Notes User Guide April 1, 2016
Change History Release # / Date CR # or Incident # Change Description Author(s) Section Modified R3a01 07/07/2013 Transformation Initial submission FSFN Projects Team Full document R3b 11/10/2013 Enhancement Updated submission FSFN Enhancement Team Case Notes Search Criteria Screen 11/11/2015 CR 607 Updated per Adoption Incentives Enhancements 12/01/2015 Reformatted paper, including new headers and footers FSFN Enhancement Team Leah Dienger Full document Full document 01/11/2016 CR 607 Updated screenshots Leah Dienger Full document
Table of Contents About FSFN User Guide... 5 The Intended Audience... 5 Prerequisite Knowledge... 5 Related Resources... 6 Notes Overview... 7 About the Case Notes Page... 8 Security Information... 9 Create Case Notes... 10 About Creating the Case Notes Page... 10 Key Tasks... 10 To create a Case Note from the FSFN Desktop... 10 To create a Case Note from the Case Book... 13 To create a Case Note from the Search page... 14 Create Special Investigation Case Notes... 15 About Special Investigation Case Notes... 15 Key Tasks... 15 To create a Commencement Case Note from an Investigation... 15 To create an Initial Face-To-Face Contact from the Investigation... 17 About Face-to-Face Contact Note... 19 Key Tasks... 19 To create a Face-To-Face Contact from the Commencement Note... 19 Create Substance Abuse Mental Health (SAMH) Case Note... 20 About Creating a Substance Abuse Mental Health (SAMH) Note... 20 Key Tasks... 21 To create a Substance Abuse Mental Health (SAMH) Case Note... 21 Accessing a Case Note... 23 About Accessing the Case Notes Page... 23 Key Tasks... 23 To access a Case Notes page from the FSFN Desktop... 23
To access a Case Notes page from the Case Book or Person Book... 23 To access a Case Notes page from the Search page... 24 Search for a Case Note... 25 About Searching for a Case Notes Page... 25 Key Tasks... 25 To search for a Case Notes page from the FSFN Desktop... 25 To search for a Case Notes page from the Case Book... 25 Provider Notes Page... 29 Key Tasks... 30 To create a Provider Note from the FSFN Desktop... 30 To access a Provider Note from the FSFN Desktop... 32 To search for a Provider Note from the FSFN Desktop... 32 Upload an Image... 35 Upload an Image... 35 Key Tasks... 36 To upload an Image... 36 To view Images attached to a Case Note... 37 View Case Notes History... 38 About Case Notes History... 38 Key Tasks... 38 To view Case Notes History from the Case Note... 38 To view Case Notes History from the Case Book... 40
About FSFN User Guide The Florida Safe Families Network (FSFN) User Guide helps you understand the steps to complete your work in the FSFN system. This user guide does not cover every system feature built into FSFN, but describes the most commonly used functions to complete your day-to-day work in the FSFN application. This user guide, when used with Online Help and the How Do I Guides, helps you successfully use the FSFN system as a support tool in your important work of safeguarding the safety, permanence, and well-being of children, families, and adults of Florida. The Intended Audience This user guide serves a wide audience of FSFN end users who include: Hotline Criminal Investigation (CI) Unit Financial Workers Adult and Child Protective Investigators Provider Management Legal Workers Support and Data Entry Staff Ongoing Case Managers Supervisors Substance Abuse Mental Health Professionals Security Officers/Administrators Prerequisite Knowledge This user guide was developed with specific prerequisite expectations. Before reading this guide, read the following information. If you need to refer to additional User Guides, How Do I Guides, or other information, visit the DCF FSFN Website (http://fsfn.dcf.state.fl.us). You must have a working understanding of the Florida Department of Children and Families Policies and Practices as related to the use and operation of FSFN. You must have a working understanding of the basic FSFN navigation and functionality. See the Multi-Topic Basics User Guide and How Do I Guide. If you are a supervisor, also see the Multi-Topic Supervisory User Guide and How Do I Guide. Key tasks described in this guide start at the FSFN Desktop, Case Book, or Person Book, unless otherwise noted. If you are unfamiliar with how to navigate to these three (3) pages, see the User Guides for Multi-Topic Basics, Case Book, and Person Book. The Search page referred to within this user guide is the Search page with April 1, 2016 Page 5 of 39
