Module One. Introduction to My CareFirst Version 6.8

Transcription

1 Module One Introduction to My CareFirst Version 6.8 Social Care Information Transformation CareFirst Helpdesk:

2 Data Protection Principles 1. Personal data shall be processed fairly and lawfully. 2. The Data shall be held and processed only for one or more specified and lawful purpose. 3. It must be adequate, relevant and not excessive in relation to the purpose for which it is processed. 4. The Data must be accurate and kept up to date. 5. Data processed for any purpose shall not be kept longer than necessary. 6. Individuals or Data Subjects have the right of access to their personal data. They also have the right to know who the recipients are of their data. 7. Personal Data should be surrounded by appropriate security against unauthorised processing, accidental loss, damage or destruction. 8. The Data held must not be transferred outside the European Economic Area unless that country has appropriate protection for the rights and freedom of Data Subjects. If you are unsure seek advice. (Be aware that publishing personal data on the Internet opens it up to the world at large!) YOU ARE ONLY ALLOWED TO VIEW INFORMATION ON CAREFIRST THAT YOU HAVE A NEED AND A RIGHT TO KNOW FOR YOUR JOB ANY BREACH OF DATA PROTECTION WILL RESULT IN DISCIPLINARY ACTION For further information on Data Protection please contact: Sue Kenny Data Protection Liaison Officer Tel: Information Systems Team

3 Health & Safety Display Screen Equipment When using a PC for long periods of time you need to ensure that you are adopting the correct posture, to minimise the risk of injury in accordance with the DSE Regulations. See diagram below which shows the posture you should adopt whilst sat at a workstation. You should also ensure that your work area has adequate lighting, adequate space and that you can adapt your workstation/equipment/chair etc to suit your needs. For further information regarding DSE Requirements please contact: Safety Services & Occupational Health Tel: Further information is available on the Intranet (Employee Information/Employees/Policies/WS Electronic Manual A-F/DSE Policy HS3 1998) Information Systems Team

4 Contents Data Protection... 2 Health and Safety... 3 Contents Pages Log on to CareFirst Log off CareFirst... 7 CareFirst Time-Out Function... 8 Changing a CareFirst password... 9 Desktop Navigation Worker Desktop View Manager/Team Desktop View Find a Person via the My Client screen Warning Flowcharts and Guidance View a Warning Indicator Navigation of the My Client screen Chronology How to Save and Print a Chronology Record Report Create a Person Personal Details Personal Details Navigation Update/Amend Date of Birth, National Insurance Number & Gender Record a Date of Death Names/Other Names Amend Name or Title of a Person Update/View Other Names i.e. alias Addresses Address screen Change Main Address Add other Address End other Address Telephone/ Add a Telephone Number/ Address Ending a Telephone Number/ Address File Details Create a File Location Update or End a File Location Other Reference Numbers Adding Other Reference Numbers Ending Other Reference Numbers Information Systems Team

5 Roles Create a Role Classifications Create a Classification End a Classification Ethnicity Record Ethnicity of a Person End Ethnicity of a Person Relationships & Contacts Relationship & Contact definitions Relationship Navigation Adding an Allocation Relationship Adding a Professional Relationship Adding a Personal Relationship Ending a Relationship View Current and Ended Relationships from the My Client screen Add a Contact Add a Text Contact Add a Non Contact View, Update or End a Contact View Current and Ended Contacts via the My Client screen Add, View and Remove a Person on Favourites List Search for an Organisation Messaging Guidance on Messaging in CareFirst View Messages via the Desktop View Messages via the My Client screen Message Detail screen Write and send a Message iespell Spellchecker CareFirst Forms (available electronically from Information Systems Team) Data Correction form (including duplicate person notification) taff Movements Forms Organisation Request Forms Information Systems Team

6 Log on to CareFirst Make sure you have logged into your pc using your network login and password before logging into CareFirst. 1. Double click on the Internet Explorer icon. 2. Click on the Favourites icon. 3. Click on CareFirst (CF 6) folder in favourites. Favourites icon CareFirst link 4. Click once on the CFLIVE link in the Favourites column and the Login screen as shown below will appear: - This is the database you are logging into 5. Enter your Username, and Password in upper case. 6. Click on the blue Login button. 7. The screen shown below will appear. Tick Box The Proceed button will activate when the tick box has been ticked in the terms of access to CareFirst Information Systems Team

7 8. Tick the box by clicking into it, this confirms that you have read and understood the terms of access conditions. These are clearly defined by the Data Protection Principles and within the Procedures for the Use of IT. This will activate the Proceed button. 9. Click on the Proceed button and this will take you into the Desktop screen shown below:- Logout Button Log off CareFirst To exit from CareFirst follow instructions below, DO NOT CLICK ON THE RED CROSS, this will look like it has logged you out of the System but it has only cleared your screen and you are still connected to the server. This can cause you problems when you next log in to CareFirst. 1. Click on the Logout button in the bottom left hand corner of the screen. 2. On the next screen click on File and then Close. Information Systems Team

8 CareFirst Time-Out Function After a period of inactivity within CareFirst 6, the system will time you out, this will happen after 4 hours of inactivity. The time out Band colour is orange and then changes to red as you are approaching the time out of CareFirst. If you are working on another piece of software (i.e. Word) CareFirst 6 will pop up to inform you that you have been timed out. For example: If you have a questionnaire open on screen, and CareFirst6 is left inactive until the time out period. The screen will still show what you were working on, but the Time out band will appear in red and will inform you that you have been timed out. Inactivity CareFirst classes inactivity as the time when the system is not performing a specific function. i.e. If you spend 2 hours typing into a text box without performing a save or moving between screens, the system still classes this as inactivity. By clicking on save, a menu option, or icon the system will reset the time out bar to 2 hours. To avoid being timed out follow the guidance below: Always ensure you perform regular saves. By doing this the timeout band will reset itself, this will also ensure that your work is saved before if you are timed out. If you are leaving the computer ensure you save your work and log off the system, this will prevent data loss and ensure you are adhering to Data Protection Principles. ALWAYS ENSURE YOU SAVE YOUR WORK REGULARLY Information Systems Team

9 Changing a CareFirst Password At some point you may want to change your CareFirst password. Remember do not give out your password to anyone. 1. From the Desktop, click once on User Link, in the bottom left hand corner and the following screen will appear within the second block of the screen: - 2. Click on the Change Password button. The screen as shown below will appear: - Change Password 3. Old Password field, enter your current password in capitals letters. 4. Password field, enter your new password in capital letters. 5. Confirm Password field, re-enter your new password in capital letters and click on the Save button. A message will appear, click Ok to acknowledge the message. Information Systems Team

10 Desktop Navigation Worker View Left Icon Block Left Icon Block The Desktop icon will take you back to the Desktop from any screen. Shows the Worker ID Number. Clicking on the ID number takes you to the Worker Desktop. If an envelope appears underneath an ID number, this means a new Message has been sent to that ID number. The Show Main Menu icon will open the Main Menu to access all screens in CareFirst. The Find Assessments icon will take you into the Assessment screen. The Favourites icon will show all the Clients you have identified as a Favourite. If you have recently looked at a client s record, you have the option of clicking on this H symbol; this is called the Recent Subject button. This will open a box that will list the last 80 records that you have accessed. If you have not previously viewed a client, the My Client icon will take you to the Find Person screen. If you have previously been viewing a client s record, the persons name will be showing and the My Client icon will take you to the My Client screen for that person. The client s NHS No: will be displayed and if the client does not have a NHS number it will show NHS No: No Number Recorded. The User icon shows the user currently logged in to CareFirst. You can also change your CareFirst password via this icon. The Logout button must be used when logging out of CareFirst. Information Systems Team

11 Team link shows the team you are attached to. 2. Worker link shows your name. 3. Client link shows the client you are currently viewing and their ID number. You can click on the Change link to find another person. If you have not previously been viewing a client, there will be a Find Person link. This link will take you to the Find Person screen to search. 4. Current Desktop shows the current Desktop you are viewing i.e. Worker, Manager or Team. 5. Reset link does the same as the Desktop icon. 6. Session Time Remaining shows you how long you have left before CareFirst times out. CareFirst is set up to time out after four hours of Inactivity e.g., if the systems has not been in use. The time will automatically refresh itself if you click on a button or link. 7. My Teams icon this will show all Teams to which you are attached. 8. Print Options click on this to view print options. 9. Grey Cross click on the grey cross to exit a screen. 10. New Messages - any new Messages relating to the Worker Desktop you are viewing that have not been read will appear in this section. 11. Write Message button - takes you into the Message Detail screen to send a Message. 12. Messages button - takes you into the Messages screen and will display all Messages relating to the Worker Desktop you are viewing. Information Systems Team

12 13. Details button - You can select a Message and click on the Details button to go into the Message Detail screen. 14. Activities - shows current Activities assigned to you that are due within the next 5 days. 15. Caseload button displays the worker caseload. 16. Details button you can select an Activity and click on the Details button to go into the Activity Details screen. 17. My Client button you can select a client from the Activity list and click on the My Client button to take you to the My Client screen. Saving a Record - CareFirst Version 6 is web based. After saving a record, make sure the green toggle bar at the bottom of the screen has disappeared before coming out of the screen or you will lose the information you have just entered. Audit Information There is an audit function in CareFirst to see who has recorded, viewed and changed records/screens within CareFirst. This information can be obtained by contacting the Information Systems Team on Information Systems Team

13 Desktop Navigation Manager/Team View Left Icon Block Left Icon Block The Desktop Icon will take you back to the Desktop from any screen. Team ID Manager ID Shows the Manager and Team ID Number. Clicking on the ID Number takes you to the Manager or Team Desktop. If an envelope appears underneath an ID Number, this means a new Message has been sent to that ID Number. The Show Main Menu Icon will open the Main Menu to access all screens in CareFirst. The Find Assessments Icon will take you into the Assessment screen. The Favourites Icon will show all the Clients you have identified as a Favourite. If you have recently looked at a client s record, you have the option of clicking on this H symbol; this is called the Recent Subject button. This will open a box that will list the last 80 records that you have accessed previously. If you have not previously viewed a client s record, the My Client icon will take you to the Find Person screen. If you have previously been viewing a client, the persons name will be showing and the My Client icon will take you to the My Client screen for that person. The client s NHS No: will be displayed and if the client does not have a NHS number it will show NHS No: No Number Recorded. The User Icon shows the user currently logged in to CareFirst. You can also change your CareFirst password via this icon. The Logout button must be used when logging out of CareFirst. Information Systems Team

14 Team link shows the team you are attached to Manager link shows your name. 3. Client link shows the client you are currently viewing and their ID number. You can click on the Change link to find another person. If you have not previously been viewing a client, there will be a Find Person link. This link will take you to the Find Person screen to search. 4. Current Desktop shows the current Desktop you are viewing i.e. Worker, Manager or Team. 5. Reset link does the same as the Desktop icon. 6. Session Time Remaining shows you how long you have left before CareFirst times out. CareFirst is set up to time out after two hours if it has not been in use. The time will automatically refresh itself if you click on a button or link. 7. My Teams icon this will display all teams you have responsibility for and those staff members employed within each team. 8. Print Options click on this to view print options. 9. Grey Cross click on the grey cross to exit a screen. 10. New Messages - any new Messages relating to the Desktop you are viewing that have not been read will appear in this section. 11. Write Message button - takes you into the Message Detail screen to send a Message. 12. Messages button - takes you into the Messages screen and will display all Messages relating to the Desktop you are currently viewing. 13. Details button - You can select a Message and click on the Details button to go into the Message Detail screen. Information Systems Team

