CareFirst 6.8 Module 3 Children/Young Person s Processes

Transcription

1 CareFirst 6.8 Module 3 Children/Young Person s Processes Integrated Children s System (ICS) Version 6.8 CAREFIRST HELPDESK:

2 CONTENTS Flowchart Child/Young Person in need of Emergency Accommodation... 4 Desktop Screens Desktop Navigation Team Workers View Desktop Navigation Workers View Caseload Navigation Flowchart Events Team- Process Information via FRT & via Other Sources Relationships Adding a Responsible Authority through Allocation Relationship Adding an Allocation Relationship of Primary Worker Adding a Personal Relationship Ending a Relationship Service Agreements Add a Residential Children s Home Agreement Adding a Foster Care agreement Children Looked After Episodes Add Children Looked after Episode To Add a Foster Placement Add a Children Looked After Episode (Others With No Service Agreement) Recording a Placement with a Person (Placed with Relatives) Recording a Placement with an Organisation Recording A Local Address Placement Add a Temporary Placement Change of Legal Status for a Looked After Child Discharge CLA Episodes View Children Looked After Episodes Classifications Add a Child Looked After Care Plan Objective Add a Child Looked After Placement Reason End a Care Plan Objective or Child Looked After Placement Reason Add Non-Children Looked After Legal Status Activities Add an Initial LAC Review Activity Add an Initial PEP Review Activity Add an Initial Health Assessment or Dental Appointment Activity Meetings Record LAC Review Meeting

3 Child Protection Conference Search/View for a Child Protection Conference Record PEP Meeting Messaging View Messages Write and Send Messages Extra Information Children Looked After Events Form Adding Addresses on a Child/Young Persons Record Create A Person Record How to Print LAC Notifications Report How to Print Adoption Notifications Report

4 Child/YP In Need of Emergency Accommodation 4

5 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 not previously viewed a client, the My Client icon will take you to the Find Person screen. If you have previously viewed a client, the persons name will be showing and clicking on the My Client icon will take you to the My Client screen for that person. If you have recently viewed a person s record, you have the option of clicking on the H symbol to open a Recent Subject box. The box lists the last 80 records that you have recently accessed. Click once on the required name to select the record and this will take you to the My Client screen. 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. 5

6 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 four 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. 6

7 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 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: - All tab Teams section Responsibilities button Team Folders 7

8 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. 8

9 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. 9

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 not previously viewed a client, the My Client icon will take you to the Find Person screen. If you have previously viewed a client, the persons name will be showing and clicking on the My Client icon will take you to the My Client screen for that person. If you have recently viewed a person s record, you have the option of clicking on the H symbol to open a Recent Subject box. The box lists the last 80 records that you have recently accessed. Click once on the required name to select the record and this will take you to the My Client screen. 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. 10

11 Team link shows the team you are attached to 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 If you work for more than one team then you will need to use this icon and select the team you are working for during your login session that day. 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. 11

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

13 Caseload Navigation The Caseload screen shows assignments and allocations for you as a Worker, a Manager or if you are responsible for a Team, and can be used as a central point to view a summary of those assignments and allocations. 1. Please Note: The caseload Icon will only show caseload information depending on the desktop view you have selected (i.e. If the Manager is looking at the Team Desktop, the caseload will show assignments and allocations for the Team, not the Manager.) This header Bar Indicates the Desktop View you are in. For Workers & Managers this will show your name. For a Team View this will show the Team name. e.g., Riverside FRC. 2. Click on the Caseload icon from the top right hand side of the desktop screen. Assignments & Allocations Within the caseload, there are 2 grey tab headings, Assignments & Allocations. Assignments are pieces of work that have been assigned to you these include:- ICS Questionnaires, (Assessments.) Activities, Meetings, Child Protection Conferences, Events and Allocation Relationships (Primary or Assigned Worker.) This Assignments screen provides you with all of your caseload information (including allocations) as you can see from the larger screen print above. It is useful to use this screen when you have your client related supervision because you can quickly access client records from here without having to go through the Find People screen. Allocations appear within this view when you have Allocation Relationships record between you and the Client. This screen is useful to check if a case has transferred so you can ensure that your involvement has ceased. 13

14 Within the Assignments tab, above you can see the Caseload Key & Filter, the way the information is displayed will depend on the option you select of Type or Chronology. The different types are explained below:- Caseload Key & Filter: Type radio button- this option will show the types of records that are Assigned to you by displaying the expandable folders as shown below:- N:B:- The list of folders may differ depending on the pieces of work have been assigned to you, for example, if you are not the responsible worker for any Child Protection Conferences, then this folder will not show. Each folder displays in the style of a grey bar, with a yellow folder icon, a blue heading, and the number of records within the folder. To open and close the folder, click on the yellow folder, blue heading, or record count, this will open the folder and enable you to view the records held within them, a few of which are shown below. Assessments - This folder will contain a list of client s assessments were you are recorded as the assigned worker for (E.g. Initial Assessments, Core Assessments). This is the icon for a person if this shows red; it means the person has a warning indicator My Client will take you to the My Client Screen for the client s record you have selected Reassign will allow you to reassign the selected assessment to another worker Assignee History will show you previous assignment information for the assessment Details will open the assessment you have selected N.B:- There is an Outcome or End Date Column, historical assessments (Ended Assessments) will only show if the Show History option has been selected within the Advanced options folder (explained later). 14

15 Allocations If a red flag is shown within your allocations, this indicates that there are open activities on this child s record My Client will take you to the My Client Screen for the client s record you have selected Details will show further allocation details of the selected record Activities The activities folder will provide you with a summary of all activities that are assigned to you, the coloured blocks / arrows will provide you with different information on each activity. Activity Icons: Red Block Overdue Activity My Client will take you to the my client screen for the selected record Details will take you into the activity details for the selected record Partially Red Block Activity due within 8 days Partially Blue Block Activity due after 9 days Red Arrow (Up) High Priority Activity No Arrow Medium Priority Activity Blue Arrow (Down) Low Priority Activity Caseload Key & Filter: Chronology radio button If the chronology view is selected a list of all pieces of work assigned to you and allocation relationships will be shown in date order (rather than broken down into record types). 15

