Managing Referrals to APSW Services and Supports - APSW Service Agencies

Transcription

1 DSCIS USER GUIDE 1 Managing Referrals to APSW Resources- APSW Managing Referrals to APSW Services and Supports - APSW Service Agencies This guide provides step-by-step instructions for the receiving of referrals to Adult Protective Service Worker (APSW) Agencies from the DSO. Background Developmental Service Ontario offices (DSOs) are responsible for referring individuals who need APSW services and supports to APSW Service Agencies (SAs). APSW SAs are service agencies that deliver Ministry-funded APSW service and support resources. These services and supports include all resources delivered under the program detail code of Adult Protective Service Worker (8888). Once a person is identified as needing APSW service and support resources, the DSO will initiate a referral. The referral is sent to the APSW SA through the Developmental Services Consolidated Information System (DSCIS) Referral Portal. Due to the fact that ASPW support needs fluctuate over time and APSW caseload capacity needs to be actively managed, there are a few differences in how APSW service and supports are managed. These are as follows: APSW SAs are not required to declare available developmental services/supports to the DSO using the Resource Declaration (RD) through the DSCIS Resource Connections Portal DSOs will not identify people as proposed matches for specific individual APSW resources Once a referal from the DSO has been received, the APSW SA then determines the most appropriate manner of delivering its services and supports to the individual in need. The APSW SA will advise the DSO, in an off-line manner (i.e., outside of the DSCIS Referral Portal, such as telephone, , etc.) when a referred individual has accessed APSW support and add an appropriate comment in DSCIS. The DSO then creates a referral service placement in DSCIS to record the person s connection to APSW resources. If you d just like an overview of the steps, proceed to the Quick Guide for Experienced Users.

2 Table of Contents 1. Accessing a Referral for APSW... 3 i. Accessing a Referral from the DSCIS Referral Portal Considering People for Access to APSW Resources Confirming when a Person has Accessed APSW Service and Support... 6 i. APSW Agency Adds a Comment to a Discussion... 6 ii. Removing a Discussion From A Watched Discussions List... 8 iii. Marking A Referral as Read or Unread... 9 iv. Marking a Referral for Follow Up or Unfollow Supplementary Processes v. Accessing the My Cases Search vi. Accessing the Watched Discussion Search Roles and Responsibilities Quick Guide for Experienced Users DSCIS USER GUIDE 2 Managing Referrals to APSW Resources- APSW

3 1. Accessing a Referral for APSW APSW Agencies receive referrals through the DSCIS Referral Portal. These are populated with a brief description noting that the person is being linked for APSW supports and contain a copy of the person's DS Application Package (ADSS and SIS), Person Profile, the Assessor Summary Report (ASR) and the Individual Consolidated Evidence (ICE) record where available. APSW Agencies are responsible for monitoring the DSCIS Referral Portal on a daily basis to identify new referrals and/or updated notifications. i. Accessing a Referral from the DSCIS Referral Portal Once the APSW Agency receives a referral and discussion for a person from the DSO, they can view and respond through the Referral Portal. Note: Once the DSO creates the Referral and creates a new Discussion, the discussion is automatically added to your Watched Discussions pod on your Home page. 1. Access the Appropriate Watched Discussion From the Home tab (A) review the list of discussions in the Watched Discussion pod (B) and identify the appropriate discussion Select the appropriate discussion (C) 2. Review the Discussion Review the comment(s) and discussion DSCIS USER GUIDE 3 Managing Referrals to APSW Resources- APSW

4 3. View the Shared Documents Documentation like the Person Profile, ADSS, SIS, ASR, and ICE that the DSO has shared can be quickly accessed. From the Referral, select the View Shared Documents link This opens the Outcome Plan, Attachment tab The user can access all of the documents and attachments that the DSO has provided here. These documents will be the most up-to-date documents within DSCIS 4. Access the Outcome Plan DSCIS USER GUIDE 4 Managing Referrals to APSW Resources- APSW

5 To access the Outcome Plan, select the Outcome Plan Reference Number hyperlink This opens the Outcome Plan, Home tab 5. Access the Referral Home page To access the Referral Home page, select the Referral Name hyperlink The user can access the Home, Attachments, and Discussions tabs from here DSCIS USER GUIDE 5 Managing Referrals to APSW Resources- APSW