15 14. Activities - shows current Activities that are due within the next 5 days that are assigned to the Desktop view you are currently in. 15. Caseload button displays the caseload of the Desktop you are currently viewing. 16. Details button you can select an Activity and click on the Details button to go into the Activity Details screen. 17. My Client button you can select a client from the Activity list and click on the My Client button to take you to the My Client screen. Saving a Record - CareFirst Version 6 is web based. After saving a record, make sure the green toggle bar at the bottom of the screen has disappeared before coming out of the screen or you will lose the information you have just entered. Audit Information There is an audit function in CareFirst to see who has recorded, viewed and changed records/screens within CareFirst. This information can be obtained by contacting the Information Systems Team on View Team Desktops & Team Members As a Manager you can view all Team Desktops that you have a relationship with and you can view all Team Members Desktops within each individual Team. To access a Team Desktop, click on the My Teams icon and a screen similar to the one below will appear: - Teams section All tab Team Folder Responsibilities button Information Systems Team

16 Teams Section All Teams that the Manager has a relationship with will appear in this section. The ID Number, Team Name and the Manager s relationship with the team will also be displayed as shown on the previous page. To view a Team Desktop, click in the appropriate Select box and click on the Change Team button. The Team link will have changed to the name of the team you have selected. Click on the Team link to view the selected Team Desktop. To return to the list of Teams you have a relationship with, click on the My Teams icon. Team Folder Section The list of worker/manager relationships shown at the bottom is related to the first team in the list of Teams in the top half of the screen. To change the team you wish to view, click on the team you wish to view, click the Change Team button and the worker/manager relationships to that team will be displayed. View a Team Members Desktop A Manager will have access to view all information on a Team Members Desktop. You can view all Team Members within a team by clicking on the Team folder you want to view as shown below: - Click on Team folder to view Team Members To view a Team Members Desktop, click in the appropriate Select box and click on the Worker Desktop button. The Worker name at the top of the screen will have changed to the worker you are currently viewing. To return to the Team Desktop, click on the Team ID Number under the Desktop icon. All tab If you click on this tab, it will open all folders within this screen. Information Systems Team

17 Responsibilities Button All clients that have a current Allocation Relationship with the Worker/Team will appear in the Responsibilities button. The Allocations column shows how many current Allocation Relationships are attached to the client as shown below: To view these Relationships, click in the appropriate Select box and double click and the Allocations screen as shown below will appear. To view the Relationship in more detail, click in the appropriate Select box and click on the Details button. Information Systems Team

18 Find a Person via the My Client screen If you cannot find a person on CareFirst, it is important you perform at least two more searches using different search criteria before creating a person. The most effective searches you can perform are by name only, address only, date of birth only or if you have an ID number for the person you can search by ID number only. 1. If you have accessed the record you require recently, you will be able to find it quickly using the Recent Subjects button. 2. From the Desktop within the My Client icon, you will see the Recent The most recent box will show up to 80 records and will show the last time you accessed a record Subjects button. have accessed. This will open a box that will list the most recent records that you One click on the persons name will take you to that persons desktop 3. Alternatively from the Desktop click on the My Client icon to open the Find Person screen as shown below. If you already have a previous client displayed on the My Client screen, click on the Change link to open the Find Person screen. SMITH% HEL% 4. Show Advanced button will expand the existing search screen to allow you to select additional search criteria. 5. Family Name field, enter the first few characters of the surname, followed by a wildcard (%) 6. First Name field, enter the first few characters of the first name, followed by a wildcard (%) OR Birth Date field, enter the date of birth. NOTE: The date format can sometimes change to the default format, although if the information typed into the date field is not recognised, then a warning message will appear. OR Information Systems Team

19 Street field, enter the first part of the street name, followed by a wildcard (%). Click in the Town field and enter the first part of the town, followed by a wildcard %. OR ID field, enter the ID number of the person. Click on the Search button to activate the search. Your search results will appear as shown below: - CareFirst has a function called Soundex, when undertaking the search CareFirst will bring back search results sounding similar to the criteria you have entered. Show all will display all records in a list for you to view using the scroll bar If there are a lot of search results, they will appear on more than one page. Click on the each page number to view further search results. Use Selected button The First Page and Previous button will highlight when you select page 2 onwards Click on the Next or Last Page button to go to the next or last page of the search results View a Warning Indicator Details button 7. The search fields still appear for you to amend your search if the person you are looking for cannot be found. If you amend the search criteria, click on the Search button again for CareFirst to search on the amended search criteria. You can click on the Clear button if you wish to clear the search information already entered. 8. When you have found the person you are looking for, you need to select the record by placing a tick in the Select box, or click once over the record. When the record is selected it will turn yellow, and a tick will show in the appropriate Select box. Note: if only one result is shown, the record will automatically be highlighted. 9. To view the selected record click on the Use Selected button, this will show the information within the My Client screen. 10. If after a number of searches you have not found the person you are looking for, you can add the person to the system by clicking on the Add button above the search results (please refer to Create a Person instructions). Information Systems Team

20 Warning Flowcharts and Guidance Warning Indicator Process for Recording Additions/Reviews on CareFirst (excluding Risk to Children see separate flowchart) Team Leader Warning indicator required on CareFirst Consider if other professionals involved need to know this information, if so contact them (using Information Sharing Protocol Guidance) Search CareFirst for person Complete Warning Indicator Addition Form and to the Social Services Information Systems Team mailbox If required create person on CareFirst If you are requesting a Warning of Risk to Children then proof of Caution/Conviction is also required when submitting the Addition Form. (see separate flowchart) Information Systems Team Help Desk Yes Procedure Required from Corporate Record warning on CareFirst including review due date Does person need inclusion on Corporate Risk Register? File all documentation No Create Warning Indicator with a review date of 12 months hence or as applicable). A review activity will automatically be created and will appear on the relevant team desktop. Check that any personal relationships to be linked to the person have been created. Review Process Team Leader If indicator is to be ended please notify relevant professionals if appropriate (see stage 1 above - using Information Sharing Protocol Guidance) Warning Indicator review activity is due Assess whether warning indicator is still required Send a message via CareFirst to the Information Systems Team using ID Warning Review activity appears with due date on team desktop Create a message in CareFirst and include the following information:- ID of Person with Warning Date Review took place Decision: The rationale for the continued use or ending of the warning Example: Significant offence, risk will not have reduced OR person has been assessed as low/no risk Other relevant details (see guidance) Information Systems Team Help Desk Warning Indicator still relevant? In the warning review activity select outcome End Warning, complete authorised by and date. No Yes In the warning review activity select outcome Continue Warning Indicator, complete authorised by and date. End actual Warning Indicator with relevant end reason. File any paperwork. Create next annual review, adding the due date as one year s hence or as applicable. If appropriate notify Corporate Risk Register (Procedure Required from Corporate) A new review activity will automatically be created and will appear on the relevant team desktop for review until a decision has been made that it is no longer relevant. File any paperwork. Information Systems Team

21 General Guidance Notes for CareFirst Warning Indicators 1. There will be cases where you do not know the person concerned and case records show little detail on them. In most situations you would then need to review the Warning Indicator on the basis of the seriousness of the offence concerned. It is not expected that a full risk assessment will be undertaken in person. 2. When reviewing an indicator if you feel that this risk has reduced you may want to consider ending the indicator and replacing it with an indicator of Refer to Manager together with some free text notes. 3. You should review an indicator earlier than the due date if further information becomes available to you that justifies early review of the indicator. 4. You may need to consider notifying other professionals that are involved when adding, removing or changing an indicator. 5. At the review stage please collect any relevant details such as further convictions, cautions or any other relevant details and supply these when messaging the Information Systems Team desk top. Guidance Notes for CareFirst Risk to Children Warning Indicators 1. When authorising a warning indicator to be placed on a person s CareFirst record, Team Managers will need to determine an appropriate timescale for review of the warning indicator. Local Authority Social Services Letter (LASSL 2005) advised on the need to review the status of Person who Pose a Risk to Children (formerly commonly known as Schedule 1 Offender). Thus Managers need to consider factors such as potential for change such as, if a young person with a warning indicator may mature with age, etc, to decide when it would be appropriate to review the warning indicator. In the cases of serious offences e.g. child rape, you may determine that the risk indicator should be permanent with no review date. In the case of lower risk offences/potential change factors, you may decide to apply an annual, 3 year, 5 year or as appropriate length of time before review of the warning indicator. The important point is that you must record on the CareFirst message (see flowchart) the rationale for the review period which you select. 2. The Warning Indicator Addition Form now requires you to provide information relating to the Offence for a Risk to Children indicator. The Local Authority Social Services Letter (LASSL 2005) provides a list of all relevant offences and the appropriate Act and Section Number. For example: Section 3, Sexual Offences Act 2003 indicates Sexual Assault. Please refer to this list (or refer to the YJB poster which details all of the offences) and add the appropriate Act and Section number to the Additions Form, this will be added into the Free Text field on the warning indicator when it is recorded by the IS Team. This means that we do not need to specify specific details of the Offence but staff who have the list can refer to it for further detail, if they have a need and a right to know this information. 3. When reviewing an indicator of Risk to Children if you feel that this risk has reduced you may want to consider ending the indicator and replacing it with an indicator of Refer to Manager together with some free text notes. 4. You should review an indicator earlier than the due date if further information becomes available to you that justifies early review of the indicator. This would include if an individual requests review of their Person who Poses a Risk to Children status. 5. It is possible that a Risk to Children indicator may never be reviewed due to the seriousness of the offence again this is at the Manager s discretion. 6. At the review stage please collect any relevant details such as further convictions, cautions or any other relevant details and supply these when messaging the Information Systems Team desk top. Information Systems Team

22 Warning Indicator Process for Recording Additions/Reviews on CareFirst for Risk to Children Indicators Only Team Leader Proof of the Caution/Conviction must be ed to IS Team with the Additions Form for all Risk to Children (Convicted or Cautioned) warnings unless received from the YOT Risk Management Group where minutes/recommendations will suffice. If you only have paper copies of proof then please fax to Warning indicator for Risk to Children required on CareFirst Search CareFirst for person Complete Warning Indicator Addition Form, and it to the Social Services Information Systems Team Mailbox If required create person on CareFirst Consider if other professionals involved need to know this information, if so contact them (using Information Sharing Protocol Guidance) Information Systems Team Help Desk Record warning on CareFirst including review due date Print off the Addition Form together with and any faxed info then file all documentation Review Process Create Warning Indicator with a review date (to be determined by the manager) together with any other information supplied. (NB It is possible that a Risk to Children indicator may never be reviewed due to the seriousness of the offence Manager s discretion) A review activity will be created and will appear on the relevant team desktop. Check that any personal relationships to be linked to the person have been created. Team Leader If indicator is to be ended please notify relevant professionals if appropriate (see stage 1 above - using Information Sharing Protocol Guidance) Warning Indicator review activity is due Assess whether warning indicator is still required Send a message via CareFirst to the Information Systems Team using ID Warning Review activity appears with due date on team desktop Create a message in CareFirst and include the following information:- ID of Person with Warning Date Review took place Decision: The rationale for continuing or ending the warning Example: Significant offence, risk will not have reduced OR person has been assessed as low/no risk Date of Next Review Information Systems Team Help Desk Warning Indicator still relevant? No Yes In the warning review activity select outcome End Warning, complete authorised by and date. End actual Warning Indicator with relevant end reason. File any paperwork. In the warning review activity select outcome Continued Registration, complete authorised by and date. Create next review, adding the due date (to be determined by manager). A new review activity will automatically be created and will appear on the relevant team desktop for review until a decision has been made that it is no longer relevant. File any paperwork. Information Systems Team

