YOUTH PLACEMENT - FACILITY Residential Services

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Delphia Gray
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1 YOUTH PLACEMENT - FACILITY Residential Services

2 Table of Contents Admitting Youth... 2 Finding a Youth... 3 Placing a Youth... 4 Custody Unit... 4 Admit Reason... 5 Admit Date and Time... 5 Projected Release Date:... 6 Review Placement... 7 Census Review... 7 Global Menu... 8 Bed Management Reports Facilities Module Face Sheet Review Update Projected Date of Release JJIS Web Youth Placement Facility Residential Services Page 1 of 22

In the Youth Placement Facility Module, click on the drop down arrow to select the facility name.

3 Admitting Youth To access the module used to place youth in your residential program, you will log into JJIS. From the module menu on the left, click Youth Placement - Facility. In the Youth Placement Facility Module, click on the drop down arrow to select the facility name. Facilities available are permission based. If the facility is not assigned to the account, it will not show up in the drop down list. Select the facility name and then click the Go button. 2 1 JJIS Web Youth Placement Facility Residential Services Page 2 of 22

4 Finding a Youth On this screen, there is a list of youth on the current waitlist for the selected facility. Next to the name of the youth, the DJJID, a face sheet link, and Place and History buttons can be found. Youth Names and DJJ IDs Additionally, there are 3 boxes next to each youth on the list: Ok, Packet Ready, and Reserved. These boxes are prepopulated based on the actions taken by the Commitment Manager and the JPO. Ok means that the commitment manager has authorized this youth s placement in the waiting module. Packet Ready means that the Electronic Commitment Packet has been completed and approved. Reserved reserved means that the youth has been placed on a waiting list and that a bed is available in your program for the youth and the youth can be scheduled for transport and admission. Clicking on the History button opens a report showing the youth s placement history. This helps ensure that you aren t attempting to place a youth who is already in a commitment placement. Youth Name DJJ ID JJIS Web Youth Placement Facility Residential Services Page 3 of 22

Placing a Youth To admit the youth to the facility, which will place them on the active census, click the place button next to the youth who is ready to be placed.

5 Placing a Youth To admit the youth to the facility, which will place them on the active census, click the place button next to the youth who is ready to be placed. Youth Names and DJJ IDs This brings you to the placement screen. Answer all fields from top to bottom. Custody Unit The Custody Unit will pre-populate with the facility name previously selected. Youth Name and DJJ ID JJIS Web Youth Placement Facility Residential Services Page 4 of 22

6 Admit Reason Select the correct Admit Reason from the drop down for which youth was admitted into the program. Options for admission are: Change of referral Continued placement - This option is not used by the program. The DIO would use this option when the youth s referral number has been changed, but there is no other change in placement. New Commitment - This option should be used to admit youth to your program on a new commitment order. It should also be used if the youth is being recommitted. Return from inactive status This option should be used to return a youth to your census who has been on inactive status, either in detention for an extended period of time, out of facility for medical and mental health treatment or any other reason for being placed on an inactive status. Transfer New contract provider This option is not used by the program. The Commitment Manager would use this option when the current contract for program services has been reassigned to a new provider who will perform those services. This includes changes made when a provider changes their name. Transfer Program name change, same contract provider This option is not used by the program. The Commitment Manager would use this option when the contract number and provider remain the same, but there is a change in program name. Transferred from another commitment program This option should be used when you are admitting a youth who has been transferred to your program from another commitment placement. This would include youth have been administratively transferred from another commitment level including conditional release. Admit Date and Time This field will default to current date and time. You should change this to reflect the actual date and time youth was admitted in the program. You can enter a previous date and time, but you cannot enter a future date and time. JJIS Web Youth Placement Facility Residential Services Page 5 of 22

Projected Release Date: The Projected release date is the anticipated date youth will be released from the

This initially it should be the maximum length of stay, but can and should be updated as that changes.

Click: Save at the bottom of the screen.

7 Projected Release Date: The Projected release date is the anticipated date youth will be released from the program. This initially it should be the maximum length of stay, but can and should be updated as that changes. The name of the staff making the placement will automatically populate based on JJIS login. Click: Save at the bottom of the screen. This creates a placement for the youth, and removes the youth from the waiting list in Youth Placement. Click Cancel if you do not want to admit the youth. Click OK and you will be returned to the list of youth eligible for placement. JJIS Web Youth Placement Facility Residential Services Page 6 of 22

Click the <<Back button to return to the list of JJIS Modules. Census Review There are three options for reviewing your census.

8 Youth Names and DJJ IDs Review Placement A youth with a correct placement will come off the Youth Placement Facility screen. You should review the census or youth s face sheet for Legal Status and Physical Location to ensure youth was placed correctly. Click the <<Back button to return to the list of JJIS Modules. Census Review There are three options for reviewing your census. The census can be accessed through the Global menu, the Bed Management module or the Facilities module. JJIS Web Youth Placement Facility Residential Services Page 7 of 22

9 Global Menu To review your census, click the drop down arrow next to Face Sheet in the upper right corner. Select Commitment Facilities, and click the Go button. A new window will open with criteria for selecting facilities. Click the radio button next to Circuit, select your circuit and click the Find button to return a list of commitment programs for your circuit. JJIS Web Youth Placement Facility Residential Services Page 8 of 22

10 Click Select next to your program, and it will be highlighted in yellow to indicate it has been selected. Click the radio button for Placement List. Finally, click the View List button. This returns a listing of youth currently on your census. DJJ ID, Youth Name and DOB JJIS Web Youth Placement Facility Residential Services Page 9 of 22