four (4) tabs: Person, Case, Provider/Organization, and Worker. This Search page is commonly called the Utility Search or Navigational Search. It is accessed primarily from the Desktop by clicking Search on the Banner or Utilities menu. Other type of searches may be referred to as data retrieval searches. These searches use different search functionality than the Utility Search. For example, the Person Search page provides a method to search for a person and retrieve person data that pre-fills into the page in which you are working. The Person Search page should not be confused with the Search page with the Person tab. Related Resources Visit the DCF FSFN Website (http://fsfn.dcf.state.fl.us) for online access to additional resources that support FSFN system end users, including: FSFN Project Information Online Web-based Training (WBT) User Guides How Do I Guides (job aids) Topic Papers (System Functionality Design) Reference Data (Selection Values) Security Information FSFN restricts your ability to create, modify, and view specific information through the security profile associated with the Login Profile you used to access FSFN. Specific security is applied across all information. For example, if you do not have authorization to access restricted cases without an assignment, FSFN restricts your access. If there is special security necessary for a task described in this User Guide, it will be identified. April 1, 2016 Page 6 of 39
Notes Overview Case Notes are narratives about a case, document case activities, and DCF policy. Case notes are a vitally important record of the progress of any given case and are used to transfer information about a case within the Department and service providers, in case transfers, and in court. Good casework documentation (Notes) can protect children and DCF professionals, and can improve outcomes for children and families. In addition, Case and Provider Notes provide for the review of case files and providers for accuracy, completeness, and compliance with Federal requirements and State standards. This user guide provides information regarding Case Notes and Provider Notes. Every note is associated with either the Case or a Provider. Notes associated with the Case are called Case Notes (CNs). Notes associated with a Provider are called Provider Notes (PNs). Notes are point-in-time occurrences of activities. Notes are date and time stamped with the date and time that the note is entered. Notes are generated manually and create a point-intime log of activities. Any staff member, with the appropriate security profile, has access to the Case Note or Provider Note page and can create these notes. A person does not need to be assigned to the case or Provider to create a note. However, only the user, who created a particular note and has an assignment to the case or Provider, can edit a case or Provider Note. The supervisor of the user who created the note must have an assignment to the case or Provider to edit the note, or be the supervisor of a user with an assignment to the case or Provider to edit the note. You can create new notes or view existing notes directly on the Case and/or Provider Note page. Each CN and PN has an associated Category (subject) and Type (item). Each Category is associated with a subject area of either the Case Outliner (for CNs) or the Provider Outliner (for PNs). Each subject has one or many items/types associated with it. These Categories are listed on the Create Case Work or Create Provider Work pages, or are available in the drop down list group boxes depending on how a worker accesses the CN/PN pages. The Case Note page can be used to add case-related notes and comments. An authorized user can enter a general case note regarding activities related to an entire case, such as a home visit, a phone call, or an office visit. The worker may want to enter a participantspecific case note regarding activities specifically related to one or more active case participants, such as a face-to-face contact or a non face-to-face contact note. April 1, 2016 Page 7 of 39