23 Independent Conference & Reviewing Team Process for Recording Risk to Children (Conviction/Caution) Warning Indicator ICRO - Child Protection Admin Documentation Received From Prisons and Probation Yes Requirement for Risk to Children (Conviction or Caution) Warning Indicator identified Existing Client No In My Client Create Clients Basic Details with a role of S Risk to Children (Conviction or Caution) Complete Warning Indicator Addition Form Record Warning on Carefirst including review due date ICRO notify Family Resource Centres if the case identifies relationships with children or the person is due to be released into the community etc., (See separate procedure for further details) In My Client Create Warning Indicator with a review date (to be determined by the ICRO manager). (NB It is possible that a Risk to Children indicator may never be reviewed due to the seriousness of the offence ICRO Manager s discretion) A review activity will be created and will appear on the relevant team desktop. Record any personal relationships that need linking to the person. File All Documentation Information Systems Team

24 General Guidance Notes for CareFirst Warning Indicators 1. There will be cases where you do not know the person concerned and case records show little detail on them. In most situations you would then need to review the Warning Indicator on the basis of the seriousness of the offence concerned. It is not expected that a full risk assessment will be undertaken in person. 2. When reviewing an indicator if you feel that this risk has reduced you may want to consider ending the indicator and replacing it with an indicator of Refer to Manager together with some free text notes. 3. You should review an indicator earlier than the due date if further information becomes available to you that justifies early review of the indicator. 4. You may need to consider notifying other professionals that are involved when adding, removing or changing an indicator. 5. At the review stage please collect any relevant details such as further convictions, cautions or any other relevant details and supply these when messaging the Information Systems Team desk top. Guidance Notes for CareFirst Risk to Children Warning Indicators 1. When authorising a warning indicator to be placed on a person s CareFirst record, Team Managers will need to determine an appropriate timescale for review of the warning indicator. Local Authority Social Services Letter (LASSL 2005) advised on the need to review the status of Person who Pose a Risk to Children (formerly commonly known as Schedule 1 Offender). Thus Managers need to consider factors such as potential for change such as, if a young person with a warning indicator may mature with age, etc, to decide when it would be appropriate to review the warning indicator. In the cases of serious offences e.g. child rape, you may determine that the risk indicator should be permanent with no review date. In the case of lower risk offences/potential change factors, you may decide to apply an annual, 3 year, 5 year or as appropriate length of time before review of the warning indicator. The important point is that you must record on the CareFirst message (see flowchart) the rationale for the review period which you select. 2. The Warning Indicator Addition Form now requires you to provide information relating to the Offence for a Risk to Children indicator. The Local Authority Social Services Letter (LASSL 2005) provides a list of all relevant offences and the appropriate Act and Section Number. For example: Section 3, Sexual Offences Act 2003 indicates Sexual Assault. Please refer to this list (or refer to the YJB poster which details all of the offences) and add the appropriate Act and Section number to the Additions Form, this will be added into the Free Text field on the warning indicator when it is recorded by the IS Team. This means that we do not need to specify specific details of the Offence but staff who have the list can refer to it for further detail, if they have a need and a right to know this information. 3. When reviewing an indicator of Risk to Children if you feel that this risk has reduced you may want to consider ending the indicator and replacing it with an indicator of Refer to Manager together with some free text notes. 4. You should review an indicator earlier than the due date if further information becomes available to you that justifies early review of the indicator. This would include if an individual requests review of their Person who Poses a Risk to Children status. 5. It is possible that a Risk to Children indicator may never be reviewed due to the seriousness of the offence again this is at the Manager s discretion. 6. At the review stage please collect any relevant details such as further convictions, cautions or any other relevant details and supply these when messaging the Information Systems Team desk top. Information Systems Team

25 View a Warning Indicator Before a person or a client is visited, you should check CareFirst to see if they (or any of their family) have a warning indicator on their record, in order to make any necessary precautions (e.g. not to visit the person/client unattended). You cannot view warning indicators that have been ended. 1. Search for your client using the Find a Person instructions. 2. Once your client appears on the search results, if they have a current warning held against them their client icon will be highlighted in red with a! over the icon. 3. To view the Warning information you will need to select the record by clicking in the appropriate Select box. 4. When the record is selected, click on the Warnings button to view a list of the warnings recorded on the person record. The following screen will appear: - Information Systems Team

26 If there is any additional text attached to the Warning Indicator, the Notes button will become active once you have clicked in the Select box next to the Warning. Click on the Notes button to view the additional notes. If the Notes button does not become active, then there is no additional text attached to the Warning. This screen will appear to display notes You can also view Warning Indicators via the My Client screen. If the person has a Warning Indicator the client icon will be shown in red with an exclamation mark next to it. Click on this icon to view information on the Warning Indicator. If the person has a Risk to Children warning attached to their record, CareFirst will indicate this in red on the My Client screen as shown below. The person will also have a Role of Risk to Children. Red Client icon Risk to Children indicator The ICRO Team are responsible for recording Risk to Children (Convicted of Cautioned) historically known as Schedule 1 Offender warnings. The Information Systems Team will record Risk to Children warnings if requested by a Social Worker and all other Warning Indicators on CareFirst but only if authorised by a Manager to be entered onto CareFirst. If you have identified a potential risk to staff visiting clients or any other potential risk to others please follow the Warning indicator Flowcharts and guidance notes in this manual. Information Systems Team

27 Navigation of the My Client Screen When you first log onto CareFirst, your Desktop will automatically appear. When you first click on the My Client icon the Find Person screen will appear and you will need to search for the person, select the person and then click on the Use Selected button to take the person back to the My Client screen. Thereafter, when you click on the My Client icon, CareFirst will immediately take you into the My Client screen displaying the person you have previously viewed No Description 1 Team link shows the team you are attached to. 2 Worker or Manager link shows your name. 3 Client link shows the client you are currently viewing and their ID number. You can click on the Change link to find another person. 4 Session Time Remaining shows you how long you have left before CareFirst times out. CareFirst is set up to time out after two hours if it has not been in use. The time will automatically refresh itself if you click on a button or link. Information Systems Team

28 5 Allocated Team shows the Primary Team. 6 Allocated Worker shows the Primary Worker. 7 Gender, Age, Birth Date shows the gender, age and date of birth of client. 8 Main Address shows the main address of the client. 9 Main Telephone Number shows the main telephone number of the client. 10 Person Details button takes you into the Personal Details screen. 11 Key Classifications certain Classifications have been set up in CareFirst to default through to the My Client screen as a Key Classification. These are ethnicity, first language, other language, communication needs and nationality. 12 Details button you can select a Key Classification and click on the Details button to view further details of the Key Classification. 13 New Messages any new Messages relating to the client that have not been read will appear in this section. 14 Write Message button - takes you into the Message Detail screen to send a Message. 15 Messages button takes you into the Messages screen and will display all Messages relating to the client you are currently viewing. 16 Details button - You can select a Message and click on the Details button to go into the Message Detail screen. 17 Open Assignments shows all open pieces of work for the client e.g., current Assessments, Activities and Events being undertaken with the client. You can select these and click on the Details button to view further details. 18 Network button you can access Relationships and Contacts via this button. 19 Chronology button you can access the client Chronology by clicking on this button. 20 Reassign button you can select an Open Assignment and reassign via this screen. 21 Assignee History button you can view assignee history on an Open Assignment via this screen. 22 Details button you can select an Assignment and click on the Details button to view further details. Information Systems Team

29 The block on the left contains the Icons which when clicked on will take you into that selected area of the client s information. The Desktop icon will take you back to the Desktop from any screen. Shows the Worker or Manager ID Number. Clicking on the ID number takes you to the Worker or Manager Desktop. If an envelope appears underneath an ID number, this means a new Message has been sent to that ID number. The Show Main Menu icon will open the Main Menu to access the menu options for all screens in CareFirst relating to the client you are currently viewing. The Find Assessments icon will take you into the Assessment screen. The Favourites icon will show all the Clients you have identified as a Favourite. The Find Relationships icon takes you into the Find Relationships screen This is the screen you are currently viewing. Whilst in other screens, this icon will take you back to the My Client screen at any time. The client s NHS No: will be displayed and if the client does not have a NHS number it will show NHS No: No Number Recorded. The User icon shows the user currently logged in to CareFirst. You can also change your CareFirst password via this icon. The Logout button must be used when logging out of CareFirst. The grey cross in the top right hand corner will close the screen you are in and take you back to the Worker/Manager/Team Desktop. Information Systems Team

30 Chronology Chronology is the information stored in CareFirst regarding a Client e.g. Care Plan, Case Recordings, Relationships, Events etc. It allows workers to view all information recorded on a client, both current and historical. The Chronology feature also allows the worker to use the search function to filter out individual records (E.g. search for only Activities). 1. Search for the Person and go to the My Client screen. 2. Click on the Chronology button within the Open Assignments section to open the screen as shown below: - Use saved Chronology Record (refer to View and Print a Saved Chronology Record within these instructions) From Date field Chronology Record button (refer to Chronology Record within these instructions) Show Advanced button Apply button Search Results Details button 3. From Date field, a date will automatically default into this field. It is advisable to amend the date to to view a history of information recorded. 4. To Date field, only complete this field if you want to search by date range up to a specific date. The date range fields can be used to search for records within a specific period e.g., 091/05/ /05/ Show All Types tick box, the tick automatically defaults in to show all information on CareFirst. 6. Show History tick box, the tick automatically defaults in to show all current and ended information recorded. Remove the tick if you only want to view current information. Information Systems Team

31 7. Click on the Apply button and all current and ended information on the client will appear if you have left the tick in the Show History box. 8. The results will appear in columns as follows: - Description provides a description of the record and symbols. Hover the mouse over the symbol to see what the symbol means i.e. classification, event, etc. Date shows the start date of the information. Outcome or End Reason provides details of the outcome and end reason if recorded. Outcome or End Date provides details of the outcome and end date if recorded. Reassign button use this button to reassign a piece of work. Assignee History button you can view assignee history by clicking in the appropriate Select box and clicking on the Assignee History button. 9. To view information in more detail, click in the appropriate Select box and click on the Details button. If you wish to save this search as a Chronology Record to use again and print, go to How to Save and Print a Chronology Record Report instructions. To return to the Chronology screen click on the Grey Cross in the top right hand corner of the screen. 10. Click on the Reset button if you want to reset the screen to perform a new search. 11. Click on the Grey Cross to return to the My Client screen. Perform a more specific search using the Show Advanced button You have the option to search by a specific criteria i.e. events, assessments, activities, classifications, relationships, etc. 1. From the Chronology screen, click on the Show Advanced button to open the screen as shown below:- Information Systems Team

32 Show All Types Show History Search by Type Apply button 2. From Date field, a date will automatically default into this field. It is advisable to amend the date to to view a history of information recorded. 3. Take the tick out of the Show All Types box. 4. Show History tick box, the tick automatically defaults in to show all current and ended information recorded. Remove the tick if you only want to view current information. 5. To search by Type, tick the appropriate boxes for the information you want to view e.g., Classifications. 6. Click on the Apply button and all current and ended information you have selected will appear. 7. To view information in more detail, click in the appropriate Select box and click on the Details button. If you wish to save this search as a Chronology Record to use again and print, go to How to Save and Print a Chronology Record Report instructions. To return to the Chronology screen click on the Grey Cross in the top right hand corner of the screen. 8. Click on the Reset button if you want to reset the screen to perform a new search. 9. Click on the Grey Cross to return to the My Client screen. Information Systems Team

33 How to Save and Print a Chronology Record Report The Chronology Function, now allows the worker to save a search that has been performed for the worker to refer back to. The Chronology Record can also be printed in a report format. The creation of chronology reports could be used for gathering information on a client to provide you with a holistic view of information recorded during a specific period of contact with the department, also when preparing information for court and could be used to print all recorded activity for file Audit purposes and could be use by the Complaints Section. 1. From the My Client screen, click on the yellow Chronology button to view the client s chronology as shown below: 2. If you have not already performed a Chronology search follow the Chronology Instructions. 3. If you wish to save this search as a Chronology Record to use again and print, click on Chronology Record. The following screen will appear: Information Systems Team

