then fill out the rest of the form Check the clients you wish to transfer and then click Transfer Using the Transfer Date this feature ends the Transfer From worker assignment for all the selected clients and adds a new worker assignment record for the Transfer To worker X Help If you experience any problems with the caseTRACK system or if you have any questions or requests there are several ways to access Help Email Help Desk participants Jeff Blankenship jblankenshipQchildhswv org George James giames childhswv org and Cliff Terrell cterrell childhswv org Please include details of what was being done at the time of the error and copy amp paste the error message received Contact our Help Desk by calling Jeff Blankenship George James or Cliff Terrell at 304 346 0795 Please include details of what was being done at the time of the error and the error message received As your co workers we continue to develop this system to allow you to spend more time
43. entry case TRACK contains general information about your clients to help with reporting to COA and other organizations like United Way and HMOs Client demographics including names race ethnicity family income levels addresses phone numbers identification numbers and alternate names just to name a few can be captured using the system Google Maps to your clients locations are readily accessible by clicking the Map It link included in the system case RACK Features Client Demographics the Client Demographic form contains demographic information and billing information such as authorization numbers effective and expiration dates for authorizations primary diagnosis provider ID and staff ID This form may be printed by clicking on the View Demographic Form You will then sign and date the form and file it in the case record Facesheet contains demographic information admissions programs addresses phone numbers locations diagnosis funding sources workers tasks recorded tasks due services collateral contacts and school To print the facesheet click on View Facesheet You may also export this report casel RACK can be accessed from any computer by opening your internet browser and going to the Society s web page Go to For Staff Staff Links CaseTrack 2 CHS of WV Home Page Windows Internet Explorer FREIE Oe J gt childhswv org BS 5 gt File Edit View Favorites Tools Help
44. ervices You will then enter your note in the text box Click the Save button to save the note If you are adding a note older than three 3 days you will need to have your supervisor provide you with the password in order to save the note When the note does not save there will be error messages to indicate the reason s Correct the error s and save the document Back to TOC caseTRACK User Manual Page 23 of 52 First Edition 4 11 2012 The Children s Home Society of West Virginia caseTRACK D The funding source selections are limited to the active funding sources in the client s Funding Source section The running tab of Client Services on the right hand column allows you to see all the services performed for the service date to avoid time overlaps gt Progress Notes Windows Internet Explorer GO E https chsfl net v 2 X D L File Edit View Favorites Tools Help gt gt vr Favorites Progress Notes ar D gm Pagev Safety Toolsv r A Add Progress Note HENRY TESTCHILD Client Services for 3 20 2012 3 Service Date 3 23 2012 mm dd yy Start Time End Time Service Case Worker THUMM SARAH R vi Worker Services for 3 20 2012 2 Start Time End Time Service Program Foster Care Children QLMORGANTOWN Is this service billable Yes w Funding Source Medicaid Primary N Auth 12345 Service T1017 vi Service Perf
45. fety Toos fr Family Size Select vi A Family Income Annual Primary Address Type Select Address LI Address cont Rh City Po State Select Mi Zip HESS Primary Phone Type Select vi Phone Number O mesk 3 Birth County Select v Birth State Select v Birth Country United States Email Address Citizenship Select FSFN ID e x lt gt Back to TOC caseTRACK User Manual Page 8 of 52 First Edition 4 11 2012 The Children s Home Society of West Virginia caseTRACK D Creating a Pseudo SSN If it is not possible to obtain the person s actual SSN you should use a 9 digit pseudo SSN in the format FMLMMDDYY where F First letter of the First Name M First letter of the Middle Name If the client does not have a middle name use the letter X as the second digit L First letter of the Last Name MM Enter month of Birth use leading zeros for Months e g 01 through 09 DD Enter day of Birth use leading zeros for days e g 01 through 09 YY Enter year of birth use leading zeros where necessary e g 01 through 09 For example if your client s name is Elmer T Fudd and was born on 1 1 2005 Elmer s pseudo SSN will be ETF010105 In cases where your client s exact birthday cannot be obtained determine the person s approximate age ask How old are you or give your best guess then code the birthday as January
46. ft blank will default to 1 year from effective date Capacity Gtatus Select oaie Hea Select TA Closure Reason required if Status Closed Voluntary Save To view or edit an existing license click the View Licenses quicklink at the top of the parent s client information page View Licenses This will open another window with the foster parent s license s To view the license click the view icon to edit the license click the edit icon To delete the license click the delete icon License s Type Effective Date Expiration Date Capacity Status Close Reason Re license 3 1 2012 8 1 2012 6 Active a T Re license 8 1 2011 3 1 2012 1 Active a T Initial 8 1 2010 8 1 2011 4 Expired Note The only reason to delete a license is if the license information was entered in error originally There is no need to delete an old license if there is a new license that supersedes the old Instead you can edit the license and change the license status to expired Available Reports These reports are currently available in the reports category Licensing e My Division s Licenses Expiring Displays the Licenses expiring in a user specified date range e My Division s Licenses Active Summarizes the active homes and licensed beds in your division Back to TOC case TRACK User Manual Page 51 of 52 First Edition 4 11 2012 The Children s Home Society of West Virginia caseTRACK 3 Transfer Clients Rec
