assessment and case plan training...

Assessment and Case Plan

Rev: 05/2016 (7.4)

Table of ContentsCWS/CMS TRAINING MODULE CONVENTIONS.................................................................................................................................................................2SKILL BUILDING EXERCISE: CASE PLAN............................................................................................................................................................................3ASSESSMENT AND CASE PLAN................................................................................................................................................................................................5STARTING THE CLIENT SERVICES APPLICATION...........................................................................................................................................................7QUALITY ASSURANCE................................................................................................................................................................................................................8VERIFYING/UPDATING CASE INFORMATION NOTEBOOK PAGES.............................................................................................................................9

IDENTIFICATION (ID) PAGE.........................................................................................................................................................................................................9SERVICE COMPONENT PAGE......................................................................................................................................................................................................10

VERIFYING/UPDATING THE CLIENT NOTEBOOK PAGES............................................................................................................................................12IDENTIFICATION (ID) PAGE.......................................................................................................................................................................................................13DEMOGRAPHICS (DEMOG.) PAGE..............................................................................................................................................................................................14RELATED CLIENTS PAGE...........................................................................................................................................................................................................15VIEW NEXT BUTTON..................................................................................................................................................................................................................16

INITIAL CASE PLAN..................................................................................................................................................................................................................17CASE PLAN NOTEBOOK.............................................................................................................................................................................................................17CASE PLAN PARTICIPANTS PAGE..............................................................................................................................................................................................18CONTRIBUTING FACTORS PAGE................................................................................................................................................................................................19STRENGTHS PAGE......................................................................................................................................................................................................................21SERVICE OBJECTIVES PAGE.......................................................................................................................................................................................................22PLANNED CLIENT SERVICES PAGE............................................................................................................................................................................................23CASE MANAGEMENT SERVICES PAGE.......................................................................................................................................................................................25

CREATING THE CASE PLAN FAMILY ASSESSMENT DOCUMENT..............................................................................................................................27CREATING THE CHILD WELFARE SERVICES CASE PLAN DOCUMENT..................................................................................................................29RECORDING PARTICIPANT REVIEW..................................................................................................................................................................................32SUBMITTING A CASE PLAN FOR APPROVAL....................................................................................................................................................................33

CASE PLAN APPROVAL REQUIREMENTS...................................................................................................................................................................................35CASE PLAN MODIFICATIONS.....................................................................................................................................................................................................35

CASE PLAN UPDATE..................................................................................................................................................................................................................37RECORDING SERVICE OBJECTIVE PROGRESS............................................................................................................................................................................39CREATING THE UPDATED CASE PLAN.......................................................................................................................................................................................40

PARTICIPANT REVIEW............................................................................................................................................................................................................42SUMMARY....................................................................................................................................................................................................................................43

Rev: 05/2016 Assessment and Case Plan Student Guide

CWS/CMS Training Module Conventions

Module Purpose and Organization

This student guide is business process oriented. Certain sections, notebooks, and pages may be skipped in a specific module and presented later when they are relevant to a process.

This module introduces you to CWS/CMS tools required to create an initial and updated case plan.

This module contains the following:

A skill building exercise to be used in conjunction with the Scenario Manager application

M03_S02 – Assessment and Case Plan – Initial.arc

M03_S03 – Assessment and Case Plan – Update.arc

A list of objectives for the module

A summary of the module


Disclaimer: The dates presented in this student guide and in the accompanying screen shots may need to be adjusted at the user’s discretion to avoid conflicting with dates in scenario manager.

Skill Building Exercise: Case Plan

Scenario Manager File: M03_S02 Assessment and Case Plan – Initial.arc User ID = WALLACGPassword = $Good2go

Cases: Bobby B, Marcia B

You are a social worker assigned to the Downtown Sacramento Child Welfare Services office.

You have been working on the Marcia and Bobby B cases. Mike B, their father, physically and sexually abused his daughter Marcia. Their mother, Carol B physically abused Bobby. They are in foster care, and the court became involved on June 19, 2004. You are creating a case plan with the family offering Family Reunification Services.

UPDATE CLIENT NOTEBOOKS

Mrs. J, Bobby’s teacher, tells you his legal name is Robert, but prefers to be called Bobby.