34 4. Record Name Free-text the title of your Chronology Record, the chronology record will be saved with this title. 5. Locked Locking the Chronology Record means it can not be amended and will remain a view only record. 6. Subject will display the client ID & Name Information 7. Record Owner this will display the workers ID & name of the Worker who has created the chronology record. 8. Notes This field allows you to free-text some notes, this could be a description of the chronology record that you have created. N.B. Underneath the text box it will display how many characters remain before you are unable to record any further information. 9. The area underneath the notes will state the description of the search that has been performed 10. Include All To include the records within the results you MUST click Include All or select only the relevant records by placing a tick in the select box before the record is saved. This will ensure the chronology search includes the selected records. 11. When you are happy with the record that will be saved within the Chronology Record, click on the Save button. You will be directed back to the My Client Screen. Information Systems Team

35 How to Print the Chronology Record you created. 1. From the My Client Screen, click on the Chronology button. (If the search results are still showing you may prefer to click Reset to reset the information within the chronology.) 2. Used saved Chronology Record pick list. Click on the down arrow and select the Chronology Record you have saved 3. When you have selected the chronology record you wish to print, click on Print Chronology the following screen will appear. 4. Click on the drop down arrows and select how you require the document to be produced. 5. Click on the Submit button to generate the report. In order to print the chronology record you must PDF the document first. 1. Click on the PDF Icon in the top right hand corner of the screen. NB: You may need to expand your screen in order for the Icon to show press your F11 Key to expand the screen and the PDF icon should come into view. If it still doesn t show in the top right hand corner of the screen minimise the Main Menu and the PDF icon should appear. If this still does not work, contact the Information Systems Helpdesk on The following screen will appear:- Information Systems Team

36 1. Click on File in the top left hand corner and select Print to print off your record. Information Systems Team

37 Create a Person Important: Before you create a person on CareFirst, it is important to ensure the person does not already have a record to avoid duplication. Please ensure you have done the following: Always use wildcards after the search criteria (%) Carry out at least 3 searches using their name (or name variations) Carry out a search on Date of Birth Carry out a search on the persons Address 1. Refer to the Find a Person instructions on carrying out your searches, once you have carried out the necessary searches and no match has been found, the screen as shown below will appear: - Advanced search option if required Search criteria you have entered Clear search criteria Look at existing favourites list Cross can be used to exit screen Search will carry out another search Add button Message stating no records have been found after the search has been carried out The Add Favourite and Details buttons are only available when a record has been found and selected 2. Click on the Add button to add a new person to CareFirst, you will be required to search for the persons address. The Clear button will clear previous search criteria Search button 3. Street field, enter the Street Name (remember to use your wildcard %), alternatively, you could enter the post code. 4. Click on the Search button to carry out a search on the address criteria you have entered. The search results will appear as shown below: - Information Systems Team

38 Number of address records found NLPG Address always select record with a status of Yes Select box Use this option to select All addresses in which you would scroll down the list instead of looking through the different pages Different page numbers showing different address results Look at next page Look at last page Use Selected Button 5. To find the address you are looking for you can View each separate page by clicking on the page number. Click on the double arrow at the end of the page numbers, which will take you to more available pages. Click on the Next button which will take you through to the next page. Click on Show All this will display all addresses in a list, in which you would scroll down to view additional records please note, if more than 500 records are available, you will not be able to use this option as only the first 500 records will e shown. Refine your search by entering more specific search criteria. If you cannot find the address you are looking for, you will need to add a Cannot Find Address to the person s record. Click on the Clear button to go to the Find Locations screen. Type cannot% within the Street field and click on the Search button. Follow the instructions from Step When you have found the address you are looking for, select the record by clicking in the appropriate Select box and click on the Use Selected button. The address you have chosen will appear in a summary as shown below: - 7. Address Type - Click on the down arrow and select the most appropriate option. 8. If you need to specify any further flat details, you will be able to amend the information. Information Systems Team

39 9. Click Save to accept this address record and you will be directed to the Person Entry Screen. 10. Role - Click on the down arrow and select the most appropriate option. 11. Role Start Date Enter the Date Title - Click on the down arrow and select the appropriate option. 13. First Names - Enter the person s first name in the field. 14. Family Name - Enter - Enter the persons surname in the field. 15. Gender - Select (if not already selected) by clicking into the appropriate box. 16. Birth Date - Enter the date of birth of the person in the field. 17. Age - If a birth date has been filled in, the age will automatically populate when the record is saved, however, if the date of birth has not been entered, you can enter the approximate age (in years) in this field. Click into the Estimated tick box, and the birth date field will be populated with an estimated date of birth. 18. Telephone Number - Type the telephone number in (including the area code). You can also add free text after the number e.g. home, etc. 19. Address Start Date - Enter the start date of the address in the field (if this is not known, then you can leave the default start date in). 20. DoH Ethnicity - Click on the down arrow and select from the list. Note: Clients where the ethnicity is not recorded or has been recorded as unknown, cannot be included in any statutory returns produced for Central Government. 21. Religion - Click on the down arrow and select from the list st Language - Click on the down arrow and select from the list. 23. Nationality - Click on the down arrow and select from the list. Information Systems Team

40 24. Communication Needs - If the person has communication difficulties, click on the down arrow and select the need from the list. (If more than one of these options apply select the most appropriate, further communications needs can be recorded through the classifications screen.) 25. When all the required information has been entered, click on the Save button. The information will be shown in a summary screen as shown below. If a Person Duplicates Warning screen appears, this means there are other people already on the system with similar details i.e. name, or address or date of birth. A list of similar matches will appear on the screen, please check if any of these matches are the same person. If there is a possibility that one of the matches is the same person, click on the Cancel button and make further checks before adding the person to the system. If you are sure there is not a match, click on the Ok button to finish adding the person. Name and ID of Person Change name option Details will allow you to amend Personal Details Address Details folder Basic Details which show certain information can be expanded by clicking on the yellow folder, which will show the current record, and give you options to add or amend records see separate instructions 1. If you have entered a Cannot Find Address you will now need to open the Address Details folder and select the Cannot Find Address by clicking in the appropriate Select box and click on the Details button to open the Address Details screen. Follow the instructions below: - 2. Notes field, you must enter the full address details and postcode of the address you cannot find on the system. 3. Type field, click on the drop down arrow and select the appropriate address type. 4. Accommodation Type field, click on the drop down arrow and select the appropriate accommodation type. This must be entered for Performance Requirements. 5. Tenure Type field, click on the drop down arrow and select the appropriate tenure type. This must be entered for Performance Requirements. 6. Household Composition field, click on the drop down arrow and select as appropriate. Information Systems Team

41 7. Click on the Save button. The Information Systems Team print off a report of all Cannot Find Addresses, with details of the Start Date, Address Type and Notes field. From the Notes field we can check that the address is correct and add it to CareFirst. The person s address details will automatically be updated at this point. Information Systems Team

42 Personal Details Navigation The Personal Details screen allows you to add and amend the personal details of a person. 1. Search for the person through the Find Person' screen. There are 2 ways to view the person details: - a) By clicking on the Details button when you have searched for your person. b) By clicking on the Use Selected button to take the person into the My Client screen, and then clicking on the Person Details button. Click on the grey cross to return to the My Client screen Person Details Change Name Option Details Option Clicking once on the folder symbol will expand the selected screen. The total amount of records is also indicated next to each heading. The Information Systems Team will tick the Duplicate box if the person has two records on the system and this one is the record to be deleted. 2. To open and close a folder to view the information, click over the folder once to open, and click over the folder again to close. A closed folder will show a cross in the folder, and an open folder will have no cross. Information Systems Team

43 Open folders with the information shown within them A closed folder will display a cross on the folder icon Information Systems Team

44 Update/Amend Date of Birth, National Insurance Number and Gender 1. From the Personal Details screen, click on the Details button within the Personal Details block. The screen as shown below will appear: - 2. To amend the: - Date of Birth click in the Birth Date field and amend as necessary. National Insurance Number click in the NI Number field and amend as necessary. Gender click on the appropriate radio button. 3. After making any amendments, click on the Save button to return to the Personal Details screen. Information Systems Team

45 Record a Date of Death 1. From the Personal Details screen, click on the Details button within the Personal Details block to open up the screen as shown below: - 2. Tick the Deceased box and the screen will expand to show further fields that require completing. 3. Date of Death field, enter the date the person died. 4. Date Notified field, enter the date you were notified that the person had died. 5. Text field, this is a free text field to type any further information if required. N.B. Underneath the text box it will display how many characters remain before you are unable to record any further information. 6. Click on the Save button to return to the Personal Details screen. 7. From the Personal Details screen, you now need to change the main address to the Deceased Address. Address Details folder 8. Click once on the Address Details folder to open it. 9. Click on the Add Main button to open the Find Locations screen. Information Systems Team

46 10. In the Street Name field, enter the following: - decease% 11. Click on the Search button and your selection results will appear at the bottom of the screen. 12. Select the Deceased Address, Kingston Upon Hull by ticking the Select box. 13. Click on the Use Selected button. 14. Start Date field, enter the date of death. 15. Click on the Save button to return to the Personal Details screen. Information Systems Team

47 Amend Name or Title of a Person 1. From the Personal Details screen, click on the Change Name button and the screen as shown below will appear: - 2. Type field, defaults in automatically, you will not be able to change this. 3. Surname field, type details of the surname. 4. First Names field, type details of the first name. 5. Title field, click on the drop down arrow and select as appropriate from the pick list. 6. Click on the Save button to return to the Personal Details folder. Information Systems Team

48 Update/View Other Names i.e. Alias/Previous Name/Maiden Name 1. From the Personal Details screen, open the Other Names screen by clicking once on the folder next to the Other Names option. 2. If there are any previous names on the person s record or other names recorded, these will be displayed within this section. If someone has amended the person s name by using the Change Name button then the previous name will automatically be displayed within this section. 3. If you want to view further details of these other names recorded, select the required record by clicking in the appropriate Select box and then click on the Details button. Click on the Cancel button to return to the previous screen. 4. If you want to add an other name, click on the Add Name button to open the screen as shown below: - 5. Type field, click on the drop down arrow and select as appropriate from the pick list. 6. Surname field, type details of the surname as appropriate. 7. First Names field, type details of the first name as appropriate. 8. Title field, click on the drop down arrow and select as appropriate from the pick list. 9. Click on the Save button to return to the Personal Details screen. Information Systems Team

49 Address Screen 1. From the Personal Details screen, click once on the Address Details folder to open it. Address Details folder Add Main Address Add Other Address Placement Address Information (if applicable) Details button The Tenure Type and Accommodation Type fields must be entered for Performance Requirements. Main Addresses Only 1 current Main Address can be recorded on CareFirst at any one time. If for any reason you notice two addresses recorded as the Main Address, please contact the Information Systems Team on to rectify this. If this is not rectified it will cause problems when you produce Assessment Forms from Care Assess. A current Main Address cannot be ended through the Details button it is automatically ended when the new Main Address is recorded. Other Addresses Other Addresses which are current can be recorded on CareFirst and you can record more than one at any one time. Other Addresses must be ended through the Details button they are not ended automatically. Record a Cannot Find Address if the address cannot be found on CareFirst i.e. new property. Record a Not Known Address if the person s whereabouts are unknown. Information Systems Team