16 N.B:- (If you are viewing the Chronology from the My Client Screen, this will show all records recorded on the client. (Rather than pieces of work only you are responsible for.) Record Type: The left hand column will show symbols as to which type of record is shown Shown in the Key below: Advanced Search Advanced Search by Type: For selected record types, this tick must be taken out of Show all types Record types you wish to search for Search results Show all Types take the tick out of the tick box to enable you to select specific record types. From Date This field can be used if you are searching for records from a certain date (i.e. all record from ) To Date This field can be used if you are searching for records up to a certain date (i.e. all record up to ) Both the From and To date fields can be used if searching between a specific date range (i.e. all records within a particular month). 16

17 Show History place a tick in the tick-box if you would like to view historical (previously ended) records. Record Types place a tick in the record types to show those records, multiple boxes can be ticked, as shown in the screen print above. Apply this button will activate the search on the criteria you have selected (this is shown in the screen print above, e.g. the assessment and activities boxes were ticked, when the apply button was selected, only the assessment and activity folders are shown. Reset the yellow Reset button will reset the Caseload screen back to its default setting. Advanced Search by Chronology: Number of records found Search results An advanced search by chronology will show the information in a date order (e.g. records that are assigned to you, most recent first); however, this will only show the criteria you selected prior to clicking Apply. The above screen print displays the CP Conferences & Activities folder, therefore, the search will show all activities and CP conferences the worker has assigned to them. NOTE: The yellow Reset button will reset the screen back to its default setting, which will be to show assignments by type Whenever information / client records have been amended through the caseload, the changes will usually show instantly, however, as a precaution, the yellow reset button can be used to ensure records have been updated. 17

18 Events Team - Process Workflow Chart Events Team is contacted with information regarding:- A Child Becoming Looked After (Admission) or start of Non-CLA Legal Status Family Resource Centre contacts Events Team with information regarding:- Looked After Child: Change in Placement only Change in Legal Status Only Change in Placement & Legal Status Temporary placements Change to Care Plan Objectives Change to Placement Reason Looked After Child or Child on CPR or both Change of Primary Worker/Team Change of home address/gp/school (nonresidential) Events Team obtains Information from Daily Occupancy, OLAs, other Agencies (eg Barnardos, YOT), Limetree & Short Breaks Admissions & Discharges regarding:- Change in Placement only Change in Legal Status Only Change in Placement & Legal Status Temporary Placements Events Team is contacted with information regarding:- A Child Ceasing to be Looked After (Discharge) or end of Non-CLA Legal Status Events Team takes the details and records the Event (CLA Episode) in CareFirst (Please note in order to record the CLA Episode, the Childs DOB, Gender & Ethnicity must be recorded in the person details screen in CareFirst) Admission (Becoming Looked After) If not already on CareFirst Create Allocation Relationships of:- Responsible Authority. Primary Worker, (For OLA child the Primary Worker is Other Agency Worker ID ) Create Contacts of:- Parental Responsibility by Birth Certificate/Order. GP, School, Parent, Foster Carer, Health Visitor. Changes to Records Child both Looked After and subject to a Child Protection Plan and Child Looked After only Check child s CPP status Change the CLA Placement and/or Legal Status (Foster Carer), (Residential Children s Home or School) or (Other Placements) Change the Legal Status only Discharge(Ceasing to Be Looked After) Check child s CPP status End the CLA Episode including Type of Placement and Legal Status End Care Plan Objective and End Placement Reason

19 In Person Details Record:- Pupils Reference Number (in Other Reference Numbers) In Classifications:- Child Primary Category (CIN) Childs Disability, or if the child has no disability record Classification as No Disability The Service Agreement must be added prior to recording the CLA episode Record the CLA Episode with:- The Foster Carer, Residential Children s Home School or Other Placements Record Care Plan Objective and Placement Reason Create Meeting CLA Review:- Initial and PEP (if the Child/Young Person is of School age) Add Activities of:- Initial Health Assessment. Dental Appointments, CLA Initial Review, and PEP Initial Review, (if the Child/Young Person is of School age) Check child s CPP status and Message the CPP Admin if ICRO granted. Message the ICRO or ICRO Manager, LAC Review Clerk and Tonic Pass Administrator Children with Non-CLA Legal Status Record non-cla legal status Record Other Address (if applicable) If ICRO/CO/PO granted/discharged:- Amend Parental Responsibility as required. If PO granted, amend LAC Review as required. Amend Relationships were necessary, GP, School, Health Visitor Temporary Placements Add/End Change Care Plan Objective and Placement Reason (if applicable) Change the Primary Worker/Team Change of home address Message the ICRO, and Adoption with the changes and the date of the changes Message the LAC Review clerk with details of any LAC Review changes. Check child s CPP status and Message the CPP Admin if ICRO granted Changes to Records - Child subject to a CPP only Change the Primary Worker/Team Change of home address/ GP/school (nonresidential) Messages to:- LAC Review Clerk, ICRO or Adoption Team, with details of the Discharge DO NOT END RESPONSIBLE ATHORITY RELATIONSHIP Children with Non-CLA Legal Status Record non-cla legal status Record Other Address (if applicable) 19

20 Adding a Responsible Authority through Allocation Relationship If a Child is Looked After the Responsible Authority must be recorded on CareFirst to show which authority has responsibility for the child. (This must also be undertaken for children looked after by Hull City Council.) 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 Allocation from the pick list. 4. Relationship field, click on the drop down arrow and select Responsible Authority from the pick list. 5. Relationship To field, the system automatically selects the Organisation radio.