6 Results: The APSW Agency has accessed a referral from the DSCIS Referral Portal. 2. Considering People for Access to APSW Resources The APSW SA is responsible for connecting people to the appropriate service and support, within available caseload capacity. The APSW SA is responsible for contacting the person/family regarding the provision of APSW services and supports, if it is possible to do so. 3. Confirming when a Person has Accessed APSW Service and Support When a person is connected to APSW service and support, the APSW SA advises the DSO in an off-line manner (e.g., via telephone, , etc.) that the individual has accessed APSW support, along with the date of service access and the anticipated duration of service delivery. The APSW SA shall also add a comment to the open discussion as part of the person s referral within the DSCIS Referral Portal to indicate that the individual has accessed APSW support, including the date of access, type of service, provider name, and any other relevant information. Note: Where a person leaves a Ministry-funded APSW resource and their case is closed by the APSW SA, the APSW SA shall advise the DSO that the individual has left service, as per the Confirming When People Leave/Exit Service user guide. i. APSW Agency Adds a Comment to a Discussion 1. Access the Appropriate Watched Discussion From the Home tab (A) review the list of discussions in the Watched Discussion pod (B) and identify the appropriate discussion Select the appropriate discussion (C) DSCIS USER GUIDE 6 Managing Referrals to APSW Resources- APSW

7 2. Add a Comment to the Discussion Select Actions (D), and select Add Comment (E) In the Comments, enter the details regarding the referral including the date of access, the type of service, provider name and any other relevant information Select Browse (F) to upload an attachment, if appropriate Select Save DSCIS USER GUIDE 7 Managing Referrals to APSW Resources- APSW

8 Results: The APSW Agency has updated the discussion. As there is no trigger to alert when a comment or document has been added to a discussion, the APSW Agency should alert the DSO in an offline manner as well. ii. Removing a Discussion From A Watched Discussions List When a discussion no longer needs to be monitored (i.e. the person has begun accessing services and supports), the APSW Agency can stop watching the discussion and remove it from the Watched Discussions list. From the Home tab (A), review the list of discussions in the Watched Discussion pod (B) Identify and select (C) the appropriate discussion DSCIS USER GUIDE 8 Managing Referrals to APSW Resources- APSW

9 Select Actions (D) and select Stop Watching (E) In the Stop Watching window, select Yes Results: The APSW Agency has stopped watching the discussion and removed it from the Watched Discussions list. iii. Marking A Referral as Read or Unread When a user accesses a referral from the Watched Discussions list, it becomes marked as Read. DSCIS has added functionality for users to mark a referral as Unread. DSCIS USER GUIDE 9 Managing Referrals to APSW Resources- APSW

10 From the referral, select Actions (D) and then select UnRead (E) In the Mark UnRead window, select Yes Result: The referral will now appear as Unread in the Watched Discussions. Note: The changes made here will be reflected for all users who have access to the discussion. iv. Marking a Referral for Follow Up or Unfollow Users can also now mark referrals for Follow Up if they need to address it at a later time. Once addressed, the user can then Unfollow the referral with a similar process. From the referral, select Actions (D) and then select Follow (E) Note: When a user marks a referral for Follow Up or Unfollow, this will appear for all users who have access to this discussion. Note: The UnFollow option is dimmed out. This will be only available if the user has marked the referral for FollowUp and can then easily select UnFollow to stop following the referral. DSCIS USER GUIDE 10 Managing Referrals to APSW Resources- APSW

11 In the Follow Up Discussion window, select Yes Result: The referral will now be marked for follow up by the user. DSCIS USER GUIDE 11 Managing Referrals to APSW Resources- APSW

12 Supplementary Processes v. Accessing the My Cases Search You can use the My Cases search to view a list of all the individuals and outcome plans that have been referred to you. From the Cases and Clients tab (A), select the Shortcuts Panel (B), and select My Cases (C) Review the list of cases on the My Cases tab or enter specific search criteria to narrow the list and select Search (D). Use the % sign to search for a partial name o Owner refers to the person who owns the outcome plan and may not necessarily be the person who made the referral o Date Assigned refers to the date the individual was first referred to them, or the date of the first referral o Last discussion on date refers to the most recent date either the DSO or SA made a comment Select the Case Reference number (E) to open the Outcome Plan of the appropriate person Result: The user has accessed an Outcome Plan from the My Cases Search. vi. Accessing the Watched Discussion Search As the number of discussions and referrals grow, you may choose to use the Watched Discussion search to help you find the discussion you re looking for. From the Cases and Clients tab (A), select the Shortcuts Panel (B), and select Search (C) Select Watched Discussion (D) DSCIS USER GUIDE 12 Managing Referrals to APSW Resources- APSW

13 Enter any search criteria and select Search (E) From the list of Watched Discussions the user can; o Access the Referral Discussion (F) o Access the person s Outcome Plan (G) o Access the Referral Home page (H) o Select to access the Read/UnRead and Follow Up/UnFollow functionality Note: The search results show the current Read/UnRead and Follow Up/UnFollow status for each Watched Discussion. Results: The APSW Agency has accessed the Watched Discussion Search and reviewed the Watched Discussions. DSCIS USER GUIDE 13 Managing Referrals to APSW Resources- APSW