50 Change Main Address 1. From the Personal Details screen, click once on the Address Details folder to open it. Address Details folder 2. Click on the Add Main button to open the Find Location screen. 3. It is advisable to search by one of the following: - Search by Street name only enter part of street name and remember to use the Wildcard % (percentage sign). Search by Street name and Town only enter part of street name and a wildcard % and part of town and a wildcard % Note: Town is Kingston upon Hull Search by the full Postcode only 4. Click on the Search button and the search results will appear at the bottom of the screen as shown below: - NLPG National Land and Property Gazetteer Search Results Select address by ticking the Select box Information Systems Team

51 5. Highlight the appropriate address by clicking in the Select box and click on the Use Selected button to bring the address back. If there is more than one address the same select the one that has the NLPG (National Land and Property Gazetteer) marked as Yes. Go to step If no match is found because it is a new address, then search again using cannot find% in the Street Name field. Click on the Search button and select the Cannot Find Address by clicking in the appropriate Select box and click on the Use Selected button to bring the address back. Type the correct address within the Notes field. The Information Systems Team run a report on Cannot Find Addresses and will create the appropriate address and add it to CareFirst. The person s address details will automatically be updated at this point. 7. You can enter a flat number or room number if required. 8. Start Date field, -Enter the start date of the address. 9. Notes field, -Enter enter relevant free text if required. If you have selected the Cannot Find Address you must enter the full address details and postcode of the address you cannot find within this field. 10. Type field, -Click on the drop down arrow and select the type of address. 11. Accommodation Type field, -Click on the drop down arrow and select the appropriate accommodation type. This must be entered for Performance Requirements. 12. Tenure Type field, -Click on the drop down arrow and select as appropriate. This must be entered for Performance Requirements. 13. Household Composition field, -Click on the drop down arrow and select as appropriate. The Type, Accommodation Type, Tenure Type and Household Composition fields are particularly important when the Occupational Therapy Team become involved with an Adult or Child/Young Person when they are required to make adaptations to a property or provide pieces of equipment. 14. Click on the Save button. This will take you back to the Personal Details screen showing the updated address information. Information Systems Team

52 Add an Other Address 1. From the Personal Details screen, click once on the Address Details folder to open it. Address Details folder 2. Click on the Add Other button to open the Find Locations screen. 3. It is advisable to search by one of the following: - 4. Search by Street name only enter part of street name and remember to use the wildcard % (percentage sign) 5. Search by Street name and Town only enter part of street name and a wildcard % and part of town and a wildcard % Note: Town is Kingston upon Hull. 6. Search by full Postcode only Click on the Search button and the search results will appear at the bottom of the screen as shown below: - Search Results NLPG National Land and Property Gazetteer Information Systems Team

53 7. Highlight the appropriate address by clicking in the appropriate Select box and click on the Use Selected button to bring the address back. If there is more than one address the same select the one that has the NLPG (National Land and Property Gazetteer) marked as Yes. Go to step If no match found, search again using cannot find% in the Street Name field. Click on the Search button and select the Cannot Find Address by clicking in the appropriate Select box and click on the Use Selected button to bring the address back. Type the correct address within the Notes field. The Information Systems Team run a report on Cannot Find Addresses and will create the correct address and add it to CareFirst. The person s address details will automatically be updated. 9. You can enter a flat number or room number if required. 10. Start Date field, enter the start date of the address. 11. Notes field, enter relevant free text if required. If you have selected the Cannot Find Address you must enter the full address details and postcode of the address you cannot find within this field. N.B. Underneath the text box it will display how many characters remain before you are unable to record any further information. 12. Type field, click on the drop down arrow and select the type of address. 13. Accommodation Type field, click on the drop down arrow and select the appropriate accommodation type. This must be entered for Performance Requirements. 14. Tenure Type field, click on the drop down arrow and select as appropriate. This must be entered for Performance Requirements. 15. Household Composition field, click on the drop down arrow and select as appropriate. The Type, Accommodation Type, Tenure Type and Household Composition fields are particularly important when the Occupational Therapy Team become involved with an Adult or Child/Young Person when they are required to make adaptations to a property or provide pieces of equipment. 16. Click on the Save button to return to the Personal Details screen. Information Systems Team

54 End an Other Address 1. From the Personal Details screen, click once on the Address Details folder to open it. Address Details folder 2. Select the Other address you want to end by clicking in the appropriate Select box. 3. Click on the Details button to open the Address Details screen. 4. End Date field, enter the appropriate end date. 5. Click on the Save button to return to the Personal Details screen. Information Systems Team

55 Add a Telephone Number/ Address 1. From the Personal Details screen, click once on the Telephone Numbers/ folder to open it. Telephone Numbers/ folder 2. Click on the Add Tel Number button and the Telephone Number/ Details screen will appear as shown below: - 3. Number field, free text the telephone number (including area code), or address. You can add free text after the number e.g. Work, Son, Daughter, Mum. 4. Type field, click on the drop down arrow and select as appropriate. 5. Main Ind field, tick this box if this is the Client s main contact number. 6. Start Date field, enter the start date of the telephone number/ address. 7. Notes field, a free text field to enter any relevant free text. N.B. Underneath the text box it will display how many characters remain before you are unable to record any further information. 8. Click on the Save button to return to the Personal Details screen. Information Systems Team

56 End a Telephone Number/ Address 1. From the Personal Details screen, click once on the Telephone Numbers/ folder to open it. Telephone Numbers/ folder 2. Select the Telephone Number/ Address you want to end by clicking in the appropriate Select box. 3. Click on the Details button to open the Telephone Number/ Details screen. 4. End Date field, enter the appropriate end date. 5. Click in the Main Ind box to remove the tick. 6. Click on the Save button to return to the Personal Details screen. Information Systems Team

57 Create a File Location 1. From the Personal Details screen, click once on the File Details folder to open. File Details folder 2. Click on the Add File button to open the File Details screen as shown below: - 3. Ref field, enter the Team ID number. 4. Office Location field, click on the drop down arrow and select See Notes. 5. Start Date field, enter the date the file was created. 6. Notes field, enter free text to indicate where the file is located i.e. worker and team details. N.B. Underneath the text box it will display how many characters remain before you are unable to record any further information. 7. Click on the Save button to return to the Personal Details screen. Information Systems Team

58 Update or End a File Location 1. From the Personal Details screen, click once on the File Details folder to open. File Details folder 2. Select the File you want to update or end by clicking in the appropriate Select box. 3. Click on the Details button to open the File Details screen. 4. If the File is being transferred to another worker within the Team, you only need to amend the text within the Notes field. 5. If the File is ending or being transferred to a different Team, you will need to amend the text within the Notes field and enter an end date within the End Date field. 6. Click on the Save button when you have finished updating the screen to return to the Personal Details screen. Information Systems Team

59 Adding Other Reference Numbers Key Safe Numbers must be recorded within this folder. 1. From the Personal Details screen, click once on the Other Reference Numbers folder to open it. Other Reference Numbers folder 2. Click on the Add Reference Number button to open the Other Reference Number screen as shown below: - 3. Type field, click on the drop down arrow and select as appropriate from the pick list. 4. Start Date field, enter the start date of the Reference Number. 5. Number field, type in the Reference Number. 6. Click on the Save button to return to the Personal Details screen. Information Systems Team

60 Ending Other Reference Numbers 1. From the Personal Details screen, click once on the Other Reference Numbers folder to open it. Other Reference Numbers folder 2. Select the Reference Number you want to end by clicking in the appropriate Select box. 3. Click on the Details button to open the Other Reference Number screen. 4. End Date field, enter the end date of the Reference Number. 5. Click on the Save button to return to the Personal Details folder. Information Systems Team

61 Create a Role 1. From the Personal Details screen, click once on the Roles folder to open it. Roles folder When a person is created on CareFirst you have to choose a Role i.e. client, GP, employee, other. If the person is already on CareFirst with a Role of other but has become a client, you must not end the Role of other ; just create an additional Role of Client. Never end a Role on CareFirst. 2. To add a Role, click on the Add Role button to open the Person Role screen as shown below: - 3. Role Type field, click on the drop down arrow and select as appropriate. 4. Start Date field, enter the start date of the Role. 5. End Date field, never end a Role. 6. Click on the Save button to return to the Personal Details folder. Information Systems Team

62 Create a Classification When a classification of Primary Category is entered it should always remain open even when you are closing the case and if the client has died. The Primary Category should remain open because of the reporting statistics needed for the Department of Health. When ending a Primary Category this excludes the client from all Performance Monitoring reports. 1. From the Personal Details screen, click once on the Classifications folder to open it. Classifications folder 2. Click on the Add Classification button to open the Classification Details screen as shown below: - 3. Category field, click on the drop down arrow and select the appropriate Classification Category. Information Systems Team

63 4. Classification field, click on the Grey Square icon to open the Category search screen as shown below: - 5. Click on the Search button and a list of categories will appear as shown below. (The list relates to the Category chosen i.e., Primary Category, Secondary Category. The Top Category can be changed to search for further options.) 6. Select the category you require by clicking once over it to highlight it and then click on the Continue button. If the category you choose has sub categories attached, another sub category menu will appear. Select the appropriate sub category and click on the Continue button. 7. Once all categories have been selected, CareFirst will return the details to the Classification screen. 8. Start Date field, enter the date the classification commenced. 9. Classified By field, defaults to worker logged in. Ignore the Recent Subjects button. 10. Notes field, a free text field to enter any further information if required. N.B. Underneath the text box it will display how many characters remain before you are unable to record any further information. 11. Click on the Save button to return to the Personal Details screen. Information Systems Team

64 End a Classification When a classification of Primary Category is entered it should always remain open even when you are closing the case and if the client has died. The Primary Category should remain open because of the reporting statistics needed for the Department of Health. When ending a Primary Category this excludes the client from all Performance Monitoring reports. 1. From the Personal Details screen, click once on the Classifications folder to open it. Classifications folder 2. Select the Classification you want to end by clicking in the appropriate Select box. 3. Click on the Details button to open the Classification Details screen. 4. End Date field, enter the date the classification ended. 5. End Reason field, click on the drop down arrow and select the appropriate end reason. 6. Notes field, a free text field to enter any further information if required. N.B. Underneath the text box it will display how many characters remain before you are unable to record any further information. 7. Click on the Save button to return to the Personal Details screen. Information Systems Team

65 Record Ethnicity of a Person Clients whose ethnicity is not recorded cannot be included in any statutory returns required by Central Government. In addition to this the ethnicity of a client is a National Key Threshold recording requirement; from April 06, unless we achieve 95% of ethnicity recorded, no matter how well we do in other Performance Indicators, our star rating cannot be increased. 1. From the Personal Details screen, click once on the Ethnicity folder to open it. Ethnicity folder 2. Click on the Add Ethnicity button to open the Ethnicity screen as shown below: - Find People Icon Recent Subject Button Information Systems Team

66 3. Classification field, click on the Grey Square icon to open the Category search screen as shown below. 4. Click on the Search button and a list of categories will appear as shown below:- 5. Select the category you require by clicking once over it to highlight it and then click on the Continue button to return to the Classification screen. 6. Start Date field, enter the start date of the ethnicity. 7. Classified By field, defaults to worker logged in. Ignore the Recent Subjects button. 8. Notes field, a free text field to enter any further information if required. N.B. Underneath the text box it will display how many characters remain before you are unable to record any further information. 9. Click on the Save button to return to the Personal Details screen. Information Systems Team

67 End an Ethnicity of a Person 1. From the Personal Details screen, click once on the Ethnicity folder to open it. Ethnicity folder 2. Select the Ethnicity you want to end by clicking in the appropriate Select box. 3. Click on the Details button to open the Ethnicity screen. 4. End Date field, enter the date the Ethnicity ended. 5. End Reason field, click on the drop down arrow and select the appropriate end reason. 6. Notes field, a free text field to enter any further information if required. N.B. Underneath the text box it will display how many characters remain before you are unable to record any further information. 7. Click on the Save button to return to the Personal Details screen. Information Systems Team