21 6. In the blank field underneath Relationship to enter the Organisation 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 Grey Square icon to bring up Find Organisation screen. Search for the Organisation, when found highlight by clicking once over the Organisation and click on the Continue button to take the details back to the previous screen. 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. 9. Click on the Save button to return to the Network screen. 21

22 Adding an Allocation Relationship of Primary Worker If a Child is Looked After the Responsible Authority must be recorded on CareFirst to show which authority has responsibility for the child. (This must also be undertaken for children looked after by Hull City Council.) 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 Allocation from the pick list. 4. Relationship field, click on the drop down arrow and select Responsible Authority from the pick list. 5. Relationship To field, the system automatically selects the Person radio button. 22

23 6. In the blank field underneath Relationship to enter the Workers PID 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 Grey Square icon to bring up Find Person screen. Click Search when found highlight by clicking once over the name and click on the Continue button to take the details back to the previous screen. 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. 9. Click on the Save button to return to the Network screen. 23

24 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. 2. To add a Relationship, click on the Add button and the screen as shown below will appear: - Type icon Recent Subjects Button Gray Square Icon 3. Type - Click on the down arrow, select Personal from the pick list. 4. Relationship - Click on the down arrow, select as Appropriate. 5. Relationship To - Select the Person radio button if this has not defaulted. 6. Relationship to - Enter the ID Number of the Person, 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 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. 7. Start Date - Enter the start date of the Relationship. 8. Notes - 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. End Date. Leave blank. 10. End Reason. Leave blank. 11. Click on the Save button to return to the Network screen. 12. Click on the Grey Cross to return to the My Client screen. 24

25 Ending a Relationship 1. From the My Client screen, click on the Network button to show all Allocation, Personal and Professional Relationships that have been recorded. 2. Select the relationship you want to end, then click on Details. 3. Type, Can not change. 4. Relationship, Can not change. 5. Relationship To, Can not change. 6. Start Date, Can not change. 7. End Date Enter the correct date. 8. End Reason. Select the appropriate reason from the drop down menu. 9. Notes. You can add or make changes if you need to. 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 to return to the Network screen. 11. Click on the Grey Cross to return to the My Client screen. 25

26 Add A Children Looked After Episode - Residential Children s Home A Service Agreement is an agreement between the Team and the provider to supply a particular service to a child. This agreement must be set before the LAC episode is input and must be correct because it has financial implications to the Department and the Supplier of the service. If the provider is a Residential Unit, the Events Team will be responsible for setting up the Service Agreement. If the provider is a FC or Family and Friends Carer, the service agreement maybe set up by either the Fostering Team or the Events Team. 1. From the My Client screen, click on the Show Main Menu icon. Click on the Care Cycle folder to open. 2. Click on Service Agreements from the Menu to open the Find Service Agreements screen as shown below. Ensure that the details showing are of the Child you need to add the agreement to. If not, you can change by clicking on CLEAR and entering the PID of the correct Child 3. Click on the Add button to open the Add Agreement screen as shown below. 26

27 4. Service field, click on the drop down arrow and select Residential Children. 5. Leave the next field blank, as this will be populated once you have selected the correct code at step You will be required to click the radio button for Client. 7. Click Next to open the box below. The details of the Child will default through. 8. Supplier field is greyed out; this is because you do not add the supplier at this point. 9. Responsible field, enter the appropriate code as shown below:- 10. Start Date Enter the date that the agreement started. 11. End, and Reason, fields ignore at this time as they are for closing the agreement. 12. Event field, click on the drop down arrow and select the Assessment that led to the Agreement being created. 13. Frequency field, click on the drop down arrow and select Weekly. 27

28 14. Enter a Tick. In the Full Time tick box. 15. Click on the Next button to open the screen as shown below. 16. Click on the Add Supplier button and the screen as shown below will appear displaying any Suppliers providing the Service Type you have selected. If the supplier you are trying to find does not appear in the list contact the Information Systems Team Helpdesk. 17. Select the appropriate Supplier. 18. Click Use Selected. 19. Click Allocate. 20. Click Next the Agreement was successfully added box will open. Select ok to acknowledge the statement. 28

29 21. The following box opens asking Do you want to Complete the Agreement select Yes. Only when an agreement is completed can it be Authorised. 22. The following box will open. 23. Select OK. 24. You will be taken to the Service agreement screen. 25. Click on the Budget codes folder 26. Analysis Select Mainstream from the drop down menu. 27. Click on Save you will be taken back to the Service agreement screen. 28. Click on the gray square with the white X to return to Find Service Agreements screen. 29. Click on the My Client Icon to return to the My Client screen 29

30 Adding a Foster Care Agreement A Service Agreement is an agreement between the Team and the provider to supply a particular service to a child. This agreement must be set before the LAC episode is input and must be correct because it has financial implications to the Department and the Supplier of the service. If the provider is a Residential Unit, the Events Team will be responsible for setting up the Service Agreement. If the provider is a FC or Family and Friends Carer, the service agreement maybe set up by either the Fostering Team or the Events Team. 1. From the Desktop screen, click on the Show Main Menu icon. Click on the Care Cycle folder to open. 2. Click on Service Agreements from the Menu to open the Find Service Agreements screen as shown below. 3. Subject Enter the Child/Young person s ID number if known, or alternatively click on the grey square icon to bring up the Find Person screen to search for the Child/Young person. 4. Click on the Add button to open the Add Agreement screen as shown below. 5. Service field, click on the drop down arrow and select Residential Children. Leave the next field blank, as this will be populated once you have selected the correct code at step Service provided for - Click on the Client radio button. 7. Click on the Next button to take you to the Carer Agreement Details screen as shown on the next page: 30

31 8. Responsible - Enter the appropriate code from the following list, or alternatively click on the Grey Square icon to bring up the Find Teams screen and enter search criteria and click on the Search button for the results to appear. NB: In the background the responsible team is attached to the appropriate cost centre for the payment of Fostering Allowances. 9. Click on the Select Carer button to take you to the Find Carer Approval Details screen as shown below: 10. Carer Enter the ID number of the Foster Carer and click on the grey square to populate the name field, OR, if you do not have the ID, click on the grey square icon to bring up the Find People screen in order to search for the Foster Carer. 11. Click on the Search button and the approvals for the carer will appear, select the appropriate service and click on the Use Selected button to take you back to the Carer Agreement Details screen. N.B. To view the details hover the mouse over Service and this will indicate the service type, alternatively highlight the record and click on the details button. Ensure you do not select a service that has been attached to a specific child. 31

32 12. Start Enter the placement start date and click on the Next button and a message will be displayed, informing Agreement was successfully Added. Click OK to acknowledge and this will take you to the Add Agreement screen as shown on next page: 13. Click on the Yes button to complete the agreement at this stage, a message will appear informing you that the Agreement was successfully completed. Click OK to acknowledge the message to return back to the Service Agreement Details screen. 14. Scroll down the page and check all information is correct. 15. If amendments are required to the Service Agreement follow Amendments to Foster Carer Agreement instructions. N.B. Events to Fostering Finance with an excel spreadsheet of all service agreements That the Events Team loads onto CareFirst 32

