Case Assignment Enhancement For Private Provider Case Worker

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Streamline/simplify the assignment process and the maintenance of case assignments Enable system users to easily identify who is responsible for tasks on a case Use assignment roles as a key to producing reliable, accurate caseload reports (in hopes of someday eliminating manual hand-counting of cases!)

A Farewell to Roles Primary Caseworker – Was supposed to identify one person who was ultimately responsible for the case; however, feedback from customers indicated it wasn’t really being used that way. – Additionally, it is a generic role that doesn’t specify what the assignee is responsible for. Family Service Worker – Family Service Worker was coined to replace the term ‘Case Manager’. It really should never have been made into an assignment role. It will still be a part of the DCS culture and terminology moving forward. You will still see it in policies and other places. It just won’t be an assignment role in TFACTS. Worker – ??? Does anyone really know what this was for???

A Farewell to Roles Private Provider Worker – Replaces: Primary Caseworker Family Services Caseworker Worker JJ Custody/Aftercare Worker and SS Custody Worker – Replaces: Primary Caseworker Family Service Worker Private Provider Worker – No Change Private Provider Supervisor – No Change

A Farewell to Roles Supervisor – A Supervisor supervises employees. – When an employee is assigned, TFACTS knows the employee’s supervisor and can automatically make the association between the supervisor and the work item being assigned. – No need for a manual assignment of the Supervisor role. – Makes it that much more important to ensure your employee/supervisor data is kept current in TFACTS!

New Features Access Assignment History from various places throughout TFACTS Correction utility for assignments – Those who have the ability to make assignments will now have the ability to make corrections to assignments (dates, roles, employees, etc.) New Workload page design – Navigate to frequently accessed modules within a Case directly from the new Workload page. – Manage assignments directly from the Workload page. Multi-Region access will no longer be necessary – No more ‘switching organizations’ – A single employee record for each employee will allow access to caseloads in multiple regions; no more duplicate employee names on Supervisor workloads

New Features DCS Placements Specialists will make the Agency placement in the system The placement will automatically be generated and assigned to the On-Call Private Provider Designee based on the name and type of Placement. ** Note: Private Provider Resource Homes will be covered in the Resource Home Case Assignment Roles Enhancement Training The Designee will then assign the case to the Private Provider Supervisor/Worker

Home Tab / Workload New Features Home Screen Re- design Shows workload sub tab with any cases assigned Workload defaults to display 10 items per page. Can change to display in groups of 20, 35, 50, 75, or 100 Jett, Joan (47)

DCS Case Worker View DCS staff working with Ongoing Custodial Cases are now called “SS Custody Worker” Shows workload upon log in

Case Worker View New Features Cont’d. New work items will filter to the top The recently assigned cases will be color coded. (Coding list TBD) There will be an indicator with number of days the work item has been assigned to the worker.

Filtering Click on the title bars and the system will sort Ascending or Descending

Filtering Cont’d Click the funnel to see search and filtering choices for each grid column. The “Contains” option seems to be the most effective option.

Workload Case Options Custodial Case Types will now be titled “Ongoing Case” Cases will now be assigned as child specific to each custodial worker based on assignment role (Private Provider Worker) Clicking the arrow beside the item expands the item to display details and “quick links”. Click Select to open the family case.

Assignment Information Once Selected, the Family Case opens in the Case Tab Assignment Information will have worker and supervisor listed together with the assignment role All children and youth assigned in the case will be visible Terry, Richard

Private Providers When a placement is made to a Private Providers the system will automatically assign the child/youth to the provider agency designee.

Workload Case Options Click Recordings navigate to the Case Recordings page.

Add Case Recordings Utilize the search criteria button, add recording button and the print options, as per current practice

Desktop Sub Tab NEW LOCATION User must click the Desktop sub tab to display the Alert Summary and Message Board Once resolved the alerts manager will remove the alerts.

Approvals Sub-Tab Approvals sub-tab will still have the ability to recall/reroute features

Case Tab The Case tab now opens a case search screen.

Multi-Region Access Workers will no longer have to switch organizations. A single employee record for each employee will allow access to caseloads in multiple regions; no more duplicate employee names on Supervisor workloads. No more Switch Organization link

Questions

References Grand Region TFACTS Trainers  West Grand:  Middle Grand:  East Grand:  Regional FCCR’s  EI_DCS_FCC_(name of  Customer Care Service Desk  Toll Free:

Navigating to Customer Care In TFACTS, click on the Customer Care link to access the Customer Care website.

Customer Care The Customer Care site has several tabs that users can access (Home, Customer Care, and Field Customer Care).

Knowledge Base Scroll down the Customer Care Home screen to locate and click on the TFACTS Knowledge Base link.

Knowledge Base Users can access various documents such as Release Notes and Case Management storyboards.