68 Relationship and Contact definitions Relationships - There are three different types of relationships that can be recorded on a person s record, these are Allocation, Personal and Professional. A relationship is a two way link between the client and the relationship, e.g. parent to child and child to parent. Allocation relationships are setup to link the person to a worker/organisation/team within the Social Services Department, e.g. Primary Worker, Assigned Worker, Primary Team, Assigned Team. This information defaults through to the My Client screen to show the responsible Primary Worker and Team. Personal relationships relate to family members, e.g. brother or sister. Professional relationships are links between the client and professionals outside the Social Services Department, e.g. Doctor, Health Visitor. Contacts are defined as a person s Next of Kin or Key holders, etc. They are key people that you would need to contact for a specified reason i.e. cannot gain access to client s home contact key holder. A Contact is a one way link between the client and the Contact, e.g. next of kin to a client, but the client may not necessarily be the next of kin to the Contact. Contacts are not recorded on the Relationships screen because they are not classified as Allocation, Personal or Professional (although a person can be recorded as both a Personal Relationship and a Contact e.g. parent who is next of kin). A text contact is someone whose details you want to add to your client record, but do not think necessary to create on CareFirst e.g. key holder. Non Contacts are recorded for those who should not have contact with a person e.g. for children: alleged perpetrator, e.g. for adults: home care workers who are related to the client. Allocation Relationships Professional Relationships Client Contacts Two way relationships are indicated by a double arrow. A one way relationship is known as a Contact. Personal Relationships Information Systems Team

69 Relationship Navigation 1. From the My Client screen, click on the Network button. Network button 2. All Allocation, Personal and Professional Relationships that have been recorded on the person s record will appear as shown below: - 3. Click on the Search button to open the Find Relationships screen below:- Type field Related To field Recent Subjects Clear button History field Search button 4. You can search for a Relationship by any of the following criteria: Information Systems Team

70 Recent Subjects If you have recently looked at the required record, you have the option of clicking on this H symbol. This will open a Recent Subject box that will list the last 80 records that you have recently accessed. To select click once on the required name. Type of Relationship Allocation Professional or Personal To search for all three types, click on the drop down arrow and select the blank line above the Allocation option on the pick list. Related To Person Relationships (Worker/Person), Organisation Relationships (Team/Organisation) or All Relationships (both Worker/Person and Team/Organisation). Start Age and End Age you can search by age range by entering a start and end age range. History if you tick this box, the search will include ended Relationships. 5. Once you have selected your search criteria, click on the Search button. All results will be displayed. As shown below 3. When you are in the relationships screen if you want to change records to another sibling, select the record and click the Set as Current Subject button. You will then notice that the client has changed in the My Client icon section on the left hand block. Information Systems Team

71 Adding an Allocation Relationship 1. From the My Client screen, click on the Network button to show all Allocation, Personal and Professional Relationships that have been recorded. Add button 2. To add a Relationship, click on the Add button and the screen as shown below will appear: - Type icon Recent Subjects Button Grey Square icon N.B. Underneath the text box it will display how many characters remain before you are unable to record any further information. 3. Type field, click on the drop down arrow and select Allocation from the pick list. 4. Relationship field, click on the drop down arrow and select as appropriate from the pick list. Select Primary Worker if you are the main worker managing the person s case. Select Co-Worker if you are co-working the case with the Primary Worker. Select Primary Team if you are the main team managing the person s case. Select Assigned Worker if you have been assigned a piece of work for the person but you are not the Primary Worker or the Co-Worker. Select Assigned Team if working with a case in addition to the Adult Care Management Team or CYPS or FRC. Information Systems Team

72 5. Relationship To field, if you select Primary Worker of Primary Team the system automatically selects the Person radio button or select the Organisation radio depending on the option you have chosen. 6. In the blank field underneath Relationship to enter the Worker or Team ID Number, then click on the Grey Square icon again and the name and address will default in. If you do not know the ID Number, click on the button to bring up recent subjects, or click on the Grey Square icon to open the Find Person screen or Find Organisation screen. Search for the Worker or Team, when found highlight by clicking once over the Worker/Team and click on the Continue button to take the Worker/Team details back to the previous screen. If searching for an employee, you must select the role of employee on the Find Person screen because employees do not automatically return in your selection criteria. 7. Start Date field, enter the start date of the Allocation Relationship. 8. Notes field, enter any relevant free text if required. N.B. Underneath the text box it will display how many characters remain before you are unable to record any further information. Care Plan Report - If a Client is in hospital and being transferred to another local authority i.e. East Riding, the Hospital Worker can enter details of the new team within the Notes field on the Allocation Relationship screen. 9. Click on the Save button to return to the Network screen. Information Systems Team

73 Adding a Professional Relationship 1. From the My Client screen, click on the Network button to show all Allocation, Personal and Professional Relationships that have been recorded. Add button 2. To add a Relationship, click on the Add button and the screen as shown below will appear: - Type icon Recent Subjects Button Grey Square icon 3. Type field, click on the drop down arrow and select Professional from the pick list. 4. Relationship field, click on the drop down arrow and select as appropriate from the pick list. 5. Relationship To field, the system automatically selects the Person radio button or selects the Organisation radio button, depending on the option you have chosen in the relationship field. 6. In the blank field underneath Relationship to enter the Person or Organisation ID Number then click on the Grey Square icon again and the name and address will default in. If you do not know the ID Number, click on the button to bring up Information Systems Team

74 recent subjects, or click on the Grey Square icon to open the Find Person screen or Find Organisation screen. Search for the Person or Organisation, when found highlight by clicking once over the Person/Organisation and click on the Continue button to take the Person/Organisation details back to the previous screen. 7. Start Date field, enter the start date of the Professional Relationship. 8. Notes field, enter any relevant free text if required. N.B. Underneath the text box it will display how many characters remain before you are unable to record any further information. 9. Click on the Save button to return to the Network screen. If the GP s surgery address is not the same as where the Client visits, you must create an additional Relationship of GP Surgery (this will be created as an Organisation). Information Systems Team

75 Adding a Personal Relationship 1. From the My Client screen, click on the Network button to show all Allocation, Personal and Professional Relationships that have been recorded. Add button To add a Relationship, click on the Add button and the screen as shown below will appear: - Type icon Recent Subjects Button Grey Square icon 2. Type field, click on the drop down arrow and select Personal from the pick list. 3. Relationship field, click on the drop down arrow and select as appropriate from the pick list. 4. Relationship To field, the system automatically selects the Person radio button or selects the Organisation radio button, depending on the option you have chosen in the relationship field. 5. In the blank field underneath Relationship to enter the Person s ID Number, then click on the Grey Square icon again and the name and address will default in. If you do not know the ID Number, click on the button to bring up recent subjects, or click on the Grey Square icon to open the Find Person screen. Search for the Information Systems Team

76 Person, when found highlight by clicking once over the Person and click on the Continue button to take the Person s details back to the previous screen. 6. Start Date field, enter the start date of the Personal Relationship. 7. Notes field, enter any relevant free text if required. N.B. Underneath the text box it will display how many characters remain before you are unable to record any further information. 8. Click on the Save button to return to the Network screen. Information Systems Team

77 Ending a Relationship When ending a Primary Team relationship and recording another straight away, the dates should be ended on the appropriate day and started on the following day. 1. From the My Client screen, click on the Network button. All Allocation, Personal and Professional Relationships that have been recorded on the client s record will appear as shown below: - 2. To end a Relationship, select the Relationship you want to end by clicking in the appropriate Select box and click on the Details button to open the Relationship Details screen. 3. End Date field, enter the end date of the Relationship. If you are recording another Team, then the start date for the new team must be the following day. 4. End Reason field, click on the drop down arrow and select the appropriate end reason. 5. Notes field, enter any relevant free text if required. N.B. Underneath the text box it will display how many characters remain before you are unable to record any further information. 6. Click on the Save button to return to the Network screen. Information Systems Team

78 View Current and Ended Relationships from the My Client screen 1. From the My Client screen, click on the Network button. All Allocation, Personal and Professional Relationships that have been recorded on the person s record will appear as shown below: - 2. To view a specific relationship in more detail, select the relationship you want to view by clicking in the appropriate Select box and click on the Details button. 3. To view ended Relationships, click on the Show History button. Information Systems Team

79 Add a Contact Contacts are defined as a client s Next of Kin or Key Holders, etc. They are key people that you would need to contact for a specified reason i.e. cannot gain access to client s home contact key holder. 1. Search for the Client using the Find Person screen. 2. From the My Client screen click on the Network button. Network Button 3. This shows any current Relationships and Contacts. Maintain 4. Click on the Maintain button within the Contacts section to open the Find Contacts screen, this will allow you to maintain both Contact and Non Contacts. Information Systems Team

80 Add a Contact 5. Click on the Add Contact button and the screen below will open. 6. Contact ID field, if you do not know the ID Number of the person, click on the button to bring up recent subjects, or click on the Grey Square icon to search for the person who is the Contact and click on the Continue button to bring the information back to the Add New Contact screen. 7. Contact Type field, click on the down arrow and select from the list, e.g. Next of Kin. 8. From field, enter the Start Date of the Contact. 9. Notes field, enter any free text if relevant. N.B. Underneath the text box it will display how many characters remain before you are unable to record any further information. 10. Click on the Save button and a message will be displayed, informing of New Contact successfully added. Click OK to acknowledge. Contact details displayed Information Systems Team

81 Add a Free Text Contact A Text Contact is someone whose details you want to add to your Client record, but do not think necessary to create on CareFirst e.g. Key holder, neighbour, Interpreter, Pharmacist. 1. Search for the Client using the Find Person screen. 2. From the My Client screen click on the Network Button. Maintain button 3. Click on the Maintain button within the Contacts section of the screen to open the Find Contacts screen. 4. Click on the Add Free Text Contact button. Contact Type Contact Details 5. Contact Type field, click on the down arrow and select from the list. 6. From field, enter the appropriate start date. 7. Contact Details field, enter the name and address and telephone number of the Contact. 8. Notes field, enter any relevant free text, please note that once you have saved the contact details these cannot be amended so please ensure that the information recorded is accurate prior to performing a save. N.B. Underneath the text box it will display how many characters remain before you are unable to record any further information. Information Systems Team

82 9. Click on the Save button and a message will be displayed, informing of New Contact successfully added. Click OK to acknowledge. 10. Hover the mouse over the name of the Text Contact to show the address of the person. Information Systems Team

83 Add a Non Contact A non contact can be recorded when a client has specified they want no contact with a Specific person by agreement or a decision has been made by the Department or a Court Order has been issued. 1. Search for the Client using the Find Person screen. 2. From the My Client screen, click on the Network button. Maintain 3. Click on the Maintain button within the Non-Contacts section of the screen to open the Find Contacts screen. 4. Click on the Add Non Contact button and the screen below will appear. Grey Square icon Recent Subjects Button 5. Contact ID enter the party ID number in the white box. If you do not know the ID Number of the person, click on the button to bring up recent subjects, or click on the Grey Square icon to search for the person who is the Non Contact and press Continue to bring the information back to the Add New Contact screen. 6. Alternatively, if you have selected the Person/Organisation in someone s records recently, you can open the Recent Subjects box by clicking on the Recent Subjects button and select from the list. 7. Contact Type field, click on the down arrow and select from the list, e.g. By Agreement. Information Systems Team