33 Add Children Looked After Episode You will be unable to record a New Episode if the Childs Initial Contact, initial Assessment, Actual Date of Birth, Ethnicity or Gender have not been entered within the person details screen. 1. From the My Client screen, open the Main Menu by clicking on the Show Main Menu icon. Show main menu 2. Open the Children Looked After folder by clicking on it. Children Looked After folder Maintain LAC Episodes Ensure that the details showing are of the Child you need to add the agreement to. If not, you can change by clicking on CLEAR and entering the PID of the correct Child New Episode 3. Click on the Maintain LAC Episodes icon to open the CLA Episode Details screen. 4. Click on the New Episode button to open the screen on the next page. 33

34 Because this is a new admission the system automatically defaults to highlight the Admission radio button 5. If the child is already looked after then all the radio buttons in the Enter Date and Type of Change screen will become active apart from the admission button and you have a number of options to select from the list: a. New Placement and Legal Status b. New Placement Only c. New Legal Status Only 6. Effective Date. Enter the date the child has become looked after in the format DD- MM-YYYY then click Next. 7. Click Next. The following window will open and you will now need to enter the Legal Status. 8. Status click on the picklist arrow and select the appropriate legal status from the drop down menu. 9. Category of Need if the Category does not default in, Click on the picklist arrow and select the category from the drop down menu. (this should already have been recorded) 10. Click on Next to open the screen on the next page. 34

35 You will need to choose the appropriate information from the drop down menus. TO ADD A FOSTER PLACEMENT N.B. If there is no agreement set up for the placement, you will not be able to create the Looked After Episode and you will need to return to page to and follow instructions. 1. Type of Placement Select Fostered 2. The Agreement field will appear listing any current agreements set up between the Department and Foster Carers/Organisations for the placement of the child. Select the appropriate agreement. 3. Distance between Home and Placement Enter Distance between home and placement for the child. A useful wed site to obtain this information is postcode.org.uk. 15. DfES Type of Placement. You will now need to enter the DFE Type of Placement and this must be done for DFE reporting produced by Performance Monitoring. Click on the drop down arrow and select as appropriate. 16. Click Save to return to the CLA Episodes Screen. The new placement will be displayed: 17. Click My Client Icon to return to the My Client Screen. 35

36 Add Children Looked After Episode (Others with No Service Agreement) These instructions would be used when you are recording a Looked After Episode that does not need attaching to a Service Agreement. 1. From the My Client screen, open the Main Menu by clicking on the Show Main Menu icon. Show main menu 2. Open the Children Looked After folder by clicking on it. Children Looked After folder Maintain LAC Episodes Ensure that the details showing are of the Child you need to add the agreement to. If not, you can change by clicking on CLEAR and entering the PID of the correct Child New Episode 3. Click on the LAC Recording Episodes icon to open the CLA Episode Details screen. 4. Click on the New Episode button. 36

37 Because this is a new admission the system automatically defaults to highlight the Admission radio button 5. If the child is already looked after then all the radio buttons in the Enter Date and Type of Change screen will become active apart from the admission button and you have a number of options to select from the list: New Placement and Legal Status New Placement Only New Legal Status Only 6. Effective Date. Enter the date the child has become looked after in the format DD- MM-YYYY then click Next. Add the start date of the Placement NB: Please note that if you are unable to record the New Episode it could be that from the Initial Contact/initial Assessment the Child s Actual Date of Birth, Ethnicity or Gender have not been entered within the person details screen by the Family Resource Centre. This information must be entered to enable you to record the Looked After Episode. 7. Click Next. The following window will open and you will now need to enter the Legal Status. 8. Status click on the picklist arrow and select the appropriate legal status from the drop down menu. 9. Category of Need if the Category does not default in, Click on the picklist arrow and select the category from the drop down menu. (this should already have been recorded) 10. Click on Next 37

38 11. Type of Placement. The version of the screen you will see depends on which Type of Placement you select from the drop down menu and Record Placement as Radio button you select. The Placement block will be completed differently depending on the type of Placement. Please refer to the following instructions on the next three pages depending of the type of recording you need to undertake. Recording a Placement with a Person (Placed with Relatives) To record a placement with a Person there must be a relationship between the person and the child on the childs record in CareFirst 38

39 12. Type of Placement. Click in the Person radio button. 13. In the small field enter the ID of the person providing the placement if known. If this is not known in the larger field click on the drop down arrow to go into Find People to search for the person providing the placement. 14. Once you have attached the person to the Looked After Episode their ID, Name and Address will default into the screen. 15. Distance Between Home and Placement Must be entered. 16. DfES, You will now need to enter the DFE Type of Placement and this must be done for DFE reporting produced by Performance Monitoring. Click on the drop down arrow and select appropriately from the drop down menu. 17. Click Save to return to the CLA Episodes Screen. The new placement and/or legal status will be displayed: 18. Click My Client Icon to return to the My Client Screen. 39

40 RECORDING A PLACEMENT WITH AN ORGANISATION 1. Click in the Organisation radio button. 2. In the small field enter the ID of the organisation providing the placement if known. If this is not known in the larger field click on the drop down arrow to go into Find Organisations to search for the organisation providing the placement. 3. From the Find Organisations Screen enter part of the organisations name in the full name field. (Remember less is best and use your wild card % ) then click on the Query button to reveal a selection list in the organisation field 4. Highlight the organisation by clicking on it and then click OK to return this information back into the Enter Start of Placement Details screen. 5. Distance between Home and Placement Enter Distance between home and placement for the child. A useful wed site to obtain this information is postcode.org.uk. 6. DfES, You will now need to enter the DFE Type of Placement and this must be done for DFE reporting produced by Performance Monitoring. Click on the drop down arrow and select as appropriate. 7. Click Save to return to the CLA Episodes Screen. The new placement and/or legal status will be displayed: 8. Click My Client Icon to return to the My Client Screen. 40