You have the health and education information on file for both children.

Mike is the stepfather of Marcia.

Mike is the birthfather of Bobby.

Carol is the stepmother of Bobby.

Carol is the birthmother of Marcia.

Marcia is the stepsister of Bobby.

Bobby is the stepbrother of Marcia.


Skill Building Exercise: Case Plan (continued)

CREATE THE CASE PLAN NOTEBOOK AND THE INITIAL CASE PLAN DOCUMENTS

Carol B has been abusing alcohol and marijuana, and has low self-esteem. She admits to hitting Bobby when he misbehaves. She would like to get a full time job but lacks the skills to do so. Currently she works a part time job at the local 7-11 convenience store.

Mike B has been abusing alcohol and cocaine. He says alcohol calms his nerves and the cocaine helps him work late into the night on his drafting project proposals. He admits to sexually and physically abusing his stepdaughter but only when he has been drinking and using cocaine. He says he hits Marcia because she is a rebellious teenager. He is currently self-employed as a draftsman, but has not been actively seeking new projects due to stress and lack of sleep.

The parents claim that they do not want to lose custody of their children permanently and have expressed their willingness to cooperate with you.

Save to database after recording all Initial Case Plan information.

UPDATE THE CASE PLAN NOTEBOOK AND GENERATE THE UPDATED CASE PLAN DOCUMENT

Family Reunification (FR) services have been implemented. For the next six-month review, the whole family will continue their respective counseling services. All services are still in progress. The children will remain in placement with a goal to return home with an alternate goal of long-term foster care with a non-relative. You must create an updated Case Plan. Objectives and services must reflect the steps to implement the permanency alternative goal.

Save to database after recording all Update Case Plan information.


Assessment and Case Plan

Introduction

When child welfare services are provided, the social worker must complete an assessment and case plan within 60 days of either the initial removal or the start of the in-person investigation, whichever comes first. This module introduces you to the CWS/CMS tools and processes involved in creating a case plan.

A case plan typically runs for six months at which time it is re-evaluated. The Child Welfare Services Case Plan document is to be given to the parent / participant to carry out the activities required to meet the case plan objectives. The case plan and assessment must include information relevant to the case situation with an appraisal of case service needs.

Objectives

By completing all of the sections, you will learn the entire CWS/CMS case plan process. After completing this module, you will be able to do the following with little or no assistance:

Create an Initial Case Plan

Update Client notebooks and pages that are essential to the case plan process

Create and record information in the Case Plan notebook

Create the Case Plan Family Assessment and the Child Welfare Services Case Plan documents

Record participant review information

Request approval for the case plan


Assessment and Case Plan (continued)

Create an Updated Case Plan

Update the client’s progress in meeting the service objectives set forth in the prior case plan

Create and record information in the Case Plan notebook (update)

Create the Child Welfare Case Plan Update document

Record participant review information

Request approval for the case plan update


Starting the Client Services Application

The first step in creating a case plan is to start the CWS/CMS Control Panel and the Client Services application. To start the CWS/CMS Control Panel and the Client Services application, follow these steps:

1. From the Windows desktop, double-click the CWS/CMS icon.

2. In the CWS/CMS Control Panel logon window, (A) verify your User ID, (B) type your password, and (C) click the OK button.

3. From the CWS/CMS Control Panel, (D) click the Client Services application icon.


Figure - CP_001

Figure – CP_002

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Figure – CP_003

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Quality Assurance

Information from various parts of a Case Folder will populate to Case Plan documents. So, it is important to begin by verifying and updating information that will populate into case plan documents. This section shows the case and client elements that must be updated and or verified prior to the start of an initial case plan.

1. (A) Click the Open Existing Case Folder.

2. From the Open Folder dialog box; (A) select the appropriate case, (B) click the OK button, and (C) in production only, click the “Yes” button in the following dialog box. Repeat these steps for other cases that will be part of this case plan.


Figure – CP_004

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Figure – CP_006C

Figure – CP_005

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Verifying/Updating Case Information Notebook Pages

Identification (ID) Page

Use this page to verify or update case information, intervention reason(s), and case status.

Review all fields on this page for accuracy and update if necessary.