14 Additional Information Roles and Responsibilities Role APSW Service Agencies (SA) Responsibility Receiving referrals about people to be considered for APSW services and supports from the DSO, through the DSCIS Referral Portal Monitoring the DSCIS Referral Portal for new referrals of individuals to be considered for APSW support Considering people for provision of APSW services and supports, within available caseload capacity Contacting the person and family regarding the provision of APSW services and supports Advising the DSO when people access APSW services and supports in an offline manner and adding a comment in the open referral discussion field to indicate that the individual has accessed APSW support DSO Identifying eligible people with a need for APSW services and supports Advising people and families that they are being referred to an APSW SA for access to APSW services and supports, within resource availability Creating and sending referrals to APSW SAs, through the DSCIS Referral Portal, for individuals to be considered for APSW services and supports Updating the person s records in DSCIS upon confirmation of APSW service access DSCIS USER GUIDE 14 Managing Referrals to APSW Resources- APSW

15 Quick Guide for Experienced Users This Quick Guide provides an overview of the processes around receiving referrals for people requiring APSW service and support, through the DSCIS Referral Portal. For more details and examples of the screens, refer to the steps above. Accessing a Referral from the DSCIS Referral Portal Access the Appropriate Watched Discussion 1. From the Home tab review the list of discussions in the Watched Discussion pod and identify the appropriate discussion 2. Select the appropriate discussion Review the Discussion 1. Review the comment(s) and discussion View the Shared Documents 1. From the Referral, select the View Shared Documents link 2. This opens the Outcome Plan, Attachment tab 3. The user can access all of the documents and attachments that the DSO has provided here. These documents will be the most up-to-date documents within DSCIS Access the Outcome Plan 1. To access the Outcome Plan, select the Outcome Plan Reference Number hyperlink 2. This opens the Outcome Plan, Home tab Access the Referral Home page 1. To access the Referral Home page, select the Referral Name hyperlink 2. The user can access the Home, Attachments, and Discussions tabs from here Results: The APSW Agency has accessed a referral from the DSCIS Referral Portal. APSW Agency Adds a Comment to a Discussion Access the Appropriate Watched Discussion DSCIS USER GUIDE 15 Managing Referrals to APSW Resources- APSW

16 1. From the Home tab review the list of discussions in the Watched Discussion pod and identify the appropriate discussion 2. Select the appropriate discussion Add a Comment to the Discussion 1. Select Actions, and select Add Comment 2. In the Comments, enter the details regarding the referral including the date of access, the type of service, provider name and any other relevant information 3. Select Browse to upload an attachment, if appropriate 4. Select Save Results: The APSW Agency has updated the discussion. As there is no trigger to alert when a comment or document has been added to a discussion, the APSW Agency should alert the DSO in an offline manner as well. Removing a Discussion From A Watched Discussions List 1. From the Home tab, review the list of discussions in the Watched Discussion pod 2. Identify and select the appropriate discussion 3. Select Actions and select Stop Watching 4. In the Stop Watching window, select Yes Results: The APSW Agency has stopped watching the discussion and removed it from the Watched Discussions list. Marking A Referral as Read or Unread 1. From the referral, select Actions and then select UnRead 2. In the Mark UnRead window, select Yes Result: The referral will now appear as Unread in the Watched Discussions. Note: The changes made here will be reflected for all users who have access to the discussion. Marking a Referral for Follow Up or Unfollow 1. From the referral, select Actions and then select Follow Note: When a user marks a referral for Follow Up or Unfollow, this will appear for all users who have access to this discussion. DSCIS USER GUIDE 16 Managing Referrals to APSW Resources- APSW

17 Note: The UnFollow option is dimmed out. This will be only available if the user has marked the referral for FollowUp and can then easily select UnFollow to stop following the referral. In the Follow Up Discussion window, select Yes Result: The referral will now be marked for follow up by the user. Supplementary Processes Accessing the My Cases Search 1. From the Cases and Clients tab, select the Shortcuts Panel, and select My Cases 2. Review the list of cases on the My Cases tab or enter specific search criteria to narrow the list and select Search. Use the % sign to search for a partial name o Owner refers to the person who owns the outcome plan and may not necessarily be the person who made the referral o Date Assigned refers to the date the individual was first referred to o them, or the date of the first referral Last discussion on date refers to the most recent date either the DSO or SA made a comment 3. Select the Case Reference number to open the Outcome Plan of the appropriate person Result: The user has accessed an Outcome Plan from the My Cases Search. Accessing the Watched Discussion Search 1. From the Cases and Clients tab, select the Shortcuts Panel, and select Search 2. Select Watched Discussion 3. Enter any search criteria and select Search 4. From the list of Watched Discussions the user can; o Access the Referral Discussion o Access the person s Outcome Plan o Access the Referral Home page o Select to access the Read/UnRead and Follow Up/UnFollow functionality Note: The search results show the current Read/UnRead and Follow Up/UnFollow status for each Watched Discussion. Results: The APSW Agency has accessed the Watched Discussion Search and reviewed the Watched Discussions. DSCIS USER GUIDE 17 Managing Referrals to APSW Resources- APSW