41 Recording A Local Address Placement 1. Type of Placement Click on the down arrow button to select the appropriate placement from the picklist. 2. Record Placement as Click on the Local Address Radio button. 3. Click on the Local Address button to open the box below. This is a free text entry and can be used to record an address. N.B: The field marked with an asterisk is a mandatory field. Alternatively if the address is available in CareFirst take careful note of the details and add to this screen correctly. 4. Name Type the name in free text e.g. Mrs Jones 41

42 5. Complete the address details in free text for example if the address is 72 Beverley Road complete the fields Street No & Street 6. Out of Authority Area, put a tick in this box if the address is out of the Hull area. 7. Click the Save button to save and return to Enter Start of Placement Details Screen, the details will have filtered see below. 8. Distance between Home and Placement Enter Distance between home and placement for the child. A useful wed site to obtain this information is postcode.org.uk. 9. DfES, You will now need to enter the DFE Type of Placement and this must be done for DFE reporting produced by Performance Monitoring. Select as appropriate from the drop down menu. 10. Notes Enter any relevant details. 11. Click Save to return to the CLA Episodes Screen. The new placement and/or legal status will be displayed: 12. Click My Client Icon to return to the My Client Screen. 42

43 Add a Temporary Placement 1. From the My Client screen, open the Main Menu by clicking on the Show Main Menu icon. Show main menu 2. Open the Children Looked After folder by clicking on it. 3. Click on the LAC Recording Episodes icon to open the CLA Episode Details screen. Children Looked After folder Maintain LAC Episodes Ensure that the details showing are of the Child you need to add the agreement to. If not, you can change by clicking on CLEAR and entering the PID of the correct Child 4. Click on the yellow file icon next to the word Placements to open the Placements folder. 43

44 5. Highlight the appropriate Placement and click on the Details button to open up the screen below. The Placement details will show in the top half of the screen Temporary Placements Folder 6. Click on the Temporary Placements folder. 44

45 7. Click on Add button. A new Screen opens; this will give you a number of different options. You will need to follow the appropriate instructions for the Temporary Placement you want to add. To record a Placement with a person:- 1. Start Date Add the date the placement started. 2. End date Add the date the placement ended (when required). 3. Record Temporary Placement as Select the Person Radio Button. 4. Person Add Person ID or click the Gray square icon to bring up the find people screen. 5. Notes Add anything that may be appropriate. N.B. Underneath the text box it will display how many characters remain before you are unable to record any further information. 6. Click Save to return to previous screen. To record a Placement with an Organisation:- 45

46 7. Start Date Add the date the placement started. 8. End date Add the date the placement ended (when required). 9. Record Temporary Placement as Select the Organisation Radio Button. 10. Organisation Add Organisation ID or click the Gray square icon to bring up the find Organisation screen. 11. Notes Add anything that may be appropriate. N.B: Underneath the text box it will display how many characters remain before you are unable to record any further information. 12. Click Save to return to previous screen. To record a Placement with an agreement (Respite):- This agreement must be set before the LAC episode is input and must be correct because it has financial implications to the Department and the Supplier of the service. 1. Start Date Add the date the placement started. 2. End date Add the date the placement ended when required. 3. Record Temporary Placement as Select the Agreement Radio Button. 4. Notes Add anything that may be appropriate. N.B: Underneath the text box it will display how many characters remain before you are unable to record any further information. 5. Click Save to return to previous screen. 46

47 To record a Free Text Placement:- 1. Start Date Add the date the placement started. 2. End date Add the date the placement ended when required. 3. Record Temporary Placement as Select the Free Text Radio Button. 4. Free Text Add the details of the Placement (Name and Address) 5. Notes Add anything that may be appropriate. N.B. Underneath the text box it will display how many characters remain before you are unable to record any further information. 6. Click Save to return to previous screen. 47

48 Change Of Legal Status For A Looked After Child 1. From the My Client screen, open the Main Menu by clicking on the Show Main Menu icon. 2. Open the Children Looked After folder by clicking on it. 3. Click on the Maintain LAC Episodes icon to open the CLA Episode Details screen. Children Looked After folder Maintain LAC Episodes Ensure that the details showing are of the Child you need to add the agreement to. If not, you can change by clicking on CLEAR and entering the PID of the correct Child Discharge 4. Click on the New Episode button to bring up the following screen 5. Click on Legal Status Only radio button depending on the change. 6. Effective Date Enter the date this change is effective from. 48

49 7. Click on the Next button 8. End Reason Select as appropriate from the picklist. 9. Notes Enter any relevant Notes. 10. Click on the Next button. 11. Status Select as appropriate from the picklist. 12. Category of need, Will default in. 13. Click Save to return to CLA Episode Details 49

50 Discharge CLA Episodes 1. From the My Client screen, open the Main Menu by clicking on the Show Main Menu icon. 2. Open the Children Looked After folder by clicking on it. 3. Click on the Maintain LAC Episodes icon to open the CLA Episode Details screen. Children Looked After folder Maintain LAC Episodes Ensure that the details showing are of the Child you need to add the agreement to. If not, you can change by clicking on CLEAR and entering the PID of the correct Child Discharge 4. Click on the Discharge button to open the following screen. 5. Enter the Effective Date 50

51 6. Click on the Next button. 7. End Reason select the appropriate reason from the picklist. 8. Click on the Next button. 9. Change Code select the relevant code from the picklist. 10. Notes enter any relevant free text. 11. Click Save to return to the CLA Episodes Screen. The new placement and/or legal status will be displayed: 12. Click My Client Icon to return to the My Client Screen. 51

52 View Children Looked After Episodes 1. From the My Client screen, open the Main Menu by clicking on the Show Main Menu icon. 2. Open the Children Looked After folder by clicking on it. 3. Click on the LAC Recording Episodes icon to open the CLA Episode Details screen. Children Looked After folder Maintain LAC Episodes Ensure that the details showing are of the Child you need to add the agreement to. If not, you can change by clicking on CLEAR and entering the PID of the correct Child Placement Folder Discharge 4. Click on the Placement folder to open. 5. Highlight the Placement you would like to look at and click on Details 52

53 6. This gives you a view only screen with all the details of the Placement. 53