Case Status Grid:A case can have only one active case status at a time. Verify that it is correct. To change or enter an initial Case Status, click the “+” in the upper left corner of the grid. This adds a new row and end-dates the previous case status defaulting to the current date. Modify this date if necessary.

Projected End Date Field:Although this field is not mandatory in the Client Services application, the date is required by state regulations. It can be changed if needed.

Case Alerts Field:Use this text box to enter critical information regarding this case, e.g., warnings about dangerous tendencies of a client or other important information that should be transmitted to any staff person assigned to the case.

Figure – CP_007

Verifying/Updating Case Information Notebook Pages (continued)

Service Component Page

Use this page to list each service offered to the focus child and the start date and end date for each.

1. To enter a new service component, (A) click the Svc Comp page tab, (B) click the “+” of the Service Component Grid, and (C) enter information in the fields below the grid.


Figure – CP_008

Service Component Grid:If this case is the result of a disposed referral, the first service component defaults to "Emergency Response.”

End Date Field:The system automatically enters this date for the active service component when a new service component is created. The end date of the active service component equals the effective date of the new one and is read only. An end-dated row cannot be removed.

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Service Component Field:Only one service component can be active at any given time.

If the focus child is in an open placement episode and the user chooses to change the service component to Family Maintenance (FM), the user will receive the following informative message: “[Child’s Name] has a Service Component of FM case with an open Placement Episode. Either modify the Service Component or end the Placement Episode.”

Verifying/Updating Case Information Notebook Pages (continued)

2. If there are other Case folders to update, use the Window drop-down menu to bring the folder into focus and review the Service Component page.


Figure – CP_009

Verifying/Updating the Client Notebook Pages

1. Much of the information found in Case Plan documents populates from pages in the Client notebooks. To verify/update information for a client, (A) click the Client Management Section (blue button), (B) click the Open Existing Client notebook, (C) select the client to update in the Open this Client grid, and (D) click the OK button.


Figure – CP_010

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Verifying/Updating the Client Notebook Pages (continued)

Identification (ID) Page

Use this page to view or enter general information about the client such as name, birth date, social security number, language, and ethnicity.

Verify and update all information on this page.


Primary Language/Ethnicity Fields: Although this field is not yellow, it is required to indicate a primary language and ethnicity in order to obtain approval for a case plan.

Confidentiality In Effect Check Box: Welfare and Institutions Code (W&IC) requires the foster home location be confidential unless the address is ordered by the Court to be released.For a minor, the application will automatically set Confidentiality In Effect and the Effective Date.For adult clients, the staff person will have the ability to manually set this option.When selected, the client’s address will not be printed in any documents or reports that require parental review. Additionally, if the child has been removed from the home, the placement is also marked as confidential on the ID page of the Placement notebook.

Figure – CP_011


Demographics (Demog.) Page

1. Use this page to display specific demographic information, such as the client's birth, education, and death, if applicable. To update/verify demographic information (A) click the Demog. page tab and (B) complete and scroll down on the page and complete all known fields.


Education and Health Information Fields:These fields become mandatory upon the creation of a case plan. For detailed descriptions of any fields found in CWS/CMS, click the field in question and press the F1 key.

Unemployed Parent, Military Status, Adoption Status Option Buttons and Intercountry Adoption check boxes:These options are specific to the client notebook in focus.

Figure – CP_012

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Comments Narrative Field:Enter relevant remarks helpful in planning client services, e.g., communication difficulty, or special religious practices. You can enter up to 120 characters in this field.

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Figure – CP_013


Related Clients Page

Use this page to identify clients related to the client for whom this notebook has been created (Client notebook in focus).

1. (A) Click the Related Clients page tab and update if necessary. To update the Related Clients grid, (B) click the “+” of the Related Clients grid. (C) Choose the relationship in the drop-down menu.


Start and End Date Fields:These fields reflect the beginning or ending of a relationship between the selected clients, e.g., the start date of a stepson/stepfather relationship or the end date of a marriage.Be careful when end dating a relationship with a client who is a case focus child. After end dating the relationship, the previously related client will no longer be attached to the case.

Client/Relative Drop-Down List:Relate the clients in the same order as they are listed here e.g., if the mother is listed first, she would also be listed first in the drop-down list.