47. hildren s Home Society of West Virginia caseTRACK 12 Tasks and Program Requirements The Society currently does not use this function Initial steps have been taken for future development Due dates for tasks such as Home Studies Assessments Plans of Care etc required by Medicaid and other agencies can be recorded Program requirements are automatically entered based on the program assignment To add a task click on the Tasks and Program Requirements section select Add Task enter the task type date due and task status Click the Save button gt Client Tasks Windows Internet Explorer lt E 3 l https chsfl net vi amp X S Pi File Edit view Favorites Tools Help Sir Favorites client Tasks Ai 3 mm Page Safety Tools reg Transfer Clients Search by Last Name AND DOB OR Search By SSN or Medicaid Task Type Date Status Internet fo 100 13 Other Services The Other Services section documents services that are being provided to the client outside of the Society To add Other Services select the provider s name from the dropdown box If you do not see the provider you need click on the What if don t see the provider need link to add the provider Select the service type Dependency Services Substance Abuse Services Educational Services Community Services Mental Health Services etc gt Other Servi
48. ion is used to organize and document relevant people in the life of the client sibling parent guardian teacher GAL their Multi Disciplinary Team MDT members etc To adda Collateral Contact to the client click on the Add Contact link on the Collateral Contact section Search for the contact first Type all or part of a Contact Name or Agency Name and click Search Select the contact s you want to associate to your client by checking the checkbox and selecting a role Click Save If you do not click the checkbox and select a role then the contact will not be connected to your client when you Click Save A client can have unlimited collateral contacts Additional examples of collateral contacts are grandparents therapists teachers clergy tutor plus many others A single collateral contact can be associated with more than one client and can have different roles for different clients For example a collateral contact can be Teacher to client A and also be Parent Guardian to client B A collateral contact can be currently or historically involved in the client s case Benefits Unlike storing contact information in a hard copy file in a storage room or in Microsoft Outlook the clients contacts are organized an easily accessible by other case RACK users who might need the same information Back to TOC case TRACK User Manual Page 29 of 52 First Edition 4 11 2012 The Children s Home Society of West Vi
49. ites Tools Help gt Sir Favorites Assign a Worker ai H J mm v Pager Safety Toos My clients Search by Last Name AND OR Search By SSN or Medicaid Select v pos C Search Search Add Worker Assignment Select Worker Note Workers are limited to the Division Select s the client is admitted to currently oe Date End Date End Reason r Assignment Select v Type v Select iv Done Internet fa 150 D Workers are limited to the Locations where the client is currently admitted 6 Diagnosis ny The Diagnosis section documents the diagnoses that have been given to the client by a credentialed clinician All five 5 Axes can be documented chronologically for your clients To add a diagnosis click on Add Diagnosis then select the diagnosis from the dropdown box choose the Axis Start Date End Date if appropriate add Notes if indicated and check the box if it is the Primary diagnosis Click on Save For Medicaid purposes you will complete all five 5 Axes in caseTRACK To end a diagnosis click on the diagnosis section click on Edit e and enter the end date and click on Save Back to TOC case TRACK User Manual Page 17 of 52 First Edition 4 11 2012 The Children s Home Society of West Virginia caseTRACK gt Client Diagnosis Windows Internet Explorer
50. le Date of Birth 2 3 2000 Gender M Race Asian Ethnicity Vietnamese Religion Presbyterian CI ick to Ed it Primary Language French Cl ient Family Size 5 Family Income Annual 0 Additional Information Drilldowns Done Internet fo vr 100 Back to TOC case TRACK User Manual Page 9 of 52 First Edition 4 11 2012 The Children s Home Society of West Virginia caseTRACK D Edit New Client To edit a client click Edit Client on the right corner of the View Client screen see above Update the fields and save the record by clicking the Save button Drilldowns The following twenty five 25 sections give specific instructions on populating information in the drilldown sections of the caseTRACK system First please complete the following sections to build the case initially 1 2 3 5 4 amp 6 for shelter youth amp foster care children 9 10 15 amp 25 These section are marked in this manual with a IN You will then fill in all the additional sections as indicated by this manual to complete the case 1 Admission Detail IN The Admission section of the system is used to document the date that the client was admitted to the Society You must first complete the admission detail before assigning the client to a program location or worker A client can only have one active admission to the agency To add a new admission click the Admission section header to open the se