54 Add a Children Looked After Care Plan Objective 1. From the My Client screen, click the Show Main Menu icon. 2. From the menu select Children Looked after folder 3. Select Child Looked After Placement Reasons 4. Click on Add Classification this will open the Record Classification screen. 5. Start Date Enter the date the classification started. 6. Category Select Child Looked After Objectives. 7. Classification Click on the gray square to open the Category Search Screen. 8. Click Search 9. Highlight the appropriate selection and click on Continue to add the Parent Category or double click on the selection. 10. Highlight the appropriate selection and click on Continue to complete 11. Notes Add anything that may be appropriate. N.B. Underneath the text box it will display how many characters remain before you are unable to record any further information. 12. End Date and End Reason These are completed when this Classification no longer applies. If the classification is changing, end the old classification on the prievious date and start the new classification on the actual date. 13. Click save to save and return to the Find Classifications screen: 14. Click My Client icon and you will return to the My Client Screen 54

55 ADD A CHILDREN LOOKED AFTER PLACEMENT REASON 1. From the My Client screen, click the Show Main Menu icon. 2. From the menu select Children Looked after folder 3. Select Child Looked After Placement Reasons 4. Click on Add Classification this will open the Record Classification screen. 5. Start Date - Enter the date the classification started. 6. Category - Select Child Looked After Objectives. 7. Classification - Click on the gray square to open the Category Search Screen. 8. Click Search 9. Highlight the appropriate selection and click on Continue to complete 7. Notes - Add anything that may be appropriate. N.B. Underneath the text box it will display how many characters remain before you are unable to record any further information. 8. End Date - and End Reason These are completed when this Classification no longer applies. If the classification is changing, end the old classification on the prievious date and start the new classification on the actual date. 9. Click save to save and return to the Find Classifications screen. 10. Click My Client icon and you will return back to the My Client Screen. 55

56 End a Care Plan Objective or Child Looked After Placement Reason. 1. From the My Client screen, click the Show Main Menu icon. 2. Select Children Looked After folder to open the Find Classifications. screen. 3. Highlight the appropriate Classification then click on Details. This brings up the view Classification screen. 4. Click on Details again to show the active fields. 5. End Date - Enter the date the Classification ended. 6. End Reason - Select the appropriate end reason from the picklist using the drop down menu. 7. Click save to save and return to the Find Classifications screen: 8. Click My Client icon and you will return back to the My Client Screen. 56

57 Add a Non Children Looked After Legal Status 1. From the My Client screen, click the Show Main Menu icon. 2. Click on the Biography folder to open. 3. Click On Classifications to open the Find Classifications screen. 4. Click on Add Classification this will open the Record Classification screen. 5. Start Date Enter the date the classification started. 6. Category Select Legal Status Child Not LA eg SO. Remand. 7. Classification Click on the gray square to open the Category Search Screen. 8. Click Search 9. Highlight the appropriate selection and click on Continue to complete 10. Notes Add anything that may be appropriate. N.B. Underneath the text box it will display how many characters remain before you are unable to record any further information. 11. End Date and End Reason These are completed when this Classification no longer applies. 12. Click save to save and return to the Find Classifications screen: 13. Click My Client icon and you will return back to the My Client Screen 57

58 Add an Initial LAC Review Activity 1. From the My Client screen, open the Main Menu by clicking on the Show Main Menu icon. Show main menu 2. Click Care Cycle folder and select Activities from the list. 3. Find Activities Screen, Click on Add 4. Class select Review using the picklist arrow. 58

59 5. Type - Select Child Looked After Initial Review using the picklist arrow. 6. Details of Activity - Enter notes if required. 7. Assign to - Select the Team radio button and enter the Team ID number in the field below.(if you don t know the number you can search by clicking on the Gray Square Icon to bring up the Find Organisations screen. 8. Priority - Select High using the picklist arrow. 9. Date Requested - Enter the Becoming Looked after date. 10. Date Required - Enter as appropriate. NB: If the placement is a main placement, enter the Date Required as 28 days from the Becoming Looked After date. If the placement is a respite placement, enter the Date Required as 90 days from the Becoming Looked After date. 11. Status - Will default to Newly Generated. 12. Status Date - Will default in as today s date. 13. Priority Select High. 14. Add any Progress Notes if required. N.B. Underneath the text box it will display how many characters remain before you are unable to record any further information. 15. Click Save to take you back to the Activities Screen. 16. Click My Client Icon to return to the My Client Screen. 59

60 Add an Initial PEP Review Activity 1. From the My Client screen, open the Main Menu by clicking on the Show Main Menu icon. Show main menu 2. Click Care Cycle folder and select Activities from the list. 3. Find Activities - Screen, Click on Add 4. Class - Select Review using the picklist arrow. 5. Type - Select using the drop down menu. 6. Details of Activity - Enter notes if required. 60

61 7. Assign to - If you are assigning to a Team, select the Team radio button and enter the Team ID number in the field below.(if you don t know the number you can search by clicking on the Gray Square Icon to bring up the Find Organisations screen. If you are assigning to a Primary/Assigned Worker, select the Worker radio button and enter the PID number in the field below. (If you don t know the number you can search by clicking on the Gray Square Icon to bring up the Find People screen. If you are assigning to yourself, Double click in the field below and your details will default in. 8. Date Requested - Enter the Becoming Looked After date. 9. Date Required - Enter the appropriate Looked After date. 10. Status - Will default to Newly Generated. 11. Status Date - Will default in as today s date. 12. Priority - Select High using the picklist arrow. 13. Add any Progress Notes if required. N.B. Underneath the text box it will display how many characters remain before you are unable to record any further information. 14. Click Save to take you back to the Activities Screen. 15. Click My Client Icon to return to the My Client Screen. 61

62 Add an Initial Health Assessment/Dental Appointment Activity 1. From the My Client screen, open the Main Menu by clicking on the Show Main Menu icon. Show main menu 2. Click Care Cycle folder and select Activities from the list. 3. Find Activities - Screen, Click on Add 4. Class - Select Arrange using the picklist arrow. 5. Type - Select Arrange/Undertake Initial Health Assessment or Dental whatever is appropriate using the drop down menu. 6. Details of Activity - Enter notes if required. 62