Figure – CP_014

Live at the same location check box: This box populates from referral and should be unchecked when related clients no longer live together.

Family Finding Efforts Fields:These fields are used to record the efforts that have been taken to identify and establish lifelong connections for a child client with the individual selected in the Related Clients grid. These fields are disabled when the in-focus client is not a child client, or no data has been entered in the Family Findings Efforts frame.

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Relative Notification:Document the Relative Notification information including date, method/exception, and response. From the File drop-down menu, select Print Report to produce the Relative Notification letter. This same functionality is available in the collateral notebook.


View Next button

Use the View Next navigational button to bring the next Client notebook into focus.

1. If there are multiple clients, (A) click the View Next button to navigate to the next Client notebook. Repeat the previous verifying and updating steps until all Client notebooks have correct and up to date information. As an alternative, (B) click the Existing Client notebook, and (C) select the next client to be reviewed.


- In production only -

Save to Database:If any information has been updated in the Case Information notebook, a Save to Database must be performed. Otherwise, information such as the Service Component will not be accurate in the Family Assessment document and the Projected End Date will not populate to the Case Plan document.

View Previous Button:Like the View Next button, the View Previous button can be used to navigate through notebooks in reverse order.

Figure – CP_016

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Figure – CP_015

Initial Case Plan

Case Plan Notebook

Use the Case Plan notebook to view and enter the case plan participants, services, and objectives developed to meet the child’s and the family’s needs for a specific time period. A case plan typically runs for six months at which time it is re-evaluated.

This module assumes you have opened all children’s cases and are creating an initial case plan for a case with a service component of Emergency Response and a case plan goal of return home.

1. To create a new case plan, from the Case Management section (green button), (A) click the Create New Case Plan notebook, (B) enter the Case Plan Start Date, (C) select the child(ren) for whom this case plan is being created, (D) click the top Add button, (E) select the adults who will participate in this case plan, (F) click the bottom Add button, and (G) click the OK button.


Focus Children List box:The child of the case in focus will already be in the Focus Children list box.

Case Plan End Date:This date automatically defaults to 182 days (approximately six months) later than the Case Plan Start Date, but can be edited.

Figure – CP_017

Figure – CP_018

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Initial Case Plan (continued)

Case Plan Participants Page

Use this page to view and enter information about all participants in the case plan, including the case plan focus child(ren).

1. To complete this page, (A) Using the Case Plan Goal drop-down list, enter a Case Plan goal for the first child in the Case Plan Participants grid. (B) Select any other focus children included in this case plan and identify their case plan goal. (C) If applicable, select the Permanency Alternative/Concurrent Planning field for each focus child.


Case Plan Participants Grid: If, after clicking on the Case Plan Participants page, there are clients missing or clients that do not belong in the case plan, they can be added or deleted from the grid.

Figure – CP_019

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Nonminor Dependent - Case Plan Goal: “Permanent Connections” for Independence” Case Plan Goal has been added for Nonminor Dependents.


Contributing Factors Page

Use this page to identify details about factors relevant to CWS intervention on the focus child(ren)’s behalf

1. To add factors (A) click the Contributing Factors page tab, (B) click the “+” in the Contributing Factors grid, (C) select the participant(s), (D) select the contributing factor(s) from the Contributing Factors combo box, (E) click the Apply button and repeat until all contributing factors have been identified for each participant. When finished, (F) click the Cancel button to populate the grid.


Contributing Factors Grid:If the OK button is selected inadvertently instead of the Apply button, reopen the Contributing Factors dialog box, by clicking the “+” in the upper corner of the grid.

Multi-Combo Boxes:These multi-select boxes are also used on subsequent pages. Use the same method as described here for other pages that use these boxes.

Figure – CP_020

Figure – CP_021

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Figure – CP_021


After selecting participants and corresponding contributing factors, a user may find that a participant was left out or was inadvertently added in.

2. To remove a participant from a specific contributing factor, (A) select the participant from the Participants grid and then tap the delete key on the keyboard. To add another participant, (B) click the “+”.