51. ll use the Adoptions Finalized Disposition at Discharge code from the dropdown listing for both programs Generally when a child is admitted to the agency for one of the other adoption services there may not be a foster care placement This will result in the child only being opened in the appropriate adoption service program However occasionally a child may spend a few days in foster care In this situation you will also open the child in the Foster Care Children program To discharge the child from the Foster Care Children program select the Client Discharged to Adoption as the Disposition at Discharge code from the dropdown listing and enter the discharge date We are adding two 2 additional Disposition at Discharge codes for adoption services Adoptions Disruption and Adoptions Dissolution This will allow easy tracking and reporting for these discharge types Resource Parents when entering a prospective family in case RACK you will enter the parent applicant as a new admission to the agency The applicant will be entered in casel RACK after you receive and approve the prospective parent s application to become one of Our Families The admission date is the date you approve the application In a two parent household both parents will be entered in caseTRACK During the admission process you will choose the program Our Family Parent Applicants location and worker from the dr
52. ment in ability to communicate with others OR serious impairment in judgment OR inability to function in almost all areas 11 20 There is some danger of harm to self or others OR occasional failure to maintain personal hygiene OR the person is virtually unable to communicate with others due to being incoherent or mute 1 10 Persistent danger of harming self or others OR persistent inability to maintain personal hygiene OR person has made a serious attempt at suicide Back to TOC case TRACK User Manual Page 19 of 52 First Edition 4 11 2012 The Children s Home Society of West Virginia caseTRACK 7 Scores and Assessments The Scores and Assessments feature can be used to track your client s current and historical CAFAS and Casey Life Skills scores To add a score you will click on the Scores and Assessments section header click on Add Score and complete the screen You will select the type CAFAS or Casey add the date score and write notes Click on Save Scores and Assessments 4 Type Date Ansell Casey Life Skills Assessments ACLSA ican so Ansell Casey Life Skills Assessments 1 26 2011 SG CAFAS 4721 2010 Parental Stress Index 10 26 2010 Add Score 8 Goals This function allows you to log specific goals related to your clients Additionally you can record the progress of the established goals on a daily or a weekly basis or other frequency of choice To add a goal click on the Goal section header to open
53. net Explorer lt EJ gt 6 https chsfl net lt Q 7 Xx gt P File Edit View Favorites Tools Help Ls z GE gt gt Jr Favori tes https ficis chsfl netfchswvtasksdue asp ca 7 EDI a Page Safety Tools case TRACK Help Desk Contact Marian Thomas 321 397 3000 x2060 Statewide Executive S Transfer Manage My Location s Home Dashboard Signo Providers Reports Info Clients Help Contractors My clients Select Search by Last Name OR Search By SSN or Medicaid View tasks due in the next 7 Days 30 Days 45 Days Click to Access your Tasks Due gt E5 100 Done Back to TOC caseTRACK User Manual Page 40 of 52 First Edition 4 11 2012 The Children s Home Society of West Virginia caseTRACK VI Providers The Providers section on the caseTRACK Main Toolbar allows you to view edit and add providers to the database Click on Providers to view the entire provider list When the provider is not on the main provider list you may search for your provider Providers Windows Internet Explorer Su G Click to lek File Edit View Favorites Tools Help Access sir Favorites E Providers Providers Page Safety Tools h case TRACK Help Desk Contact Marian Thomas 321 397 3000 x2060 gt gt My i Non Client Executive Service Tasks Info Services Dashboard Signott Due My clients Sea
54. nvavnvnnnnenenennavnvnnnnenenene 29 15 Collateral Contacts rrarnrnnnnnnnnnvnnnennvnnnnnnnnnnernnnnnennnnenenennnnenennene 29 16 e e EE ee ea eka na kanta 31 1A MAC ven EE AE EEE an a 32 1O Med a A AA A AAA aa 32 kl 33 20 CFAR Aeneiden isse 34 21 ME 35 22 FARS Lone 35 ae EE A a A 36 24 Documents amp Images ccccccecccecccececeeecececeeeceeeceeecseeceeeteeeneeenes 37 25 Other IdentifiCaAtiON x sxxxssesanaa nana naaa anna Kanan KK anna RKK 38 I 20 002 EEE OE NE 40 EE GE EE ENE EEE EE ENE 40 VI Providers rrrrnrvnnrnnrvnnnrnvernnnnerrrnnerrnrvneennseneernreneernsensenneennenneennenneennennennennene 41 UT 43 MT 49 X FORENE ae 49 A Using QUICKLINKS orronrrrorrnnnnnorrrnnnnonnrnnnnnennrnnnnrenvnnsnsennnnnnnennnnnsnsennnnsnsenn 49 B Resource Parents LICENSING cccccccceeeceeeeeeeceeeeeeteeeeeeseeeseeeseeeneeeseeees 50 C Transfer Cents 2 0 0 cece cece cececeecececeececeeeececeaeceeeeaeceeeaeseseeaesesneaeseeeeaeaeeaes 52 K EE E 52 case TRACK User Manual Page 1 of 52 First Edition 4 11 2012 The Children s Home Society of West Virginia caseTRACK caseTRACK Information caseTRACK Overview This Web based client information system tracks client progress determines patterns of care and facilitates best practices Our plan for the future is for case TRACK to evaluate costs and communicate with network providers SACWIS and accounting systems to reduce dual
