CAREDIRECTOR: PERSONAL DETAILS

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1 Borough of Poole Council CAREDIRECTOR: PERSONAL DETAILS USER GUIDE READ/WRITE Eve Serrao January 2017

2 CONTENTS CAREDIRECTOR: PERSONAL DETAILS...0 KEY...3 SETTING UP PERSONAL DETAILS...4 OBJECTIVES...4 Overview...4 RECORDING BASIC INFORMATION...5 OTHER INFORMATION...5 Paper Files...6 Responsible Local Authority...7 Significant Event...8 Checks...9 Asylum Seekers Languages Name History MORE ADDRESSES CHRONOLOGY Creating a New Chronology View Saved Chronologies AUDIT HISTORY DOCUMENT VIEW GENOGRAM OFFENDING

3 GLOSSARY NOTES

4 KEY Need a Helping Hand? Find this symbol and it will guide you to the relevant screen 1 Follow the Blue Boxes - these are numbered and are your step by step guide 2 Find this symbol and it is giving you an overview or background on the module you are working on - who, what, when and why! A black box with dashes, gives you further information about what you see on the screen They may also contain TOP TIPs *ASTERIX Red is a mandatory field +CROSS - Blue is desirable 3

SETTING UP PERSONAL DETAILS OBJECTIVES By the end of this session delegates will be able to: Search for a person Enter a new person on the system Make family connections and relationships Record

A facility to record and search against names that the client is also known as is provided A history of name and address changes is maintained by the system To update personal details on a client a

5 SETTING UP PERSONAL DETAILS OBJECTIVES By the end of this session delegates will be able to: Search for a person Enter a new person on the system Make family connections and relationships Record basic information OVERVIEW This module covers client details, details of relationships between the client and other people, and details of professionals who have ongoing involvement with them. A facility to record and search against names that the client is also known as is provided A history of name and address changes is maintained by the system To update personal details on a client a search can be used to find the person on the system first. This facility is also used to check that the client has not already been entered on the system, e.g. when setting up a new client or entering their family members and other relationships. Allowing to keep up-to-date records, to be able to view, search and review case documentation 4

6 RECORDING BASIC INFORMATION We can add and update information on a person by using the categories on the Navigation Pane in the Person Record OTHER INFORMATION 1 - Click Other Information on the Navigation Pane 2 - Click the relevant Module 3 On the Ribbon Add New 5

7 PAPER FILES Only needs completing on persons that require a paper file (or have had paper files) for example, copy of passport. This will predominantly be updated by Team Administrators Click on Other Information on the Navigation Pane Click on Paper Files Click Add New on Ribbon 7 SAVE 1 Type the File Details in the Free Text box. This should be a Summary of the Document 4 Add File Type and File Number using the Free Text Box 2 Add File Location using the Lookup Field 3 Add Date (todays date) 5 Enter File Destruction date: Child In Need 25 years Child Protection 25 years Child in Care - 75 years Adoption years Foster Carers 25 years 6 If you are destroying a document add destruction date and reason 6 Use the Free Text box to add in relevant Notes

8 RESPONSIBLE LOCAL AUTHORITY This Module is updated when another Local Authority informs us if they are placing a child into our area. Click on Other Information on the Navigation Pane Click on Responsible Local Authority Click Add New on Ribbon 7 Save This will generate an Icon on the Banner: 1 Add Authority that the child has come from using the Lookup Field 2 Add Start Date this will be given to us by the referring Authority 4 Type the Social Worker using the Free Text Box 5 Add Legal Status using the Lookup Field 3 Add the Key Team working with the child within the RLA N.B All this information will be provided by the Local Authority referring the child 6 Is this a Temporary Placement? 7

9 SIGNIFICANT EVENT Significant events are logged when adding a case note but can be viewed in this module. In addition we can log information here for ICT, Troubled Families and Virtual Schools Click on Other Information on the Navigation Pane Click on Significant Event 1 If you want to record an entry for: ICT Troubled Families Virtual Schools Click Add NEW Here you will see a list of entries added this is a combination of recorded information AND Significant Events pulled through from Case Notes Double click an entry to view If you change your View you can see active and inactive entries. 8