About the Case Notes Page The Case Notes page is used to document notes and record comments related to a point-in- time activity or activities, allowing you to create new notes, view a note history, and upload images directly from the Case Notes page. With Case Notes, you can: Document general information relevant to an entire case (e.g., a phone call, or an office visit) Document specific information about a participant or several participants within the case (e.g., face-to-face contact information) Document non face-to-face contact details when the contact being made is by telephone, email, fax, or other correspondence Capture multiple activities (Case Note Types) that result from a single event Upload multiple Imaging pages associated with the Case Note and view all attached images Case Notes are organized into categories and types. The Categories available are based on whether the note is created for a case or provider. The Types of note available are based on the selected Category. You can select multiple Case Note Types for a single Case Note. Although a single Case Note can have many Types assigned to it, it is still just one (1) Case Note. Case Notes can be created at both the case level and the participant level for a specific case. Investigation specific notes can be created and are tied directly to the Investigation for which they are created. You can only create/edit Case Notes if you are the user, or supervisor of the user, who created the case note. Your ability to create, modify, and view information may apply to a page based on specific criteria unique to the page. For example, while you are able to view Notes for a case, you can only create and edit notes if you have an assignment to the case. You can upload multiple images to Case Notes, including a scanned hand-written home visit note. A brief note synopsis is viewable via the Case or Person Book, providing an efficient means for you to conduct a quick scan of chronological notes entries. Specific security for the Imaging page: You must have an assignment to the case to create the Imaging page from the Create Case Work page. If you have the correct security, you can delete the file from the Imaging page. The actual Imaging page cannot be deleted. You can delete the uploaded file, but the Imaging page remains and indicates the file was deleted. FSFN also April 1, 2016 Page 8 of 39
tracks when and who deleted the file. You must have the correct security to view Medical/Mental Health information to create or view a Case Note with the Substance Abuse Mental Health (SAMH) category. Security Information FSFN restricts your ability to create, modify, and view specific information through the security profile associated with the Login Profile you used to access FSFN. Specific security is applied across all information. For example, if you do not have authorization to access restricted cases without an assignment, FSFN restricts your access. There is specific security for creating a Substance Abuse Mental Health (SAMH) note. If you are a Substance Abuse Mental Health Professional, you have the ability to create SAMH Notes. Create Case Notes About Creating the Case Notes Page You can create Case Notes several different ways in FSFN. Case Notes can be created from the FSFN Desktop, from Case Book, and from inside an investigation. Other types of notes are created from relevant pages; for instance, a Commencement note is created from the Intakes page in an investigation. Case Notes can also be created by clicking the Actions hyperlink next to the Case or Provider Name hyperlink from the Desktop outliner or Search page. Creating a Case Note from the Case Book page is similar to creating a Case Note from the Desktop. Key Tasks To create a Case Note from the FSFN Desktop 1. On the FSFN Banner, click Case Work. OR 1. From the Create menu, click Case Work. OR 2. Click the Actions hyperlink next to the appropriate FSFN case. 3. On the Actions pop-up page, select the Create Case Note radio button. 4. Click Continue. April 1, 2016 Page 9 of 39
5. The Create Case Work page displays. 6. In the Cases group box, select the appropriate case. 7. In the Case Participants group box, select the appropriate participant(s), if applicable. NOTE: Select multiple participants by holding down the 'Ctrl' key. April 1, 2016 Page 10 of 39
8. Click Create. 9. The Case Notes page displays. 10. Enter the following in the Note Information group box: a. Contact Begin date and time b. Contact End date and time 11. Expand Type. 12. In the Type group box, select, or multi-select, the Case Note Type(s). 13. In the Narrative group box, enter a note description. 14. Click Save. 15. Click Close. NOTE: You do not have to be assigned to a case to create a Case Note. NOTE: Case Notes can be created for closed cases. April 1, 2016 Page 11 of 39