55. o 100 poster Care amp Adoption Services Children when a foster child is placed with the Society the child will be open for the Foster Care Children program in casel RACK The legal standing for the children DHHR or CHS voluntary placement state temporary custody state legal guardianship etc does not matter when entering the foster child in the Foster Care Children program in caseT RACK Entering the child in this program will allow the child to appear in foster care reports generated by caseT RACK When the foster child s placement is terminated you will close the Foster Care Children program using the last date of placement and the appropriate Disposition at Discharge code from the dropdown listing When the foster child is placed in respite you will enter the child in the Foster Care Respite program for that period the child is in respite then discharge the child from the Respite program using Client Returned to Previous Placement as the Disposition at Discharge code The Foster Care Children program will remain open while the child is in respite Adoption staff will enter all children receiving adoption services in caseTRACK These adoption service programs are Adoption WVDHHR these are the children in WVDHHR custody who are being adopted by our foster parents Adoption Intercountry children placed from other countries and adopted by our familie
56. o not change the case name by renaming the children in caseTRACK Back to TOC case TRACK User Manual Page 33 of 52 First Edition 4 11 2012 The Children s Home Society of West Virginia caseTRACK 2 Client AKAs Windows Internet Explorer Gr Beta File Edit View Favorites Tools Help lt e z T gt sly Favorites cient AKAS Am vo gm v Pager Safety v Tools v er A case TRACK Help Desk Contact Marian Thomas 321 397 3000 x2060 Executive Service Transfer Non Client My Mr Dashboard Signoff Providers wag Info Clients Help Services My clients Select vi Search by Last Name sd AND DOB OR Search By SSN or Medicaid Go Search Search Add Client AKA Type First Name Middle Name Last Name Select AKA type then enter first middle and last name Done ee Internet fg 100 20 CFARS The Society currently does not use this function However we are currently taking initial steps to use this assessment In time this assessment will be used for shelter foster and adoptive children and others Staff will need to be trained and credentialed to complete this assessment To add a CFARS click the CFARS section header to open the section Click Add CFARS Fill out all required fields and click Save The CFARS detail on the client record will display the Purpose of Evaluation Date of Evaluation and the CFARS Score To print a C
57. ocuments and Images Windows Internet Explorer Gr le https cis chsfl net 76398 us Mara er File Edit View Favorites Tools Help lt z am gt Zip Favorites Documents and Images fn D mn Pagev Safety Tools r caseTRACK Help Desk Contact Marian Thomas 321 397 3000 x2060 Executive Service Transfer Non Client My Ma Dashboard Signoff Providers Pena Info Clients Help Services My clients Select vi Search by Last Name AND DOB OR Search By SSN or Medicaid erd Ser Add Document Image Document Type Select vi Document Name and Description up to 255 characters Done Internet fa Ri NOTE If you have a document saved in a photo format jpeg tiff gif etc you will need to upload the document as a photo Back to TOC case TRACK User Manual Page 37 of 52 First Edition 4 11 2012 The Children s Home Society of West Virginia casel RACK 25 Other Identification IN caseTRACK s Other Identification feature allows a user to record additional information about a client such as Driver s License client IDs etc Adding this additional information can be helpful when you are viewing a Client s electronic file but it can also serve 2 other important functions Cross System Reporting If your client is a part of several programs and each program has its own assigned Client ID or Case ID the Other Identific
58. opdown list and enter the address foster home address physical and complete the demographic information You will add a mailing address for the family if it is different from the physical address When the prospective family has been approved as a resource family foster amp adoptive family you will add them to the Foster Care Foster Parents program in caseTRACK You will use the Administrative Approval Date of the home study as the Program Admission Date Upon completing this entry the Our Family Parent Applicants program will automatically be closed You will then add the newly approved family to the Adoption Adoptive Parents program Back to TOC case TRACK User Manual Page 13 of 52 First Edition 4 11 2012 The Children s Home Society of West Virginia casel RACK 3 Location Detail Al The Location section of the system is used to document the location s from which the clients are receiving services To add a new location click the location section header to open the section Click Add Location Fields marked with an asterisk are required fields A client can have more than one active location at any given time Save the record by clicking the Save button If required fields are left blank or there is a problem with the data entered you will be asked to go back and complete the field gt Client Information Windows Internet Explorer g E https chsfl net sww client File Edi