84 8. From field, enter the Start Date of the Contact. 9. Notes field, enter any relevant free text. N.B. Underneath the text box it will display how many characters remain before you are unable to record any further information. 10. Click on Save and a message will be displayed, informing of New Contact successfully added. Click OK to acknowledge. Details of Non Contact If this person has a Warning Indicator this will be visible from the Network Summary Screen. Information Systems Team

85 View, Update, End a Contact 1. Search for the Client using the Find Person screen. 2. From the My Client screen click on the Network button. 3. Select the Contact you wish to view, update or end by clicking in the appropriate Select box and click on the appropriate Details button. Contact Details 4. To field, enter the date the Contact ended and click on Save a message will be displayed, informing of Contact successfully updated. Click OK to acknowledge. Contact shows N in current field 5. The Contact that has been ended will now display an N in the current field. Information Systems Team

86 View Current and Ended Contacts from the My Client screen 1. From the My Client screen, click on the Network button. All Contacts, Free Text Contacts and Non Contacts that have been recorded on the client s record will appear as shown below: - Contacts 2. To view a specific contact in more detail, select the one you want to view by clicking in the appropriate Select box and click on the Details button. 3. To view ended Contacts, click on the appropriate Show History button. Information Systems Team

87 Add, View and Remove a Person on your Favourites List You can search for the clients you look up on a regular basis and add them to your favourites list. Your favourites can then be used as a time saving tool, to save you carrying out searches on those clients. 1. To add a person to your favourites list, search for the person first. Select the person you want to add as a favourite by clicking in the appropriate Select box, then click on the Add Favourites button as shown below. The person will now have been added to your Favourites list. Favourites icon Add Favourite button 2. To view your Favourites from the Desktop, click on the Favourites Icon and a list of Favourites will appear as shown below: - List of Favourites 3. To view further details of your client, select by clicking in the appropriate Select box and click on the Use Selected button or click on the Details button to view the Personal Details screen. 4. To remove a person from the Favourites list, select by clicking in the appropriate Select box and click on the Remove Favourite button. Information Systems Team

88 Search for an Organisation There are three ways of searching for an Organisation in CareFirst: - Grey Square icon Recent Subjects Button 1. If you have recently selected the Organisation you require, you can open the Recent Subjects box by clicking on the Recent Subjects button and select the required organisation from the list. Search for an Organisation from the Desktop 2. From the Desktop, click on the Show Main Menu icon. Show Main Menu icon 3. From the Menu, click once on the Resources folder as shown below: - Resources folder Find Organisations 4. Click once on Find Organisations from the Menu to open the Find Organisations screen as shown below: - 5. Click on the Favourites button to identify what organisations you have added to your favourites list. Information Systems Team

89 6. Name field, enter search criteria using wildcards % i.e. %rose%villa% as shown above. 7. Click on the Search button to search for the Organisation. The search results will be shown as below. 8. Click on the Add Favourite button to add the selected organisation to your favourites list. Add Favourite button 9. If you want to view the Organisation in more detail, select the Organisation by clicking in the appropriate Select box and clicking on the Details button. 10. If you want to search for a different Organisation, click on the Clear button and search again. You may be within a screen where you need to search for an Organisation i.e. Service Agreement screen or Send Message screen. Follow the instructions below: - Search for an Organisation from the Grey Square icon within a screen 11. Click on the Grey Square icon as shown below and the Find Organisations screen will appear as shown below: - Find Organisations screen 12. Name field, enter search criteria using wildcards % i.e. %rose%villa% as shown above. 13. Click on the Search button to search for the Organisation. 14. Select the Organisation you require and click on the Continue button. Information Systems Team

90 Guidance on Messaging in CareFirst CareFirst Messaging works much like , but messaging in CareFirst is restricted only to send messages to other Users or Organisations that are within the Department and have a CareFirst ID number and access to the CareFirst System. CareFirst provides a client related messaging facility for Workers, Managers and the Team. Some messages are created automatically when pieces of work have been reassigned to you as a Worker or Manager. Other messages are created by the worker to communicate with others within the Department when working with a client. Messages should be professional and only contain factual information and not opinion based. Messaging in CareFirst can be used by Workers to deal with enquiries for a current client. Administrative workers, when they send messages to practitioners within the team. Practitioners for sending messages to other practitioners working with the same client. Managers, when reassigning Events and authorising Service Packages. Any messages regarding the client must be sent via messaging in CareFirst and not Microsoft Outlook. All messages relating to a client sent via messaging in CareFirst will become part of the client s record. Messages can be viewed from the Desktop or the My Client screen. A red arrow next to a Message means it has been sent as High Priority, a Blue arrow means it has been sent as Low Priority and no arrow means the message has been sent as Medium Priority. Messages can NOT be deleted. Pleas remember: In accordance with the Data Protection Act; clients have the right to request access to this information, so please bear this in mind when constructing your message. Auto Messaging If you are a Primary Worker and another Worker makes certain changes to your client record, you will receive an automatic message notifying you of what has been changed on the record. This will only happen if the following has been changed: - Name, Address, Date of Birth, Date of Death, Service Agreement, Care Plan or a Questionnaire has been completed, abandoned or authorised. Information Systems Team

91 View Messages via the Desktop When logging into CareFirst the Worker/Manager can see from their Desktop if they have any unread messages. Unread Messages will be displayed within the New Messages section on the Desktop as shown below. Once the Message has been read the number of records indicator will change back to 0 and no Messages will appear on the Desktop. An envelope symbol will also be displayed down the left hand side of the screen if there are unread messages. You can read unread Messages from the Desktop by selecting the Message you want to read by clicking in the appropriate Select box and clicking on the Details button. A red arrow next to a Message means it has been sent as High Priority. A Blue arrow means it has been sent as Low Priority. No arrow means the message has been sent as Medium Priority. Envelope symbol displayed if unread messages To view Messages via the Desktop that have already been read - click once on the Messages button on the Desktop or click once on the My Messages icon on the Desktop. This will open up the screen as shown below: - News tab Inbox tab Sent tab Completed tab Messages displayed within individual tabs Archived tab Information Systems Team

92 All messages recorded in this screen will relate to the Worker/Manager as Messages they have sent or received. The screen is divided into further sub screens which can be selected by clicking onto each of the tabs along the top. News tab The News and Bulletins section is used to display any items of news or longer term information that is needed to be seen by all CareFirst users. The Information Systems Team will use this screen to inform all users of any work that is about to begin that would affect logging on. For details of the Message, select the Message you want to read by clicking in the appropriate Select box and clicking on the Details button. Inbox tab Messages that you have not yet completed or archived will be stored within the inbox. For details of the Message, select the Message you want to read by clicking in the appropriate Select box and clicking on the Details button. You can complete, archive, forward or reply to a Message from this screen by clicking on the appropriate button. You can complete or archive more than one message in one transaction by highlighting the Messages. Sent tab Information Systems Team

93 Messages that you have sent as a Worker or Manager will be stored within this section. For details of the Message, select the Message you want to read by clicking in the appropriate Select box and clicking on the Details button. You can forward a message from this screen. Completed tab Messages that you have completed will be stored within this section. For details of the Message, select the Message you want to read by clicking in the appropriate Select box and clicking on the Details button. You can Archive, Forward or Reply to a Message from this screen. You can complete more than one message in one transaction by highlighting the Messages. Archived tab Messages that you have archived will be stored within this section. For details of the Message, select the Message you want to read by clicking in the appropriate Select box and clicking on the Details button. You can Forward or Reply to a Message from this screen. Information Systems Team

94 View Messages via the My Client Screen From the My Client screen, unread Messages relating to the client will be displayed within the New Messages section of the screen as shown below. Once the Message has been read the New Messages indicator will change back to 0 record and no Messages will appear on the My Client screen. You can read unread Messages from the My Client screen by selecting the Message you want to read by clicking in the appropriate Select box and clicking on the Details button. Unread Message To view Messages via the My Client screen that have already been read - click once on the Messages button on the My Client screen or click once on the Client Messages icon on the My Client screen. This will open up the screen as shown below: - Inbox tab Completed tab Archived tab Envelope under worker ID indicates there is an unread message Messages displayed within individual tabs All Messages recorded in this screen will relate to the individual client that you are viewing. The screen is divided into further sub screens which can be selected by clicking onto each of the tabs along the top. Information Systems Team

95 Inbox tab Messages relating to the client that have not yet been completed or archived will be stored within this section. These can be highlight together to complete in one transaction. For details of the Message, select the Message you want to read by clicking in the appropriate Select box and clicking on the Details button. You can complete, archive, forward or reply to a Message from this screen by clicking on the appropriate button. You can complete or archive more than one message in one transaction by highlighting the Messages. Completed tab Messages relating to the client that have been completed will be stored within this section. For details of the Message, select the Message you want to read by clicking in the appropriate Select box and clicking on the Details button. You can archive, forward or reply to a Message from this screen by clicking on the appropriate button. You can complete more than one message in one transaction by highlighting the Messages. Archived tab Messages relating to the client that have been archived will be stored within this section. For details of the Message, select the Message you want to read by clicking in the appropriate Select box and clicking on the Details button. You can forward or reply to a Message from this screen by clicking on the appropriate button. Information Systems Team

96 Action a Message from the Message Detail screen Selecting the Message and clicking on the Details button will open the Message Detail screen. From the Message Detail screen you can perform various Housekeeping functions as instructed below: - Complete a Message Once you have read a message and dealt with it, you will need to store it. In CareFirst this is called complete the message. To complete a message you will need to click on the Complete button to move the message to the Completed folder. Completed messages will remain on the clients CareFirst record and within the Worker/Manager Desktop. To view all Completed messages, refer to relevant instructions. Archive a Message Messages can also be archived once they have been dealt with. Once you have read the message you can either complete it as above if you are still dealing with the client, or you can archive the message immediately if you have dealt with it. To archive a message you will need to click on the Archive button to move the message to the Archived folder. It is good practice to archive all messages once you have finished dealing with them. Archived messages will remain on the clients CareFirst record and within the Worker/Manager Desktop. To view all Archived messages, refer to relevant instructions. Information Systems Team

97 Reply to a message 1. Clicking on the Reply button opens the Message Detail screen, pre-populated with the message details, ready for the Worker/Manager to add a reply. This part of the window is prepopulated with the message details, ready for the Worker/Manager to add a reply. Recent Subjects button Message field 2. Click in the Message field and enter the required text. The Cancel button can be used if you decide to abandon what you are doing on this screen. 3. Priority field, you do have the option to change the priority of the message that you are replying to if required. To do this, click on the drop down arrow and select as appropriate. 4. Click on the Send Message button to send the message. This will send the message to the recipient, and place a copy into the Worker/Managers Sent Messages and will be stored on the clients CareFirst record. Information Systems Team

98 Forward a message 1. Clicking on the Forward button opens the Message Detail screen, pre-populated with the message details, minus recipient information, ready for the Worker/Manager to forward on to another Worker/Manager/Team. Click on the appropriate To radio button. This part of the window is prepopulated with the message details, minus recipient information. Message field Recent Subjects button 2. Select the required To radio button, i.e. Worker or Organisation. 3. Enter the ID number of the intended recipient into the To field and click once on the Grey Square icon. If you do not know the ID number, click on the button to bring up recent subjects, or click on the Grey Square icon to the right of the To field. This will open up the appropriate screen to find either an individual Worker or a Teams details. Once found and selected, they will be carried back through into the Message Detail screen. 4. Click in the Message field and enter the required text. 5. Click on the Send Message button to send the message. This will forward the message to the recipient, and place a copy into the Worker/Managers Sent Messages and will be stored on the clients CareFirst record. Next Clicking on the Next button will display details of the next message held in the Messages folder. The Previous button will then become available for use; clicking this will revert to the previous message. Information Systems Team