NOTE: Only the worker who created the Case Note or their Acting or Unit Supervisors can edit the Case Note. In addition, updates can only be made if an assignment to the case exists or if the Acting or Unit Supervisor accesses the Case Note through their Workers expando. NOTE: Each update made to a Case Note creates a versioned history. To view the versioned history for a Case Note, click the View History hyperlink within the Actions group box from the existing Case Notes page. The versioned Case Notes document displays and can be printed. Similarly, the current version of the Case Note can be viewed by clicking the View Note hyperlink, which launches the Case Notes document; this document can be printed as well. NOTE: Selecting the Other checkbox clears the Worker Making Contact field and the associated text field becomes enabled and required. This provides flexibility when the worker making contact does not exist as a worker in the FSFN system, as when Law Enforcement personnel initially interview case participants. NOTE: The Search hyperlink launches the Worker Search page for searching and selecting the applicable Worker Making Contact, if different from the Worker Creating the Note. To create a Case Note from the Case Book 1. From the Desktop, click the Cases expando. 2. Click the Case Book hyperlink. 3. From the Case Book page s Case Actions List Box, click the Case Note hyperlink. 4. The Case Notes page displays. April 1, 2016 Page 12 of 39
5. Enter desired note information. 6. Click Save. 7. Click Close. OR 1. From the Case Book page, click the Create Case Work hyperlink. 2. From the Narrative drop down, select the appropriate note category. 3. Select a participant from the Case Participant list box. 4. Click Create. 5. The Case Notes page displays. 6. Enter desired note information. 7. Click Save. 8. Click Close. To create a Case Note from the Search page 1. From the Search page, search for your case and select the Actions hyperlink next to your case in the Case Returned group box. 2. From the Actions pop-up page, select Create Case Note. 3. The Create Case Work page displays (See the To create a Case Note from the FSFN Desktop section to continue.). April 1, 2016 Page 13 of 39
Create Special Investigation Case Notes About Special Investigation Case Notes Commencement Notes are specific to Child Investigations, Adult Investigations, and Special Condition Referrals and are launched from the Investigation/Referral page. Once created, they follow common case notes functionality. When saved they can be viewed and edited from the Desktop. If desired, Face-to-Face Contact notes can also be documented on the Commencement Note. When a Commencement (Initial) or Commencement (Additional) Case Note is created from the Investigation or Intakes tab on the Special Conditions Referral page, the Category defaults to Commencement. The Note Type also defaults to Commencement and it cannot be changed nor can additional values be selected. Face-to-Face Contacts are also specific to Child Investigations, Adult Investigations, and Special Condition Referrals and are launched from within the Investigation/Referral page. Once created, they follow general case notes functionality. When saved they can be viewed and edited from the Desktop. If desired, Face-to-Face Contact notes can also be documented on the Commencement Note. When a Note is created from the Investigation or Intakes tab on the Special Conditions Referral page, the Note Category defaults to Face to Face. The Note Type also defaults to Face to Face and it cannot be changed nor can additional values be selected. Face-to-Face Contact notes are also documented on the Commencement Note. The Add Face- to-face Contacts link is always available. The Contact Information expando is available to you when Contacts have been added via the Add Face-to-Face Contacts hyperlink. April 1, 2016 Page 14 of 39
Key Tasks To create a Commencement Case Note from an Investigation 1. From the Desktop, expand the open Investigation icon. 2. Click the Investigation hyperlink. 3. From the Intakes tab, select the Commencement hyperlink. April 1, 2016 Page 15 of 39
4. The Case Notes page displays. a. Category, Invs/Assessment Number, and Type pre-fill. b. The Participant group box pre-fills with participants from the investigation. c. The Commence Intakes group box pre-fills with the Invs/Assessment Number. 5. Enter Contact Begin Date (required) and Contact End Dates. 6. Select the Applies To checkbox. 7. Enter text in the Narrative group box. 8. Click Save. 9. Click Close. NOTE: Commencement Notes can only be created from the Investigation or Special Conditions Referral page and only from the Intakes tab by selecting the Commence hyperlink. NOTE: When creating Commencement Notes, if subsequent, sequential Intakes exist that need to be commenced, the associated checkboxes are enabled in the Commenced Intakes expando. This provides the flexibility to commence multiple Intakes at a single point in time. April 1, 2016 Page 16 of 39