59. ormed T1017 Case Management vi Diagnosis 296 89 Bipolar II Disorder County of Service PRESTON v Service Setting 06 Foster Home vw Running Start Time hh mm AM PM Tab End Time 2 15 pm hh mm AM PM o HF e g 1 2 3 New Notes Client present Be sure to include the treatment Program SE nena Individuals Contacted Present Purpose of Event Type of Contact Purpose Content Characters remaining 7500 required if trying to add a note older than 3 days Check Spelling J v Done Internet far Rio For some programs such as Foster Care Foster Parents and Adoption Adoptive Parents the funding source and diagnosis are not required To print progress notes write your note and Click Save then a new screen will appear The note was successfully saved Click here to view print the note Or Click here to add another note for this client Or Click here to continue working with this client To print the note choose Click here to view print the note A new screen with your note will appear Choose your printer and complete the print process You will then sign and date the progress note add your credentials File the note in the paper case record NOTE Progress notes for Medicaid billable services must have a diagnosis and funding source entered in the system prior to starting your progress notes Back to TOC case TRACK User Manual Page 24 of 52 First Edition 4 11 2012 The C
60. rch by Last Name AND DOB E t b o Oo o y bigs Provider Home Providers Reports Este Enter Search Cri _ name amp Click Provider Name A on Search Providers Agency Name Prowider Name Provider Address dr horton r D Birth ta Three r D Birth to Three Teen mai PER 304 586 1520 Shepherdstown Day Care Shepherdstown Day Care ae ee vd a 3041 876 6923 Forensic Nurse Examiners Leahy Cyndi ooo gene 540 536 4147 ey Internet i A 100 If you still do not see your provider then type in the Provider name and click on search If you do not find the provider click Add Provider highlighted in blue Search Results Windows Internet Explorer fc s go https chsfl net amp 7 X File Edit View Favorites Tools Help Fr Favorites Search Results ca 7 ED d T Page Safety Tools D a case TRACK Help Desk Contact Marian Thomas 3211 397 3000 x2060 Non Client Executive Service Reread es Reports Transfer 1 Services My HEITE Dashboard Signott Info Clients My clients Search by Last Name ae AND DOB OR Search By SSN or Medicaid e Search Enter Search Criteria Sorry there are no prowiders to wiew Help Add Provider Click to Add Provider Internet fa fiom Back to TOC case TRACK User Manual Page 41 of 52 First Edition 4 11 2012 The Children s Home Society of West Virginia caseTRACK To add a provider you
61. rginia caseTRACK Because a collateral contact s information is shared updated information flows instantly through to all clients associated with the contact 2 Collateral Contacts Windows Internet Explorer Ge yy https chsfl net vi 2 xD Pe File Edit View Favorites Tools Help gt gt iy Favorites Collateral Contacts fay D J mh Page Safety Toos Non Client Services Transfer Executive Service M Info Clients Dashboard Signoff My clients Select vi Search by Last Name AND DOB OR Search By SSN or Medicaid i Providers Reports Help Click to A 2 t or part of a Contact Name or Agency Name and click Search ssociate fo associate to your client by checking the checkbox selecting a role and entering a start date to your client Enter the part of the contact s name or agency i e A search for Michael will not return results for Mike but Select a Role and earch Start Date Enter Search Criteria Contact Name Contact Address Email Phone Start Date Smith Sally 677 North US 1 ssmith web com 321 777 7777 Select Burgin Sally 850 562 0575 Select Feehrer Sally 4530 Shelfer Road feehrers mail cakridge leon k12 fl us 850 488 3124 Select Parker Sally sally parker state or us a X Select Giordano Sally 321 684 7279 Select McClure Sally Select Es Click
62. rized specific service and check the box if it is the primary billing service The Identification number format for Medicaid is an 11 digit number Please be reminded that at least one funding source has to be the primary Click the Save button Back to TOC case TRACK User Manual Page 14 of 52 First Edition 4 11 2012 The Children s Home Society of West Virginia caseTRACK For those children in emergency shelter care the primary funding source is Medicaid the specific service is H0019 U4 Crisis Support and it is also the primary billing service Shelters will also use the T1017 Case Management and A0160 HE Transportation Mileage codes For those children in foster care who are receiving Medicaid billable services the social worker will select the most appropriate primary billing service from this limited list T1017 Case Management H0004 Supportive Counseling Individual or possibly H0004 HO Professional Counseling Individual There are other billable codes for these children but these appear to be used more often You will add a funding source for each Medicaid service you have authorized through the ASO You will always enter an end date for each of these authorizations based on the authorization data you receive from the Administrative office gt Client Funding Sources Windows Internet Explorer COO https chsfl net vi 2 X gt p File Edit View Favorites Tools Help 2 pa gt
63. rver 2006 Windows Internet Explorer JE ts Sy E https Hcis chsfl net CookieAuth dileGetLogon curl 22Fchswy2eFhome DEJ 4 x Bing File Edit View Favorites Tools Help ir Favorites 95 Bl caseTRACk Tutorials Tips a Suggested Sites E Get more Add ons E Bluefield Daily Telegraph E Microsoft 154 Server 2006 gt Log off by Microsoft i closing the Internet Security amp browser Acceleration Server 2006 screen and click the X in the Always corner Select Security show explanation This is a private computer This isa public or shared computer This is a private computer War sit i 1 hug nia nbin Fhin Aeril L w Se ey i A a S IE LLP Tall tate ARA La Bo with wi RUE serah thumm D 2006 Microsoft Corporation All rights reserved NOTE To use the system you must have a valid account If not you will not have access to the system Logging Out When finished using caseTRACK log out by closing the browser screen by clicking the X mark on the corner of the screen Back to TOC case TRACK User Manual Page 4 of 52 First Edition 4 11 2012 The Children s Home Society of West Virginia caseTRACK Ill Welcome When you have successfully accessed the system you will see the My Clients view Your My Clients view lists all of the clients currently assigned to you and or the clients assigned to your employees Your Recent Clients
