Record Case Services for Case Member Groups

You record case services whenever you identify the family's needs during the life of a case. Accurately recording the service provided, as well as the family's barriers, allows the agency to measure the effectiveness of a service in addressing the specific concern.

Unpaid services may be recorded for a group of case members, rather than individually for each case member. (Paid services must be recorded for each case member individually. See Record case services for individuals.)

A case service record must be associated with each concern (risk contributor) record identified on the case plan. (See Record a case plan.)

Record a case service for a group of case members as follows. (Begin at step 5 if you are recording service information as part of a service assessment for a case review/SAR.)

1. From the Home screen, click the Case tab.

2. Click the Workload tab. The Case Workload screen appears.

3. If you are a supervisor, open the case listing of the worker, then click the ID Number link of the case. If you are a worker, click the ID Number link of the case. The Case Overview screen appears.

4. Click the Case Services link in the navigation bar on the left. The Case Services Filter Criteria screen appears. This screen displays case services recorded for individual case members.

5. Click the Case Services Groups tab. The screen displays the case services that have been recorded for case member groups.

6. To limit the display of notes records, select the service category or status (or both), then click Filter. The table below lists the services that meet your criteria.

7. Click Add Case Services to create a new service record. The Service Information tab appears.

8. Complete the fields on this screen. You must complete at least these fields:
   
   Effective Date
   Service Category
   Service Type
   Status

9. Select the check box next to each case member who receives this service.

10. Add or edit a service group.

    1. Click the Edit link to update the service group associated with the service, or click Add Service Group for a new record. The Service Group History Details screen appears.

    2. Complete the Service Group and Effective Date fields. There are several service groups, which associate the service with a certain phase or goal.

    3. Click OK. You are returned to the Service Information screen.

11. Link the service record with a provider if a particular provider will be providing this service.

    This link allows the system to report the services being provided and the various service providers the agency is using. The system allows only one provider to be linked to a case service record.

    1. Click Link Provider. The Provider Match screen appears.

    2. In the Child Information area, complete the fields to describe the child's characteristics,if applicable.

    3. Click Search. The providers who meet your criteria appear in the Provider Match Search Results area.

    The system displays providers that meet this criteria:

    1. • The provider record is in "Active" status.

       • Your agency has a contract with the provider which fits the parameters of the services.

       • The provider's service status is "Active," and your agency is associated with the service credential record.

    Select the check box next to the provider you want to select for this service.

    4. Click Select next to the provider you want to assign to this service. You are returned to the Service Information screen.
       
       After you return back to this screen, the Service Category and Service Type fields are frozen and the Service Begin Date is enabled.

    5. If the status of the service is "Provided," complete the Service Begin Date field.

12. Click Save. You are returned to the Service Information tab.