Record Case Services for Individuals

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.

Paid services must be recorded separately for each person in the case. The narrative may be applied to all case members. This method of entering services ensures that the reports present an accurate reflection of service provision reported to the federal government. Unpaid services, however, may be assigned to a group of case members. See Record case services for case member groups.

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 an individual case member 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 of the case. The Case Overview screen appears.

4. Click the Case Services link in the menu on the left. The Case Services Filter Criteria screen appears. The case services that have been recorded for this case appear in the table in the bottom section of the screen. The Status column indicates whether the service has been provided, planned, needed, and so on.

5. To limit the display of notes records, enter filter criteria, then click Filter.
   
   For example, you can display notes recorded within a certain date range, for a certain case member, or in a certain status.

6. Select service from the drop down in the Case Services field. Click Add Case Services, or click the Edit link next to the case member name to update the details of a service record. The Service Information tab appears.

7. Complete these fields:
   
   Effective Date
   Service Category
   Service Type
   Status
   
   You can update the status to "Provided" if your employing agency has a contract with the provider for the service.

8. If the service is planned or provided, complete the dates fields.

9. Select the check box for each applicable caregiver service.

10. See Add a service group.

    1. Click Add Service Group. 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 initiates the payment of services identified as "paid" services for which payment has been authorized. It is also 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.

    Link a provider as follows:

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

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

    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.

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

    5. Click Select. 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.

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