10 5 SAVE 1 Add an Event Category using the Lookup Field Either: ICT Troubled Families Virtual School 2 Add an Event Sub - Category using the Lookup Field 3 Add Event Date 4 Add an Event Description using the Free Text Box 9

11 CHECKS This Module will be updated for Foster Carers and Adopters. Children in Care checks will be completed in LAC Checks under the Referral Click on Other Information on the Navigation Pane Click on Checks Click Add New on Ribbon 7 Save 1 Add Planned Date if applicable 3 Add Check Type using the Lookup Field 2 Add Actual Date of Check 4 Add Outcome using the Lookup Field 5 Add Frequency if applicable using the Lookup Field 10 6 Use the Free Text box to add in relevant Notes If a check was Declined please add declined Date and Reason

12 ASYLUM SEEKERS Click on Other Information on the Navigation Pane Click on Asylum Seekers Click Add New on Ribbon Save When a child is placed with us information will be given regarding the child / YP status. Fill in the fields that are applicable based on the information provided 11

LANGUAGES If the family s first language is not English then it is highly recommended that you complete this module Click on Other Information on the Navigation Pane Click on Languages Click Add

13 LANGUAGES If the family s first language is not English then it is highly recommended that you complete this module Click on Other Information on the Navigation Pane Click on Languages Click Add New on Ribbon 4 Save 1 Add Language using the Lookup Field 2 Add *if known*: Fluency Read Write Preference Speak Understand using the Dropdown Lists 3 Use the Free Text Box to add in relevant Notes 12

NAME HISTORY This Module allows us to view a history of any name changes no name changes are added or recorded here Click on Other Information on the Navigation Pane Click on Name History Every time

14 NAME HISTORY This Module allows us to view a history of any name changes no name changes are added or recorded here Click on Other Information on the Navigation Pane Click on Name History Every time a name change has happened in the customer details screen - be it a full name change or spelling mistake - this will automatically update Name History Double click an entry to view Here you will see a list of all name changes 13

MORE ADDRESSES This Module should be used with discretion For example: If a child is living between two homes (Father and Mother), or regularly runs away to the same address you may want to consider

15 MORE ADDRESSES This Module should be used with discretion For example: If a child is living between two homes (Father and Mother), or regularly runs away to the same address you may want to consider adding the additional address here. 2 Add New on the Ribbon 1 Click More Addresses on the Navigation Pane Here you will see a list of all previously added addresses Double click the record to view 14

4 Save 2 Add Address Type and Property Type using the Drop Down Lists This will allow us to see the reason the child is associated with this address 1 Add Address

16 4 Save 2 Add Address Type and Property Type using the Drop Down Lists This will allow us to see the reason the child is associated with this address 1 Add Address Details TOP TIP Add the Postcode and Click Address Search! 15 Comments box allows you to free type any relevant information 3 Add Start Date and End Date when known

17 CHRONOLOGY Chronology module will pull through Significant Event Entries. Case Notes that are earmarked as Significant Events will show here, along with automatic workflow entries i.e. when a LAC Legal Status is set up this automatically will be added as a Significant Event and subsequently you can pull it into your Chronology Click on View Saved Chronologies to view all saved Chronologies You can add a new Chronology by adding the Date range and Title of the Chronology 1 Click Chronology on the Navigation Pane Then Click Create Chronology 16

18 CREATING A NEW CHRONOLOGY 1 Click Chronology on the Navigation Pane 3 Add Title & Date Range 2 Choose what you would like to pull into your Chronology Remember -to add all Significant Events added via Case Note you must select Case Notes 4 Click Create Chronology 17

VIEW SAVED CHRONOLOGIES Click on Chronology on the Navigation Pane Click on View Saved Chronologies You can also add a new Chronology from this page You can now Save, Print and View the Chronology

19 VIEW SAVED CHRONOLOGIES Click on Chronology on the Navigation Pane Click on View Saved Chronologies You can also add a new Chronology from this page You can now Save, Print and View the Chronology from this screen Do not add new Significant Events here You can see Chronology Title, Date Range and Categories 1 Double Click the record to view the Chronology Here you can see a breakdown of the events added to the Chronology Additional Events will also show here which you can add into the Chronology if needed (this is generally entries added after the Chronology has been created) 18