To create an Initial Face-To-Face Contact from the Investigation 1. From the Desktop, expand the open investigation. 2. Click the Investigation hyperlink. 3. On the Contacts/Notifications tab within the Contacts group box, click Insert. 4. The Commencement Note page displays. 5. Enter the Date and Time. 6. From the Type drop down, select Initial Face to Face. 7. In the Participants group box, select the Applies To checkbox beside the correct person(s). April 1, 2016 Page 17 of 39
8. Enter a Narrative. 9. Click the Add Face-to-Face Contacts hyperlink. 10. The Contact Information group box pre-fills with participant(s) selected in the Applies To column in the Participants group box. 11. Select the visit s outcome in the Face-to-Face Contact drop down. 12. If the visit occurred on a different date, select the Different Date checkbox and enter the correct Contact Date/Time. 13. Click Save. 14. Click Close. April 1, 2016 Page 18 of 39
About Face-to-Face Contact Note Face-to-Face Contact notes can also be documented on the Commencement Note. The Add Face-to-Face Contacts link is always available. The Contact Information expando is available to you when Contacts are added via the Add Face-to-Face Contacts hyperlink. Key Tasks To create a Face-To-Face Contact from the Commencement Note 1. From within the Commencement Note, click the Add Face-to-Face Contacts hyperlink. 2. The Contact Information group box pre-fills with participant(s) selected in the Applies To column in the Participants group box. 3. Select the visit s outcome in the Face-to-Face Contact drop down. 4. If the visit occurred on a different date, select the Different Date checkbox and enter the correct Contact Date/Time. 5. Click Save. 6. Click Close. About Non Face-to-Face Contact within a Case Note A Non Face-to-Face Contacts note hyperlink appears on the Case Note page when the following Categories and Types are selected:. Category = Adult Investigation AND Type selected is Telephone Contact or Telephone Contact - Legal; Category = Case AND Type selected is Telephone Contact; Category = Child Investigation AND Type selected is E-Mail Contact, Facsimile, Telephone Contact, Telephone Contact - Case Manager, Telephone Contact - CPT or Telephone Contact - Legal; Category = Special Conditions AND Type selected is E-Mail Contact, Facsimile, Telephone Contact, Telephone Contact - Case Manager, Telephone Contact - CPT or Telephone Contact - Legal; Category = Post Adoption AND Type selected is 1 Year Post Communication - Telephone Contact, 1 Year Post Communication - Email, 1 Year Post Communication - Other Correspondence, Email or Telephone Contact. April 1, 2016 Page 19 of 39
Upon scrolling down the page, the Non Face-to-Face Contact Information repeating group box is available to you to document the details of the contact. To create a Non Face-To-Face Contact within a Case Note 1. From within a Case Note, click Applies To checkbox(es) for each participant you would like to include prior to clicking the Add Non Face-to-Face hyperlink. April 1, 2016 Page 20 of 39
2. In the Non Face-to-Face Contact Information group box, confirm that the rows were added for each person selected in the Participants group box. 3. From Non Face-to-Face Contact drop down, select the appropriate value and Reason not Completed, if applicable. 4. If visit occurred on a different date, select Different Date checkbox and enter correct Date/Time. 5. Click Save. 6. Click Close. April 1, 2016 Page 21 of 39