99 Write and Send a Message It is important to remember that under the Data Protection Act clients do have the right to access information in relation to themselves. Therefore, the content of the message must be considered upon drafting it before messaging to another worker/manager. Messaging does not replace the need to communicate verbally, as well as electronically with another Worker/Manager. Therefore, just because you have sent a message it is wrong to assume they are going to action a request straight away or gain sight of key information relating to a client and their services. Clicking on the Write Message button via the Worker/Manager Desktop or the My Client screen will open the Message Detail screen as shown below: - Person radio button or Organisation radio button must be selected depending on who the message is being sent to. This part of the window is prepopulated with the message details, minus recipient information. Grey Square icon Recent Subjects button Message field The persons details will default in automatically if you have clicked on the Write Message icon via the My Client screen. 1. To send a message, enter the ID number of the intended recipient into the To field and click once on the Grey Square icon. If you do not know the ID number or have not selected the record before, click on the button to bring up recent subjects, or click on the Grey Square icon to the right of the To field. This will open up the appropriate screen to find either an individual worker or a Teams details. Once found and selected, they will be carried back through into the Message Detail screen. 2. Priority field, click on the drop down arrow and select the priority of the message. 3. Subject field, this should default in with the Client s name. 4. Message field, type the message you want to send. Remember to use the spellchecker (iespell) if required. N.B. Underneath the text box it will display how many characters remain before you are unable to record any further information. Information Systems Team

100 5. Click on the Send Message button. This will send the message to the recipient, and place a copy into the Worker/Managers Sent Messages. Information Systems Team

101 iespell Spellchecker Check that iespell is installed: 1. Open Internet Explorer. 2. The following icon should be on the Tool bar as shown below:- 3. If this Icon does not appear then the software requires installation Please contact the Information Systems Team on to request this Please ensure you have your P.C inventory number (blue sticker on the P.C base unit) when you contact them. Setting up iespell when Installed : There are two settings which each user needs to change on the first occasion this is used (this only needs to be done once for each user on each P.C) Change the Suggestion Mode 1. From the Internet Explorer, select the option for Tools. 1. Select the option for iespell Options. 2. The following window detailed below will appear:- Information Systems Team

102 3. Select the General tab and change the Suggestion Mode to Slow but accurate. 4. Within the same screen, select the Language & Dictionaries tab to change the language setting English (U.K.). 6. Click OK, the spell checker is now set up with the correct settings and ready for use. Information Systems Team

103 Using the spell checker (iespell) The spellchecker will not make you aware of any spelling mistakes or words it does not recognise whilst you are typing and will not underline these until you initiate the spell check. 1. The software will spell check all the information on the CareAssess form but you can highlight the text you want to check by placing the cursor at the start of the text, click on the left hand button on the mouse and dragging the cursor over the relevant text. 2. Once the relevant text is highlighted. Click on the icon on the toolbar at the top of the screen. The spellchecker will then highlight any text which is incorrectly spelt or it does not recognise. You will notice that the software works in a very similar way to the spellchecker in Microsoft Word. Highlight the text you wish to spell check 3. If you do not highlight the text, the spellchecker will check the full page you are viewing. Note: iespell will pick up ID numbers and addresses etc. 4. As with M/S Word the spell checker will indicate if it believes a word is miss spelt and will suggest an alternative word If the word IS correct press the ignore button, however if the correct spelling of the word does appear in the drop down box select the word and press the change button. Information Systems Team

104 NOTE: Look up meaning, this function will direct you to another site to look up the meaning of the mis-spelt word, however, whilst you are in CareFirst by clicking this link it will take you out of CareFirst therefore is not adviseable for you to use it. This screen has the following features: Change All button If there is the same word with the same spelling mistake, pressing this will change all the instances where the word appears miss spelt. Ignore All If the same word has been highlighted as incorrectly spelt when it s actually been spelt OK, by pressing this button it will tell the spell checker to ignore all the cases where this word has been used in the document. For example: This is useful when the spellchecker highlights a person s surname as being incorrectly spelt The spellchecker will automatically highlight the surname each time it comes across it, however by using the Ignore All button this will not happen. 1. Once the spellchecker has finished checking your highlighted text it will ask if you wish to continue checking the rest of the document Please note that by pressing OK it will check the whole of the page and therefore it is suggested that you should select No. 2. Your selected text should now be corrected if any miss spelt words had been identified. To check further text follow the same steps as described above. Information Systems Team

105 CareFirst Data Correction Form (including Duplicate Person Notifications) Duplicate Person Notification: Please list Person ID s and names of duplicate person records and any other necessary details. Data Corrections: Please enter the screen name (e.g.: Meetings or Initial Contacts), the Person ID of the client whose record is to be amended, and specify underneath the details of the data changes which are required. Please ensure that it is clear whether you require records deleting, amending or moving to another person. Please also attach a screen print of the record to be changed. Screen Name: Person ID: Persons Full Name: Changes Required: Worker Name: Telephone No: Team: Date: To produce an electronic print screen of the problematic record, press the Print Screen key on your keyboard whilst in the CareFirst screen that has the problem. Open MS Word and paste the screen into it (Either by selecting Edit, Paste from the Toolbar or by just pressing the key combination of Cntrl V at the same time) Save the document with the print screen in it and attach it to your along with this form. This form MUST be ed to the Information Systems Team address in the Global List or if you are using the NHS computer system you ll need to this form to :- SocialServices.InformationSystemsTeam@hullcc.gov.uk If you have any queries about completing this form please phone the Information Systems Help Desk on (61)6199. Information Systems Team

106 If the member of staff has worked for the department before or has been a student with the department or even worked as a member of an agency please let us know by completing one of the forms on the next pages. STAFF MOVEMENTS FORM (For new starters to Hull City Council) If you require help completing this form, please contact the Helpdesk on Is this request for: Please answer Yes or No A New Starter to Social Care A New Starter to Other Department i.e Health Which agency are they employed by? e.g. Health, Voluntary Organisation, etc Please give details of who owns the work site Important: Has this person worked for the Hull City Council before? If 'Yes' please state previous Team/Department THIS FORM MAY BE RETURNED IF ALL RELEVANT INFORMATION IS NOT SUPPLIED Staff Members Details:- Family Name Forename Title (Mrs, Mr, Miss, etc) National Insurance Number Job Title Employee, Student, Agency etc Addess Team Details: - Team ID: Team Name: Team Address: Team Telephone No: Fax No: Date Started: NOTE: Information Systems Team: Please inform Jackie or Andy if the member of staff works for Childcare Network Login Details: - Is an Account Required? Is an Intranet Account Required? Is a Generic/Shared Mailbox Required? If Yes, please specify name of mailbox Yes or No Yes or No Yes or No User to Copy: (Please give name of colleague who has the set up this person will require) e.g. shared drive. CareFirst: - Is CareFirst Training Required? Yes or No Has the worker used CareFirst before? Yes or No Does the worker require access through another network i.e. health? Managers Name: Signature: Date: PLEASE OR FAX FORM TO THE INFORMATION SYSTEMS TEAM Socialservices.informationsystemsteam@hullcc.gov.uk or FAX: Information Systems Team

107 Please ensure you give us the details of the previous team to ensure we do not duplicate records STAFF MOVEMENTS FORM (For staff moving teams) If you require help completing this form, please contact the Helpdesk on Staff Members Details:- Family Name Forename Title (Mrs, Mr, Miss, etc) Addess Previous Team Details:- Team ID: Team Name: Team Address: Team Telephone No: Employee, Student, Agency etc Date Finished: Fax No: New Team Details:- Team ID: Team Name: Team Address: Team Telephone No: Employee, Student, Agency etc Date Started: Fax No: NOTE: Information Systems Team: Please inform Jackie or Andy if the member of staff works for Childcare Is a Generic/Shared Mailbox Required? If Yes, please specify name of mailbox Yes or No User to Copy: (Please give name of colleague who has the set up this person will require) e.g. shared drive. CareFirst: - Will access to CareFirst be required? Is CareFirst Training Required? Has the worker used CareFirst before? If yes give details CareFirst ID: (if known) Please answer Yes or No Do you require access through another network i.e. health. Managers Name: Signature: Date:. PLEASE OR FAX FORM TO THE INFORMATION SYSTEMS TEAM Socialservices.informationsystemsteam@hullcc.gov.uk or FAX: If you have any further comments, please state on the fax sheet or . Thank You Information Systems Team

108 STAFF MOVEMENTS FORM (For Staff leaving the department) If moving to another Department within the Council please let us know so that the and network is not closed. If you require help completing this form, please contact the Helpdesk on Is this request for: Employee Leaving Social Care Employee Leaving Other Department i.e Health Employee Leaving Hull City Council Please answer Yes or No Staff Members Details:- Family Name Forename Title (Mrs, Mr, Miss, etc) CareFirst ID Number TeamDetails: - TeamID: TeamName: TeamAddress: TeamTelephone No: Leaving date: NOTE: Information Systems Team: Please informjackie or Andy if the member of staff works for Childcare Managers Name: Signature: Date: PLEASE OR FAX FORMTO THE INFORMATION SYSTEMS TEAM Socialservices.informationsystemsteam@hullcc.gov.uk or FAX: If you have any further comments, please state on the fax sheet or . Thank You Information Systems Team

109 If the student works for the council or has worked for the council previously, please let us know. This will ensure we pick up the record that has already been created. STAFF MOVEMENTS FORM (For Students joining the Department) Important: if you require help to complete this form please contact the Helpdesk on Has this person ever worked for the Council before? If 'Yes' please state previous Team/Department Date Finished: Students Details:- Family Name Forename: Title: (Mrs, Mr, Miss etc) Team Details: - Team ID: Team Name: Team Address: Please answer these questions Please answer Yes or No Team Telephone No: Date Started: Fax No: CareFirst Training: - Have you used CareFirst before If yes give details Is CareFirst Training required? Please answer Yes or No Please complete "User Access Authorisation" form Attached Do you require access through another network i.e. health. Please specify the name of the agency/health Authority Manager/Team Leader Signature: Date: PLEASE OR FAX FORM TO THE INFORMATION SYSTEMS TEAM Socialservices.informationsystemsteam@hullcc.gov.uk or FAX: If you have any further comments, please state on the fax sheet or . Thank You Information Systems Team

110 STAFF MOVEMENTS FORM (For a simple name change) E.g. A Worker who gets married might like to have her name changed on :- CareFirst, and Network. CareFirst PID Number Prievious Name New Name Team Name Team PID number Is a new User Name required? Is a new address required? Is a new network Login required? If you are a Student or Agency worker on a Placement/employed by the team Please contact Social Services Information Systems Team either by or you can ring us on Information Systems Team

111 ORGANISATION REQUEST ADULTS Establishment Name Contact Name in Organisation Organisation Name Address Tel. No. Post Code Fax No. Client Id Client Name Requested by Team Tel. No. Please select one Sector and Type and then the sub type for the organisation Sector Private Government Assisted Other Sector Voluntary / Charity Joint Funded Local Authority (Hull) Other Local Authority Supplier/Organisation Drugs & Alcohol Day Care - Adults Residential / Nursing Accommodation - Adults Home Care Provision Residential Adult & Supporting People Provision If you have selected "Supplier/Organisation" from above, you will also need to select one item from each section below Nursing Residential Day Care Home Care Long Short Respite Block Detox Drugs Detox Alcohol Rehab Drugs Rehab Alcohol Elderly Dependent Physical Disability Learning Disability EMI Mental Health Drugs & Alcohol Under 65 Over 65 FOR SoCIT TEAM USE ONLY Verified Address Added Address Entered by Checked if on System Obtained UPRN Organisation Short Name Date Information Systems Team

112 ORGANISATION REQUEST CHILDCARE Information Systems Team