64. s Adoption CHS Domestic children who we received from their birth parents and are in or are going to be in the guardianship of the Society Adoption Other Domestic children from a variety of sources not already covered in this listing These children could be from other state government agencies other providers etc Adoption Post Finalization Services those services provided to adoptive families to maintain the family to reduce adoption dissolutions Back to TOC case TRACK User Manual Page 12 of 52 First Edition 4 11 2012 The Children s Home Society of West Virginia caseTRACK NOTE See AKAs regarding name changes When there is a foster to adopt placement the WVDHHR child will be open for both the Foster Care Children and Adoption WVDHHR programs in caseTRACK This will allow the child to appear in both foster care and adoption reports generated by caseTRACK The Adoption WVDHHR program will be entered when the foster family agrees to adopt the child and signs the WVDHHR Agreement to Adopt Please be reminded that the Society is being paid for foster care services during the adoption placement period Staff must maintain the foster care standards regarding visits documentation and other contract issues for foster care services until the adoption finalization When the foster to adopt child s adoption is finalized both programs will be closed using the adoption finalization date You wi
65. s o v Total School days attended in the last 30 days lo vi CGAS Scale Rating Was the child committed or recommitted to DJJ in the last 30 days No jal At Risk of Emotional Disturbance al Residential Status Select vi Marital Status Select v Employment Status Select vi County of Residence Select v Highest Grade Level Completed E Select 5 vi Developmental Disabled No VI Physically Disabled v Visually Impaired ru Done e Internet fo 100 Form continues in caseTRACK pease be aware that you must input a diagnosis under the Diagnosis section in order to complete your MH Outcomes form The View and Print functions are not currently working in the Outcomes section 22 FARS The Society currently does not use this function However we are currently taking steps to allow staff to use this assessment In time this assessment will be used for the families with whom we work Staff will need to be trained and credentialed to complete this assessment Back to TOC case TRACK User Manual Page 35 of 52 First Edition 4 11 2012 The Children s Home Society of West Virginia caseTRACK 23 Summaries Currently we have four 4 summaries in this Section Family Home Study Family Home Study Re evaluation Incident Report and the Initial Assessment To add a summary you will click on Add Summary You will then choose the summary type from the dropdown bo
66. s screen will appear The summary was saved successfully Click here to print this summary or Click here to edit the summary or Click here to continue working with this client Back to TOC caseTRACK User Manual Page 36 of 52 First Edition 4 11 2012 The Children s Home Society of West Virginia caseTRACK Click on the first link to print the document At that time a new screen will appear DO NOT print this screen At the top of this screen you will see the Export dropdown box at the far right corner Select Acrobat PDF file and click on Export The file download screen will appear and you may either open the file or save it To print open the file and click on print You will then sign your name and add credentials add the signature date to the document File it in the appropriate paper case record 24 Documents and Images Photos copies of birth certificates court orders etc can be uploaded to caseTRACK and are easily viewed and printed without hunting through cabinets and bulky client files To add a document click Add Image then complete the screen You will enter a date and type of document There are several different types of documents you may choose from in the listing If you are uploading a child s photograph make sure you always choose Photo in the listing You may add a document name and description then browse for your document to be uploaded When you have selected your document Click Save 2 D
67. scale presented in the DSM IV TR this summary lacks the detail and specificity of the original document The complete GAF scale on pages 32 34 of the DSM IV TR should be consulted for clinical use GAF Scale Code Description of Functioning 91 100 Person has no problems OR has superior functioning in several areas OR is admired and sought after by others due to positive qualities 81 90 Person has few or no symptoms Good functioning in several areas No more than everyday problems or concerns 71 80 Person has symptoms problems but they are temporary expectable reactions to stressors There is no more than slight impairment in any area of psychological functioning 61 70 Mild symptoms in one area OR difficulty in one of the following social occupational or school functioning BUT the person is generally functioning pretty well and has some meaningful interpersonal relationships 51 60 Moderate symptoms OR moderate difficulty in one of the following social occupational or school functioning 41 50 Serious symptoms OR serious impairment in one of the following social occupational or school functioning 31 40 Some impairment in reality testing OR impairment in speech and communication OR serious impairment in several of the following occupational or school functioning interpersonal relationships judgment thinking or mood 21 30 Presence of hallucinations or delusions which influence behavior OR serious impair