Create Substance Abuse Mental Health (SAMH) Case Note About Creating a Substance Abuse Mental Health (SAMH) Note If you have the applicable security, you have the ability to document the details regarding potential Substance Abuse Mental Health (SAMH) issues on Case Notes, including a participant s progress in addressing identified substance abuse and mental health issues. This expando automatically expands when the Case Note Category of Substance Abuse Mental Health (SAMH) is selected and is only enabled and required when the SAMH category is selected. The SAMH group box contains four (4) radio button selections: Excellent Adequate Not Adequate No Progress You must select one (1) of the radio buttons in order to save the Case Notes page. Upon selecting Not Adequate or No Progress and saving the Case Notes page successfully, an automated message that states the following: A Substance Abuse Mental Health (SAMH) Case Note has been documented as Not Adequate or No Progress for Case ID: XXXXXXX to which you are currently assigned as the Primary. Please review the Case Note to determine next steps is generated and sent to the most recently assigned Primary Case Worker. When an update is made to the Case Notes page, a new message is generated if the radio button selection is Not Adequate or No Progress, even if the selection has not changed from the last note. The automated message is not generated if the radio button selection is Excellent or Adequate. Key Tasks To create a Substance Abuse Mental Health (SAMH) Case Note 1. From the FSFN Desktop Create menu, click Case Work. 2. The Create Case Work page displays. 3. From the Create Case Work page s Narrative drop down, select Substance Abuse Mental Health (SAMH). 4. In the Cases group box, select the appropriate case. 5. In the Case Participants group box, select the appropriate participant(s), if applicable. April 1, 2016 Page 22 of 39
6. Click Create. 7. The Case Notes page displays with the Substance Abuse Mental Health (SAMH) group box expanded. 8. Enter Contact Begin Date (required) and Contact End Dates. 9. Select the Applies To checkbox. 10. From the Type drop down, select the Substance Abuse Mental Health (SAMH) checkbox. 11. Select a radio button in the Substance Abuse Mental Health (SAMH) group box. 12. Enter text in the Narrative group box. 13. Click Save. 14. Click Close. April 1, 2016 Page 23 of 39
Accessing a Case Note About Accessing the Case Notes Page Case Notes can be accessed and viewed several ways in FSFN. The Desktop is one way to access Case Notes. The View Note hyperlink on the Case Book page is located in the Actions List Box on the upper right hand side of the Case Book page. In Person Book, all Case Notes automatically display in the center panel of the page. Key Tasks To access a Case Notes page from the FSFN Desktop 1. From the Desktop, click the Cases expando. 2. Click the Case Folder icon. 3. Click the Narrative icon. 4. Select the appropriate Case Notes Category Type hyperlink. 5. The Case Notes page displays. 6. From the Case Notes page s Actions List Box, click the View Note hyperlink. 7. Microsoft Word launches and the document displays. 8. Click Close. To access a Case Notes page from the Case Book or Person Book 1. On the Desktop, select the Participant View checkbox. 2. Expand Cases. 3. Click the Case Book hyperlink or Person Book hyperlink. 4. The Case Book or Person Book page displays. 5. All case notes automatically display in the center panel. 6. Click the appropriate Case Notes Category Type hyperlink. 7. The Case Notes page displays. April 1, 2016 Page 24 of 39
To access a Case Notes page from the Search page 1. From the Desktop, click the Search hyperlink. 2. On the Case tab, perform a case search. 3. Click the Case Folder icon. 4. Click the Narrative icon. 5. Click the appropriate Case Notes Category Type hyperlink. 6. The Case Notes page displays. April 1, 2016 Page 25 of 39
Search for a Case Note About Searching for a Case Notes Page You have the ability to search for case notes based on different search criteria including Adult Investigation, Case, Case Reviews, Child Investigation, Commercial Sexual Exploitation of Child (CSEC), Federal Funding Reviews, Independent Living, Legal, Out of County Services, Post Adoption Services, Special Conditions, SAMH, and Creator of the Note. The Search hyperlink next to Creator displays at all times, even after searching for and selecting a worker. You also have the ability to search for case notes from the Desktop. Notes cannot be edited from Search. Key Tasks To search for a Case Notes page from the FSFN Desktop 1. From the Desktop, click the Cases expando. 2. Click the Actions hyperlink; the Actions pop-up page displays. 3. Select the Case Note Search Criteria radio button. 4. Click Continue. To search for a Case Notes page from the Case Book 1. From the Desktop, click the Cases expando. 2. Click the Case Book hyperlink. 3. From Case Book, click the Case Note Search Criteria hyperlink. 4. The Case Note Search Criteria page displays. 5. On the Case Note Search Criteria page, enter Start Date and End Date in the Note Criteria group box. 6. In the Category and Type Criteria group box, select a category (or categories) from the Categories list box. 7. Click the Add button to move the highlighted categories to the Selected April 1, 2016 Page 26 of 39