63 N.B. Underneath the text box it will display how many characters remain before you are unable to record any further information. 7. Assign to - Select the Worker radio button and enter the PID number in the field below. (If you don t know the number you can search by clicking on the Gray Square Icon to bring up the Find People screen. 8. Date Requested - Enter the Becoming Looked After date. 9. Date Required - Enter the appropriate Looked After date. 10. Status - Will default to Newly Generated. 11. Status Date - Will default in as today s date. 12. Priority - Select High using the picklist arrow. 13. Add any Progress Notes if required. N.B. Underneath the text box it will display how many characters remain before you are unable to record any further information. 14. Click Save to take you back to the Activities Screen. 15. Click My Client Icon to return to the My Client Screen. 63

64 Record LAC Review Meeting 1. Click on the Main Menu icon. 2. Click once on the Care Cycle folder. 3. Click once on Meetings. 4. The Find Meetings screen will appear as shown below:- 5. Subject - Enter the Clients ID or click on the grey square icon to open the Find People screen. Once you have selected your client click on the Search button and the system will perform a search on the client to see if any meetings are recorded on their record. 6. Click on the Add button and the Add Meeting screen will appear as shown on the below:- 7. Meeting ID Leave blank. N.B: The Meeting ID will be generated by CareFirst when the meeting has been saved. 8. Type Select the appropriate CLA Review - Initial. 9. Requested and Time fields - Enter the becoming Looked After date and enter the time as Location - Enter the location where the ID of the Responsible Team. Leave all other fields blank at this point. 64

65 11. Responsible Team Enter the ID of the responsible team, or search using the grey square icon to search through Find Organisations. screen 12. Click on the Save button, this will bring you back to the Meeting screen and you can now add the subject of the meeting and their invitees. To Record the Subject (s) of the LAC Review Meeting This is the Meeting part of the screen Details of Meeting button This is the Meeting subject part of the screen. 13. From the Meeting screen in the Meetings Subject block at the bottom. Details of Meeting subject button 14. Click on the Add button. 15. This will bring up the Meeting Subject screen as shown below:- 16. Subject Enter the ID of the Child/Young Person or alternatively if this is not known click on the grey square icon to go into the Find People screen select your person and click continue to bring them back through to this screen. Message to ICRO Team to inform them the Meeting has been loaded ADMIN to send out LAC Review invites 65

66 Search/View for a Child Protection Conference 1. From the My Client screen, open the Main Menu by clicking on the Show Main Menu icon. Show main menu 2. Click on the Main Menu icon to open the Main Menu screen. 3. Click on the Child Protection folder to open. 4. Click on the CP Case Conferences 5. You will need to enter the PID of the child in the Subject ID field. 6. Click on Search to show all Conference Meetings that have been held on this child. 7. Highlight the one you want to look at and Click on the Details button. 8. Click on the gray square to return back to the previous screen. 66

67 Record PEP Review Meeting 1. Click on the Main Menu icon. 2. Click once on the Care Cycle folder. 3. Click once on Meetings. 4. The Find Meetings screen will appear as shown below:- 5. Subject - Enter the Clients ID or click on the grey square icon to open the Find People screen. Once you have selected your client click on the Search button and the system will perform a search on the client to see if any meetings are recorded on their record. 6. Click on the Add button and the Add Meeting screen will appear as shown on the below:- 7. Meeting ID Leave blank. N.B: The Meeting ID will be generated by CareFirst when the meeting has been saved. 8. Type Select the appropriate PEP Review. 7. Requested and Time fields - Enter the becoming Looked After date and enter the time as

68 8. Location - Enter the location where the ID of the Responsible Team. Leave all other fields blank at this point. 9. Responsible Team Enter the ID of the responsible team, or search using the grey square icon to search through Find Organisations. screen 10. Click on the Save button, this will bring you back to the Meeting screen and you can now add the subject of the meeting and their invitees. To Record the Subject (s) of the PEP Review Meeting 11. From the Meeting screen in the Meetings Subject block at the bottom. 12. Click on the Add button. 13. This will bring up the Meeting Subject screen as shown below:- 14. Subject Enter the ID of the Child/Young Person or alternatively if this is not known click on the grey square icon to go into the Find People screen select your person and click continue to bring them back through to this screen. 15. Click on the Save button, the system will take you to the Meetings screen. Message to ICRO Team to inform them the Meeting has been loaded ADMIN to send out LAC Review invites 68

69 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 69

70 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 70

71 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. 71

72 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. Person or Organisation radio button must be selected depending on who the message is relating to. Grey Square icon Grey Square icon 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 the message is intended for a team s attention, the Organisation radio button must be selected first. If you do not know the ID number, 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. Enter the ID number of the client who the message is relating to into the About field and click once on the Grey Square icon. If accessed from the My Client screen then it should automatically populate. If you do not know the ID number, click on the Grey Square icon to the right of the About field. This will open up the Find Person screen. Once the client has been found and selected, they will be carried back through into the Message Details screen. 72

73 3. Priority field, click on the drop down arrow and select the priority of the message. 4. Subject field, this should default in with the Client s name. 5. Message field, type the message you want to send. Remember to use the spellchecker (iespell) if required. 6. Click on the Send Message button. This will send the message to the recipient, and place a copy into the Worker/Managers Sent Messages. On the next 4 pages there are forms with check boxes designed to assist you in information gathering and to record what you have/not done on a case record. This was designed by Janet Lamplough as a guide. 73

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78 Adding Addresses 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 it as a Not Known Address if the person s whereabouts are unknown. 78

79 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 visible 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 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 7. 79

80 6. 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. Underneath the text box it will display how many characters remain before you are unable to record any further information. 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 also be updated at this point. 7. Start Date field, Enter the start date of the address. 8. 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. N.B. Underneath the text box it will display how many characters remain before you are unable to record any further information. 9. Type field, -Click on the drop down arrow and select the type of address. 10. Accommodation Type field, -Click on the drop down arrow and select the appropriate accommodation type. This must be entered for Performance Requirements. 11. Tenure Type field, -Click on the drop down arrow and select as appropriate. This must be entered for Performance Requirements. 12. 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. 13. Click on the Save button. This will take you back to the Personal Details screen showing the updated address information. 80

81 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: - 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 full Postcode only 4. 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 5. 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 7. 81