68. serving our clients and their families Your ideas comments and suggestions will help us to continue to develop the system Back to TOC case TRACK User Manual Page 52 of 52 First Edition 4 11 2012
69. sis dropdown box to select the appropriate diagnosis Deu Axes Ill IV and V you will choose the appropriate Axis Start Date End Date if appropriate add Notes to indicate the appropriate diagnostic information Axis Ill General Medical Conditions If there is a medical condition impacting treatment then write it in the Notes section Pages 29 30 of the DSM IV TR should be consulted for clinical use Write No diagnosis on Axis III if there is not a medical condition related to the treatment indicated from Axis I Click on Save Back to TOC case TRACK User Manual Page 18 of 52 First Edition 4 11 2012 The Children s Home Society of West Virginia caseTRACK Axis IV Psychosocial and Environmental Problems NOTE Although it is based on the clinical scale presented in the DSM IV TR this summary lacks the detail and specificity of the original document The complete Psychosocial and Environmental Problems categories and descriptions on pages 31 32 of the DSM IV TR should be consulted for clinical use Problems with primary support group Problems relate to the social environment Education problems Occupational problems Housing problems Economic problems Problems with access to health care services Problems related to interaction with the legal system crime Other psychological and environment problems Axis V Global Assessment of Functioning GAF Scale NOTE Although it is based on the clinical
70. t View Favorites Tools Help k i og gt 3 x Favorites cient Information a BI mn v Pagev Safety Toolsv f r My clients Search by Last Name AND OR Search By SSN or Medicaid Select v 60 nog Search Search Add Location Select Program Select Note Limited to the Programs the client is admitted to currently Select Location Select v Note Locations are limited to the Programs the client is admitted to currently Referral Source Select negate 3 EE EE Notes e g specific house bedroom etc Disposition at Close Select required if end date is entered v lt gt Done Internet fo R150 Do not discharge the client from Locations 4 Funding Source Detail IN This section documents the funding source s currently Medicaid Medicaid Waiver and Magellan for which the client is eligible A client can have more than one funding source Active and historical client Medicaid numbers ASO authorization dates numbers and limits can be recorded in the system Units Remaining functionality is also included although not currently being used by the Society To add a funding source click Add a Funding Source You will then select a funding source start date end date identification number Medicaid Number ASO authorization number currently APS Units Autho
71. t s schools to be entered prior to entering the Initial Assessment information in casel RACK The school information is pulled through the system into the Initial Assessment report Back to TOC case TRACK User Manual Page 31 of 52 First Edition 4 11 2012 The Children s Home Society of West Virginia caseTRACK 17 Indicators The Indicators section documents behavioral indicators current or historical of the client and the client s mother and father From alcohol abuse to bedwetting to withdrawn behavior your client s behavioral indicators can be recorded in the system You will click on Add Behavioral Indicators to select the behavior your client mother father is exhibiting currently or historical data Click on the check box for the behavior then select who it applies to and indicate whether it is current or historical and you can add notes Click on Save When one 1 or more of the individuals have the same behavioral indicator you will need to select one Individual and the behavior indicator and save the information You will select the second individual and the indicator then save the information Add Indicator s Behavioral Indicator Applies To Alcohol use abuse 5 Arrest criminal charges 5 Bedwetting Defiance 5 Developmental delay Developmental disability Click to Drug use abuse select the 5 Eating disorder behavior Fire setting Frequent crying Harmful to animals 5 Lying Opposition
72. the section Goals 2 Start End Date Date Resiliency Coping Skills jdeiowjjwowkwepokdwpk 3 1 2012 mn Add Rating EA Add Goal Number Type Description Rating Click on the blue hyperlink Add Goal Select the Goal Category from the drop down box Client Goals Windows Internet Explorer Sol Go ak fa https cis chsfl net chswvil lient g vis as 7ACT A4 amp ID 2 147476 398 E 2 gt X ng Pir File Edit View Favorites Tools Help Sly Favorites Client Goals fa A a Pagev Safety Tools ites case TRACK Help Desk Contact Marian Thomas 321 397 3000 x2060 Search by Last Name SY AND DOB OR Search By SSN or Medicaid Add Goal Goal Category Goal Description Objective s Goal Number Start Date End Date NA Click to Goal Outcome required if end date recorded Select E Select the Goal Done Internet fz 100 Back to TOC case TRACK User Manual Page 20 of 52 First Edition 4 11 2012 The Children s Home Society of West Virginia caseTRACK All fields marked with an asterisk are required fields To complete the goal enter a goal description and goal number in the appropriate text fields Enter a start and end date if that information is available Click the Save Button To update the status of a goal click or add a Rating Goals 1 Start End Date Datu fn education