Categories list box. 8. Select a note type(s) from the Types list box. 9. Select a participant(s) in the Case Participants group box. 10. Click Search. 11. The Case Notes Search Results page returns case notes per your selected search criteria. 12. Click the View hyperlink to view the note. 13. Click the Print hyperlink to print the note. 14. From the Options drop down, select View All Notes. 15. Microsoft Word launches and a document displays with all the case notes. 16. Click Close and Return to FSFN. 17. You are returned to the Case Notes Search Results page. 18. Click Close. April 1, 2016 Page 27 of 39
NOTE: Start Date defaults to 60 days prior to the current date. End Date defaults to the current date. Both fields are user modifiable. NOTE: Upon selecting an Invs/Assessment Number, the Start Date automatically defaults to the date 01/01/1900. NOTE: Upon selecting the applicable Category(ies), the Types list box dynamically updates to display the applicable Case Note Types available for selection. NOTE:If all Categories or all Types are desired, click Add All. The Case Note Search can be narrowed further by selecting a specific Case Participant(s), but is not required. NOTE: Remove Categories and Types in the same manner in which they are added using the Remove and/or Remove All button. April 1, 2016 Page 28 of 39
Provider Notes Page Provider Notes are narratives about a provider and allow you to create new notes and view existing notes directly on the Provider Notes page. On the Provider Notes page, you are able to document: General activities (e.g., meetings and phone calls) Personal notes, narratives, and comments related to a provider You do not have to be assigned to the provider to create a Provider note; however, only you and your supervisor can make changes to the note. Provider Notes are organized into categories and types. The Provider Note Types available are based upon the Note Category selected from the Narrative drop down on the Create Provider Work page. Provider Notes can also be created by selecting the Actions hyperlink next to the Provider Name hyperlink from the Desktop or Search page. The Provider Name field in the Provider Note Header is pre-filled with the provider s name. Use the Provider Note Search Criteria page to search, view, and print either a single note or multiple notes within a date range that you specify. The Provider Note Search Criteria page is used to search for notes for a specific provider. When accessing this page, the Provider name and the Provider ID are pre-filled. The Start and End Date are pre-filled one (1) month apart from the current date. The Start Date and End Date are modifiable. Once the date range for the notes is entered, you use the Categories list box to select (or multi-select) the note categories. Using the Ctrl key, you can select all of the categories to use in the search and then click the Add button. This moves all of the selected categories into the Selected Categories list box, and all of the Types for the selected categories are listed in the Types list box. For a provider search, the Participants list box is not an option. Once all of the criteria are selected, click on the Search button and all search results display on the Provider Search Results page. April 1, 2016 Page 29 of 39
Key Tasks To create a Provider Note from the FSFN Desktop 1. On the FSFN Banner, click Provider Work. OR 1. From the Create menu, click Provider Work. OR 1. From the Desktop, click the Providers expando. 2. Click the Provider icon. 3. Click the Actions hyperlink. 4. The Actions pop-up page displays. 5. Select Create Provider Note radio button. 6. Click Continue. 7. The Provider Note page displays. 8. Enter the following in the Note Information group box: a. Contact Begin date and time b. Contact End date and time 9. Select a Category from the drop down. 10. Select a Type from the drop down. April 1, 2016 Page 30 of 39
11. Enter the Request for Action when applicable. 12. In the Narrative group box, enter a note description. 13. Click Save. 14. Click Close. NOTE: Selecting a note category of Federal Funding Reviews or Licensing Reviews and any note type automatically expands the Request for Action expando. April 1, 2016 Page 31 of 39