11 Clicking the Go To Waiting List button allows you to view a list of youth on the wait list for a bed in your program. DJJ ID and Youth Name DOB For youth on either list, clicking the Select link allows you to review Key Participants Information. The youth s Face Sheet can be accessed from this screen by clicking the View Face Sheet button. Bed Management Reports To review your census, click the Bed Management Reports link in the list of JJIS modules. JJIS Web Youth Placement Facility Residential Services Page 10 of 22

You can filter programs returned by the various criteria, or just click

12 Click the radio button next to Resource Census from m/d/y to m/d/y and click View Reports. You can filter programs returned by the various criteria, or just click the Find Program(s) button to return a list of all current programs. JJIS Web Youth Placement Facility Residential Services Page 11 of 22

13 From the list of programs returned, check the box in the Select column for your program and click the OK button. By default, this report will return all youth on your census for the current day. If desired, you can enter a date range. Click the OK button to generate the report. JJIS Web Youth Placement Facility Residential Services Page 12 of 22

Youth Names, DJJ IDs and DOBs Facilities Module To review your census, click the Facilities link in the list of JJIS modules.

14 The report will open in HTML format, allowing you to confirm youth was admitted with accurate admit and projected release dates. From this screen, you can print the report, or export to various formats. Youth Names, DJJ IDs and DOBs Facilities Module To review your census, click the Facilities link in the list of JJIS modules. This module will allow you to see the census, print placement information and also allows you to view the youth s face sheet. JJIS Web Youth Placement Facility Residential Services Page 13 of 22

The Facilities module will open in a new window. You can select the sub component, or leave it selected for all components. Components are the various placement types available.

15 The Facilities module will open in a new window. You can select the sub component, or leave it selected for all components. Components are the various placement types available. Select State Wide, Region or Circuit. By default, the user s circuit is selected. If desired, you can select a program type to further filter the results. The placement options field defaults to Show Current Placements. Selecting Show Placement History will bring up a list of all youth served by the program, past and current. Click Find to display all programs meeting selection criteria. JJIS Web Youth Placement Facility Residential Services Page 14 of 22

16 Click Select next to the program for which you wish to view the census. DJJ IDs and Youth Names The placements are shown, and can be printed by clicking the Print Placement Information button. DJJ IDs and Youth Names JJIS Web Youth Placement Facility Residential Services Page 15 of 22

Also visible in the Facilities window is the Begin (admit) Date, Projected Release date, JPO and unit for each youth. Click the Print button, or click Exit to return to the Facilities window.

17 Also visible in the Facilities window is the Begin (admit) Date, Projected Release date, JPO and unit for each youth. Click the Print button, or click Exit to return to the Facilities window. DJJ IDs and Youth Names To view a face sheet, click the Select link for the youth and a Face sheet button appears. The youth s face sheet will open in another window. DJJ IDs and Youth Names JJIS Web Youth Placement Facility Residential Services Page 16 of 22

Face Sheet Review The youth s face sheet can also be reviewed by clicking the Go button next to Face Sheet in the upper right corner of your JJIS window.

18 Face Sheet Review The youth s face sheet can also be reviewed by clicking the Go button next to Face Sheet in the upper right corner of your JJIS window. A new window will open, allowing you to search for the youth you placed. Select the youth whose face sheet you want to review. Information on Alerts and Aliases will be presented. JJIS Web Youth Placement Facility Residential Services Page 17 of 22

19 Click View All to familiarize yourself with any Critical Alerts. You must click OK to proceed. JJIS Web Youth Placement Facility Residential Services Page 18 of 22

20 The youth s face sheet will open in PDF format. Review the youth s physical location and placement history sections to ensure youth was admitted correctly. Update Projected Date of Release In order to update the projected date of release for a youth, you will log into JJIS and from the module menu on the left, click on Youth Release. JJIS Web Youth Placement Facility Residential Services Page 19 of 22

Select the facility name from the drop down and click the go button.

21 Click on the drop down arrow. This will allow you to select the facility name. Facilities available are permission based. If the facility is not assigned to the account, it will not show up in the drop down list. Select the facility name from the drop down and click the go button. From the list of youth currently in the program, select the youth for whom the projected release date should be updated. Youth Names and DJJ IDs JJIS Web Youth Placement Facility Residential Services Page 20 of 22

Enter the updated projected release date. Do not enter slashes, only numbers. You must use the format mmddyyyy or the date will not enter correctly.

22 Check the box under the Select column next to the youth s name. Click on the Select Youth to Update/Release button. 1 2 Youth Names and DJJ IDs Click into the Select box again, this tells the system you are sure you want to update this youth! Enter the updated projected release date. Do not enter slashes, only numbers. You must use the format mmddyyyy or the date will not enter correctly. 1 3 Youth Name and DJJ ID 2 For dates entered incorrectly, the system will display two red asterisks. The system will not update the projected release date even if the update link is clicked. JJIS Web Youth Placement Facility Residential Services Page 21 of 22

Youth Name and DJJ ID When all information is entered correctly, click on the blue

The screen will not change, but you will see the new date in the projected release

Youth Name and DJJ ID Click the blue back arrow to return to the list of youth on

23 Youth Name and DJJ ID When all information is entered correctly, click on the blue Update link. This will change the date. The screen will not change, but you will see the new date in the projected release date field. Youth Name and DJJ ID Click the blue back arrow to return to the list of youth on the Youth Release screen. You will see the updated projected release date showing in the last column. Youth Names and DJJ IDs JJIS Web Youth Placement Facility Residential Services Page 22 of 22

Probation Resource Booking Training for Providers

Probation Resource Booking Training for Providers During this training we will review: 1. Confirming a Referral 2. Accepting a Referral 3. Updating Projected Admit Date of Referral 4. Rejecting a Referral