Description Field:The first description narrative created will automatically populate to other participants who share the same contributing factor. However, descriptions can be written specifically for each participant who shares a contributing factor.After typing the first narrative, click the name of the other participant(s) to create a different narrative description. This feature also works on the Strengths and Service Objectives pages.

Go to View by Participant Button:Clicking this command button changes the Contributing Factors Grid view to display the first column listing a single participant, with the second column displaying all the contributing factors for that participant.

Figure – CP_022

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Strengths Page

Use this page to identify family characteristics that may improve the situation that led to CWS intervention.

1. To add strengths to this page, (A) click the Strengths page tab and, (B) click the “+” in the Strengths grid to add participant strengths, (C) select the applicable participants and corresponding strengths, and (D) click the Apply button. Repeat, if necessary for additional strengths and/or clients. When finished, (E) click the Cancel button.


The Contributing Factors page and the Strengths page populate to the Case Plan Family Assessment Document.

Figure – CP_023

Figure – CP_024

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Service Objectives Page

Use this page to identify service objectives to be achieved for the case plan participant(s).

1. To add service objectives to this page, (A) click the Service Objectives page tab, (B) click the “+” in the grid to add service objectives, (C) select corresponding participants, categories and types from this list and drop-down menu, and (D) click the Apply button. Repeat if necessary for other participants and categories. When finished, (E) click the Cancel button.


Service Objectives List:If “Other Service Objective” is selected, the Additional Description for Participant text box is mandatory. “Other Service Objective” can be used up to five times per participant. For each “Other Service Objective” that is chosen, a new line will be created, per participant, per objective. Each line will need to have its own individual Additional Description.

Figure – CP_025

Figure – CP_026

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Planned Client Services Page

Use this page to view or enter services that help the case plan participant(s) achieve the case plan objectives identified on the Service Objectives page.

1. To add Planned Client Services, (A) click the Planned Client Services page tab. (B) click the “+” in the Planned Client Services grid. (C) Select Participants with corresponding Categories and Types. (D) Select the type of Provider, if known, (E) click Apply, and repeat the process for other services. When finished, (F) click the Cancel button.


Participants List Box:Note the caveat in the dialog box above the Participants List; ‘If participants have different descriptions or schedules, please select them separately.’ i.e., the auto copy feature does not work on this page.

Figure – CP_027

Figure – CP_028

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2. Complete the (A) Description/Responsibilities for Service text box, (B) Schedule for Service, and (C) type of Provider fields.


Figure – CP_029

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Case Management Services Page

Use this page to identify activities a staff person will perform in order to help the case plan participants meet their objectives identified on the Service Objectives page. The Case Management Service “SW Plan Contact, Staff Person / Child” will be automatically populated.

1. To complete the pre-populated required monthly contact, (A) click the Case Mgmt Svcs page tab, and (B) complete the Schedule for Service fields e.g., once per month.


Contacts/Visits Fields:These fields are used for detailing contacts and visits, and are only available if the category is Case Management Services and the Type is either "Arrange Visitation" or "SW Plan Contact.”

Supervision Required Option Buttons:These buttons are only used if the category is Case Management Services and the Type is “Arrange Visitation.”

Figure – CP_030

Schedule for Service:Contact/Visitation waivers require an end date within six months of the waiver start date.

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2. To add other services, (A) click the “+” in the Case Management Services grid, (B) select Participants with corresponding Categories and Types, (C) click Apply, and (D) click Cancel when completed. Then complete the applicable fields for each Case Management Service selected, e.g., Agency Responsibilities for Service narrative field, Schedule for Service fields, and Contacts/Visits fields.


- In production only -

Save to Database:When all the pages in the Case Plan notebook have been completed, perform a save to the database. Doing so will identify any mandatory fields that may have been missed and precludes any chance of losing an extensive amount of work.

Figure – CP_031 Figure – CP_032

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Creating the Case Plan Family Assessment Document

This document is used to record the family assessment process information. Information such as case plan goal(s), referral history, and problems requiring intervention populates into this document. Additional information can be entered and includes the social, cultural, and physical factors for each family member, prior social services rendered, and an evaluation of the child’s medical condition and safety.