To access a Provider Note from the FSFN Desktop 1. From the Desktop, click the Providers expando. 2. Click the Provider icon. 3. Click the Narrative icon. 4. Select the appropriate Case Notes Category Type hyperlink. To search for a Provider Note from the FSFN Desktop 1. From the Desktop, click the Provider expando. 2. Click the Actions hyperlink; the Actions pop-up page displays. 3. Select the Provider Note Search Criteria radio button. 4. Click Continue. 5. The Provider Note Search Criteria page displays. 6. From the Category and Type group box, select (or multi-select) the search criteria. 7. This moves all of the selected categories into the Selected Categories list box, and all of the Types for the selected categories are listed in the Types list box. April 1, 2016 Page 32 of 39
8. Click Search. 9. The Provider Note Search Results page displays. 10. The notes display per the search criteria. 11. Click the View hyperlink to view the note. 12. Click the Print hyperlink to print the note. 13. Click Close. April 1, 2016 Page 33 of 39
NOTE: Selecting View All Notes from the Option drop down launches the notes returned by the search in a printable, Microsoft Word document. NOTE: Selecting the New Search button returns you to the Provider Note Search Criteria page. Upload an Image Upload an Image You can upload and attach several types of documents to a case note. Microsoft Word, Microsoft Excel, and scanned handwritten notes taken in the field are just a few of these types. If you have paper documents or pictures, you can scan them using standard scanning software and hardware, save the scanned image to a file, and upload the file. See the File Cabinet User Guide and How Do I Guide for detailed instructions. Upon selecting the Upload Image hyperlink on the Case Note page, the Imaging page displays and you can attach an applicable Image. The Imaging page allows for attaching multiple images to a Case Note. April 1, 2016 Page 34 of 39
When you upload an Image, the Category and Type default to Case Notes. Each time you upload an image, a new Imaging page is created. Specific security for the Imaging page: You can only upload an image to Case Notes if you created the case note. Your supervisor can upload an image to your case notes, as well. If you have the correct security, you can delete an image from the Imaging page; however, the actual Imaging page is not deleted. The Imaging page remains in FSFN and indicates in the Comments field that the file was deleted, when, and who deleted the file. NOTE: Deleting the image can only be done when the Imaging page is accessed from the File Cabinet. Key Tasks To upload an Image 1. From the Case Note page s Actions List Box, click the Upload Image hyperlink. NOTE: The Image Category and Image Type fields default to Case Note. The image is attached to this piece of work. Once the image is uploaded, the View Attached Image hyperlink displays in the Actions List Box. 2. Enter Date Document Scanned. 3. Browse for the file. 4. Upload the image. NOTE: The Image file must be of one of the following formats:.doc,.pdf,.rtf,.xls, bmp, or.jpg. April 1, 2016 Page 35 of 39
5. Click Save. 6. Click Close. To view Images attached to a Case Note 1. From the Case Note, click the View Attached Images hyperlink in the Actions List Box. 2. The Image History page displays. April 1, 2016 Page 36 of 39
3. Click the View hyperlink to see a specific case note. 4. An Imaging page displays. View Case Notes History About Case Notes History Once the details of the note have been entered, the information is saved by clicking the Save button. A versioned history of the note is available by selecting the View History hyperlink on the Case Book page. A Version Number field is displayed within the Case Note header group box, which indicates if there are additional, historical versions of the current note. Key Tasks To view Case Notes History from the Case Note 1. From the Case Notes page s Actions List Box, click the View History hyperlink. April 1, 2016 Page 37 of 39
2. A Microsoft Word document launches for the Chronological Notes Report. April 1, 2016 Page 38 of 39
3. Click Close and Return to FSFN. 4. You are returned to the Case Note page. 5. Click Close. NOTE: The Chronological Notes Report displays each note and note version for this Case Note. To view Case Notes History from the Case Book 1. From Case Book, Case Notes display in the center panel. 2. All case notes display in reverse chronological order. 3. Click the View History hyperlink to see all versions of the Case Note. April 1, 2016 Page 39 of 39