82 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. N.B. Underneath the text box it will display how many characters remain before you are unable to record any further information. 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 also be updated. 6. Start Date field, enter the start date of the address. 7. 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. 8. Type field, click on the drop down arrow and select the type of address. 9. Accommodation Type field, click on the drop down arrow and select the appropriate accommodation type. This must be entered for Performance Requirements. 10. Tenure Type field, click on the drop down arrow and select as appropriate. This must be entered for Performance Requirements. 11. Household Composition field, click on the drop down arrow and select as appropriate. 12. Click on the Save button to return to the Personal Details screen. 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. 82

83 Create A Person 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: - 83

84 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. 84

85 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 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. N.B: 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. 85

86 23. Nationality Click on the down arrow and select from the list. 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 26. 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: Notes field, you must enter the full address details and postcode of the address you cannot find on the system. 28. Type field, click on the drop down arrow and select the appropriate address type. 29. Accommodation Type field, click on the drop down arrow and select the appropriate accommodation type. This must be entered for Performance Requirements. 86

87 30. Tenure Type field, click on the drop down arrow and select the appropriate tenure type. This must be entered for Performance Requirements. 31. Household Composition field, click on the drop down arrow and select as appropriate. 32. 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. 87

88 How to Print LAC Notifications Report Notification of a Child Entering, Moving Within, Leaving The Looked After System and Changes Of Circumstances. Can now be Captured and Viewed using an Electronic Copy of the Forms, Which Can Be Printed From Carefirst? 1. From the My Client screen, open the Main Menu by clicking on the Show Main Menu icon. 2. Click on Children Looked After. 3. Click on the Reports folder. 4. Select LAC Notifications the following screen will open. 5. Start of recording period and End of recording period Dates default in. However these can be changed 6. Click on the calendar icon at the side of each field to select the appropriate dates. You can change the election by clicking on the appropriate down arrow. To Change month. To change the year To change the day click on the number you require. 7. Once you are happy you have the correct dates selected, Click on button 8. The following message may appear whilst the forms is loading. 88

89 When the form you have selected is ready, it will appear on screen as shown below:- Navigation Bar Report details of individual Children/Young People The information showing on this report will depend on what has changed within each individual Child/Young person s record. N.B: You need to check that the report has fully uploaded prior to attempting to print if you see then you will need to wait until the report loads all of the pages prior to viewing or printing the information. To navigate through the report use the icons at the top of the page:- This will take you to the First Page of the document. Navigation Bar This will take you to the previous page of the document. This will take you to the next page of the document. This will take you to the last page of the document. This is the page number you are on. This will allow you to change the size of the document to the size you prefer. 89

90 How to Print the Form In order to print a form you must PDF the document first. 1. Click on the PDF Icon in the top right hand corner of the screen. N.B: 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:- 2. Click on File in the top left hand corner and select Print from the print options, the screen on the following page will appear:- 90

91 3. If you want to print your document back to back click on the Properties button. 4. Click on the Finishing tab and the following screen will appear as shown below:- 5. Document Options Click in the tick box to put a in the box. 6. Click on the OK button to close this screen down and return to the print screen. 91

92 7. Paper Handling This automatically defaults to 1 copy if you require more enter the amount of copies need. (Please remember though that this document will not be signed and you may be required to distribute signed copies.) 8. Click the OK button to start printing the document. Once the document has printed you will be left in the following screen as shown below:- 9. Click File in the top left hand corner to open the menu options and select Close. This will close the PDF File down and return you to the following screen, as shown below:- Navigation Bar 10. Click on the White Cross in the top right hand corner of this screen view and this takes you back to the Run Report screen. 11. At this point you can follow all these steps again to produce another form, from the How to Print an ICS Document for a different Child/Young Person. 12. If you don t need to produce another form. If you want to go back to your Desktop click the Desktop icon, or if you want to go back to the My Client screen click the My Client icon, in the icon block on the left hand side of the screen. 92

93 How to Print Adoption Notifications Report 1. From the My Client screen, open the Main Menu by clicking on the Show Main Menu icon. 2. Click on Children Looked After. 3. Click on the Reports folder. 4. Select Adoption Notifications Report 5. Start of recording period and End of recording period Dates default in. However these can be changed 6. Click on the calendar icon at the side of each field to select the appropriate dates. You can change the election by clicking on the appropriate down arrow. To Change month. To change the year To change the day click on the number you require. 7. Once you are happy you have the correct dates selected, Click on button 8. The following message may appear whilst the forms is loading. 93

94 When the form you have selected is ready, it will appear on screen as shown below:- Navigation Bar Report details of individual Children/Young People The information showing on this report will depend on what has changed within each individual Child/Young person s record. N.B: You need to check that the report has fully uploaded prior to attempting to print if you see then you will need to wait until the report loads all of the pages prior to viewing or printing the information. To navigate through the report use the icons at the top of the page:- This will take you to the First Page of the document. Navigation Bar This will take you to the previous page of the document. This will take you to the next page of the document. This will take you to the last page of the document. This is the page number you are on. This will allow you to change the size of the document to the size you prefer. 94

95 How to Print the Form In order to print a form you must PDF the document first. 1. Click on the PDF Icon in the top right hand corner of the screen. N.B: 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:- 2. Click on File in the top left hand corner and select Print from the print options, the screen on the following page will appear:- 95

96 3. If you want to print your document back to back click on the Properties button. 4. Click on the Finishing tab and the following screen will appear as shown below:- 5. Document Options Click in the tick box to put a in the box. 6. Click on the OK button to close this screen down and return to the print screen. 96

97 7. Paper Handling This automatically defaults to 1 copy if you require more enter the amount of copies need. (Please remember though that this document will not be signed and you may be required to distribute signed copies.) 8. Click the OK button to start printing the document. Once the document has printed you will be left in the following screen as shown below:- 9. Click File in the top left hand corner to open the menu options and select Close. This will close the PDF File down and return you to the following screen, as shown below:- Navigation Bar 10. Click on the White Cross in the top right hand corner of this screen view and this takes you back to the Run Report screen. 11. At this point you can follow all these steps again to produce another form, from the How to Print an ICS Document for a different Child/Young Person. 12. If you don t need to produce another form. If you want to go back to your Desktop click the Desktop icon, or if you want to go back to the My Client screen click the My Client icon, in the icon block on the left hand side of the screen. 97