73. use an eleven 11 alphanumeric CHS ID number The CHS ID number assigned to a client will be constructed from the following data and in the following manner e Client s Birth Date in mmddyy format followed by e Gender using M or F use upper case letters followed by e Client s first middle and last initials use upper case letters Where no middle initial exists 9 will be used as the missing initial Where a client has more than first middle and last names use the first middle initial only e The final digit in the case number will be a 0 In the case of clients received into care that have with the same birthday and the same initials use 0 as the final digit for the first client 1 as the final digit for the second client etc All letters in the client designation will be uppercase Examples John Joe Doe born 4 1 85 becomes 040185MJJDO Janet A Jones born 1 22 76 becomes 012276FJAJO Michael NMI Smith born 4 3 59 becomes 040359MM9S0 Joseph NMI Smythe born 9 26 98 becomes 092698MJ9S0 Janet L Jones and Julie L Jones born 9 12 90 become 091270FJLJO and 091270FJLJ1 Sibling Group ID Use the oldest known sibling s ID and add SG at the end Siblings will use a thirteen 13 alphanumeric Sibling ID number For the John Joe Doe sibling group 040185MJJDOSG Back to TOC case TRACK User Manual Page 39 of 52 First Edition 4 11 2012 The Children s Home Society of West Virginia
74. will complete all required fields and click Save Your provider will be added to the main provider list Add Provider ax ID Agency Name Contact First Name ontact Middle Name Contact Last Name mail Address Phone Number obile Number ax Number Dther Phone Number Physical Address Address Address cont ity tate Select ip iling Add ailing Address Same as Physical Location Address Address cont ity tate Select ip omments NOTE To edit a provider please follow the directions under the Other Services section pages 25 28 Back to TOC caseTRACK User Manual Page 42 of 52 First Edition 4 11 2012 The Children s Home Society of West Virginia caseTRACK Vil Reports The Reports section contains standard reports for the system Throughout this section the screen shots and comments are generally based on the view accessible to social work staff To access the reports click on the Reports section header of the Main Toolbar There are eight 8 categories of reports Admin Demographics Licensing Mentoring Non Client Specific Other Productivity and QM Supervisors have two 2 additional report categories Client Summaries and Medications Additionally in each category supervisors will have more reports than the staff gt Reports Windows Internet Explorer G GJ https chsfl net File Edit View Favorites Tools Help
75. x and then enter the date of the document Now you will complete the text boxes in the form When you have completed your data entry you must Click on Save or you will lose your information NOTE When you are completing the large summary forms such as the Initial Assessment Family Home Study amp Re evaluation you may want to save the data frequently to reduce the possibility of losing the entered data 2 Client Summaries Windows Internet Explorer GJ gt E https chsfl net JET YIK bb Pir File Edit View Favorites Tools Help gt vir Favorites cient Summaries a z mm v Pager Safety Tools f r case TRACK Help Desk Contact Marian Thomas 321 397 3000 x2060 Non Client Services Transfer Executive Service My Info Clients ne Dashboard Signoff Providers Reports Help My clients Select v Search by Last Name PO AND DOB OR Search By SSN or Medicaid Ca ex Search Add Summary Summary Type Select Date Select Family Home Study Family Home Study Re Evaluation Incident Report Initial Assessment Currently we have 4 Summary reports Ds roster care and Adoption staff may begin using the Family Home Study and Family Home Study Re evaluation in caseTRACK The Incident Report and Initial Assessment work well in the case TRACK MIS We are currently developing more summary reports for staff use After saving the document thi
76. y Region s Outcomes Audit This report lists all active clients with missing outcome measure or their admission outcome measures include one of these diagnosis code 999 799 9 71 09 This shows the current password used to override the 2 week rule for entering progress notes This report displays the top 5 users in a specific Region based on progress notes entered in a specified time frame Progress Note Override Progress Notes Entered Top 5 Client Summaries Demographics Licensing Medications Mentoring Non Client Specific Other Productivity QM N a e a T a v Internet fo Qio Supervisor s Report Categories with Admin report labels showing Admin section is a reporting section used by supervisor and compliance For example Diagnosis 999 report showing how many clients are in the database with an unknown diagnosis over 30 days The Progress Note Override report is a management tool for the supervisor It provides the progress note password for staff who has not entered the progress notes in a timely manner After three 3 days the password will be required On the next page there is a screen shot of Admin reports available to staff Currently the two 2 reports Diagnosis 999 and My Regions Case Summary Served are for staff use Back to TOC case TRACK User Manual Page 44 of 52 First Edition 4 11 2012 The Children s Home
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