20 AUDIT HISTORY Audit History is a View Only screen giving us information on who has accessed a record and what changes have been made. You can filter what you wish to search using you Views 19

21 DOCUMENT VIEW Document View allows you to view and search all documents related to this person this includes Attachments and Forms. Open Person Record Document Filters: Use Form or Attachments Filters to search for Documentation Here you will find a list of attached Documents and Forms; these can be double clicked to open/view 1 Click Document View on the Navigation Pane you can use the Document Filters on the Left to help identify a specific document 20

GENOGRAM Click Save to save a copy of the genogram to the Genogram History (found in Other Information) Wait to see a pop up Box telling you Genogram Saved before Viewing in Genogram History This

22 GENOGRAM Click Save to save a copy of the genogram to the Genogram History (found in Other Information) Wait to see a pop up Box telling you Genogram Saved before Viewing in Genogram History This module allows you to identify Genograms and Save and Print them A Genogram is created using family Relationships and Connections. Click Save Locally to save a copy to your PC Click Print to obtain a paper copy 21 1 Click Genogram on the Navigation Pane

23 OFFENDING 2 Add New on Ribbon 1 Click Offending on the Navigation Pane 22

24 4 Save 1 Add Outcome of the Offence using the Lookup Field 2 Add Date of the Outcome 3 Use Free Text Box to add any relevant Notes 23

25 GLOSSARY A record that saves information about contact with a person, all of which are logged under the Referral. Activity This can be an action to be performed, such as a task, or a communication item that is sent or received, for example, , phone calls, and appointments. The status of activities is tracked and the activity history is stored in the system, so that users can view the open and closed activities. Assign A function which allows you to assign records such as an activity to another user team or worker Advanced Find A tool used to search for a specific record Case Note A note added to a client referral that details information on the person, which generally requires no action Connection A relationship added to show the connection between records this could be family, carers or team and workers Chronology A record of the key events and changes in relation to a child or young person. Dashboard An overview of data from different areas in a single place in the Workplace area. The data is formatted to be easier to understand to provide quick insights. 24

26 Entity A type of record that can be configured in a new window, for example, a person, a form, or a registration. CareDirector contains multiple entities that are interconnected. Involvements Showing Key Teams and Workers involved in a referral of a child or young person s case Key Team The Primary Team assigned to a referral Key Worker The Primary Worker assigned to manage/work the case Navigation Pane The column found on the left hand side of the screen housing the Categories and Modules in CareDirector Privileges The actions a user can perform on each entity in CareDirector. Record An entry in the database that stores all the information about a specific item, such as a person. Secondary Team A Team that is assigned to work alongside the Key Team by way of a connection Secondary Worker A secondary allocated worker that will co-work the case alongside the Key Worker. The secondary allocated worker can belong to the same team or different team. Service Provision A Service Package. This provides a record of placements with carer s and organisations. 25

27 Significant Event An event that is deemed to be significant in a person s life and that will be added to their chronology Status The status of a record or activity e.g. Active, Closed, Awaiting Authorisation Task An activity that requires an action by a worker (Key or Secondary) User A person who has a system account that allows them to access and work on information in CareDirector. View A filter applied to a list of records. Users can choose different views that contain all the records of a particular type or that are a subset of that type. Workflow A set of rules that creates an automated set of processes to allow procedures and tasks to be actioned and preformed between users. Workplace A Category on the Navigation Pane that contains the work you have been assigned or are currently working on. This is essentially your Home Screen here you can access Dashboards, People and Referrals 26

28 NOTES: 27

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CareDirector: INTRODUCTION

Borough of Poole Council CareDirector: INTRODUCTION USER GUIDE Eve Serrao - January 2017 CONTENTS KEY...3 INTRODUCTION...4 OBJECTIVES...4 ABOUT CareDirector...4 LOGGING ON/OFF...5 USER PRIVILEGES...5 HOME