1. To create the Case Plan Family Assessment document, (A) click the Create New Document-Case Plan notebook. In the Generate New Documents dialog box, (B) select Case Plan Family Assessment, and (C) click OK. In the Select Notebook dialog box, (D) click OK. The Microsoft Word application will generate the document.


Figure – CP_033 Figure – CP_034

Figure – CP_035

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Creating the Case Plan Family Assessment Document (continued)

2. When Microsoft Word has generated the document, (A) review information, (B) print or save, if applicable, and (C) close.

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F11 Key:Use the “F11” key to navigate through the document. It automatically moves the cursor to the next area where narrative is required.

Gray Boxes:If the F11 key is not used for navigating, scroll and use the mouse to click the gray form field boxes. This will keep all the text aligned.

Figure – CP_036

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Creating the Child Welfare Services Case Plan Document

This document is to be given to the participant(s) to carry out the activities required to meet the case plan objectives. It contains the projected child welfare services completion date, case plan goal, objectives to be completed and specific services provided to meet the objectives. Additionally, a schedule of planned client-social worker contacts and a signature block for the parent/participant, social worker, and supervisor are included.

1. To create the Child Welfare Services Case Plan document, (A) click the Create New Document-Case Plan notebook.


Figure – CP_037

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Creating the Child Welfare Services Case Plan Document (continued)

2. In the Generate New Documents dialog box, (A) select Child Welfare Services Case Plan, and (B) click OK. In the Select Notebook dialog box (C) click OK. In the Generate Case Plan Document dialog box, (D) select any assessments to be included in the document, and (E) click OK.


Generate Case Plan Document Dialog Box:By selecting the Family Assessment (and/or any other assessments that have been created), those assessments will be incorporated into the Child Welfare Services Case Plan document.

Figure – CP_038

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Figure – CP_039

Figure – CP_040

Creating the Child Welfare Services Case Plan Document (continued)

3. When Microsoft Word has generated the document, (A) review information, (B) print or save, if applicable, and (C) close.


CWS Case Plan Document:There are no user entries to be made in this document. All information populates directly from the notebooks.

Figure – CP_041

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Recording Participant Review

1. To record Participant Review information, (A) click on the ID page. In the Review Date field, (B) enter the date the staff person reviewed the case plan with each of the participants. When each participant has signed the case plan, (C) enter the date into the Signed Date field. If a participant did not sign the case plan or refuses to participate, (D) enter the dates of each and the reason the participant did not sign the case plan.


Figure – CP_042

Participant Review:Supervisor approval is not required prior to data entry of the Participant Review section. The Participant Review section will be available while the case plan is “In Effect” or “In Progress”.

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Submitting a Case Plan for Approval

Use the Approval command in the Action drop-down menu to request approval for a case plan. When a case plan is pending approval or approved, the case plan (with the exception of the ID page) and its documents are read-only. Therefore, it is recommended to first submit a hard copy of the case plan documents to the person who will approve it before requesting an electronic approval.

To submit a case plan for approval, the Case Plan notebook must be in focus.


Figure – CP_043

Submitting a Case Plan for Approval (continued)

2. Using the (A) Action drop-down menu, (B) select Approval. In the Approval Detail dialog box, (C) change the Approval Status drop-down list to Pending Approval, and (D) click the OK button.


Figure – CP_044

Figure – CP_045

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Submitting a Case Plan for Approval (continued)

Case Plan Approval Requirements

If the Approval command is disabled, check the following approval prerequisites:

Is there both a primary language and primary ethnicity entered for each case plan focus child (in the Client notebook, ID page)?

Has the Child Welfare Services Case Plan document been created? Check by opening the Existing Case Plan-Document notebook?

Has at least one service objective been entered for at least one of the case plan participants (in the Case Plan notebook, Service Objectives page)?

Have all mandatory fields been completed? If not, after saving to the database, CWS/CMS will generate an error message indicating a missing mandatory field. Once OK is selected in the error message dialog box, the user will be brought to the page where the mandatory field was missed.

Is the Case Plan notebook in focus? If not, use the Open Existing Case Plan notebook to bring it into focus.

Case Plan Modifications

If the Case Plan has been approved, the supervisor may allow modifications to be made to the In Effect Case Plan by using the Requires Modification function in the Approval Detail Case Plan dialog box.


Saving to Database

From the File drop-down menu, select Save to Database and click Continue Working.

Continue working will automatically load the next Scenario Manager arc file M03_S03 Assessment and Case Plan – Update.arc


Figure – CP_047

Case Plan Update

An updated case plan is required to document any changes to the case plan. This includes a description of the degree of compliance by the parent(s)/guardian(s) with the case plan objectives. An updated case plan may be created at any time after a case plan has been approved; however, a case plan must be updated at least every six months. This module assumes you are creating an updated case plan for a case with a service component of family reunification and a case plan goal of return home. It also assumes that you have completed quality assurance for your cases.

1. After opening the Client Services application, click the Open Existing Case Folder notebook.

2. From the Open Folder dialog box; (A) select the appropriate case, (B) click the OK button, and (C) in production only, click the Yes button in the following dialog box. Repeat this step to open all of the children’s cases that will be a part of the case plan update.


Figure – CP_046

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To update a case plan, a new Case Plan notebook will be created. The existing case plan must have been approved electronically prior to beginning a case plan update. Without this approval, the case plan remains in a “Pending Approval” status and cannot be updated.

Figure – CP_048

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Case Plan Update (continued)

3. To open the existing In Effect case plan, (A) click the Open Existing Case Plan notebook. In the Open Notebook dialog box (B) select the In Effect case plan, and (C) click the OK button.


Figure – CP_049

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Figure – CP_050

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Recording Service Objective Progress

In order to update a case plan, you should record the progress of the service objectives from the case plan currently in effect.

1. (A) Click on the Service Objectives page tab. Service objective progress is indicated by (B) clicking on each row in the Service Objectives grid, (C) selecting the applicable Met option button, and (D) typing a narrative in the Progress narrative field. When all progress has been recorded (E) click the OK-Go to Update button.


Vertical Scroll Bar: Be sure to click the bottom of the scroll bar to view and update remaining rows.

Figure – CP_051

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Creating the Updated Case Plan

Steps required to create an updated case plan are almost identical to those for creating an initial case plan. Choose which information from the previous case plan to copy into the updated case plan.


Copy All Check Boxes:By leaving these boxes checked, information from the initial case plan will populate to their respective pages of the Case Plan Update notebook. Information that no longer applies should be deleted.

Service Objectives Option Buttons:Copy All - Regardless of status, all service objectives will appear on the Service Objectives page and case plan documents.Copy All Not Met - Service Objectives that have been met will not appear on the Service Objectives page and case plan documents.Copy None - Service Objectives page will be blank.

Figure – CP_052

Contact/Visitation Waivers:The start and end dates that are associated with Contact/Visitation Waivers will not copy over into a new case plan when creating a case plan update.


2. In a case plan update, the (A) Case Plan Update Appropriateness Description text box on the ID tab is a mandatory field.

From this point, the steps required to create an updated case plan are almost identical to those for creating an initial case plan. Review each page for information that may require updating, e.g., services that have been completed and no longer apply.

Remember, on the Case Plan Participants tab, the Case Plan Goal field is mandatory.


Figure – CP_053

Case Plan Update Appropriateness Description Text Box: A short summary as to how the updated case plan addresses the case plan goals.

Spell Check on the Edit menu can be selected to check for spelling errors in the Case Plan Update Appropriateness Description text box. Focus must be in the text box in order for the Spell Check functionality to be enabled.

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Participant Review

1. Create and generate document.

2. Click on the Case Plan ID page, enter the Participant Review information, and send your completed case plan for Approval.

3. When finished, from the File drop-down menu, select Save to Database and click Exit CWS/CMS.


Figure – CP_054

Parental Review History Button:The Parental Review History button provides historical information about parental review of a case plan. This button will only be visible on case plans recorded prior to Release 5.5.

Summary

This module covered the process of creating, generating, and updating a Case Plan. The pages included detailed descriptions and sidebar notes for each step in the process, providing instruction on the following:

Performing a quality assurance by verifying and updating client notebooks

Creating an initial case plan

Creating a Case Plan Family Assessment document

Creating a Child Welfare Services Case Plan document

Recording the participant review information

Submitting a case plan for approval

Recording service objective progress

Creating a case plan update
