CASE NOTEBOOK State and Provider Operated Probation and Community Intervention Programs A JJIS User Guide
Contents Case Notebook Module Overview... 2 Accessing the Case Notebook Module... 2 Accessing Case Notebook from Intake Web:... 3 Accessing Case Notebook from JJIS Web:... 10 Accessing Case Notebook from the Youth Release Module:... 11 Case Notebook Home Page... 14 Youth Information:... 14 Links to Other Modules:... 14 Sections of Case Notebook... 15 Pending Reviews:... 15 Adding a New Case Note:... 16 Adding Attachments:... 21 Viewing Case Notes:... 27 Editing Case Notes:... 29 Deleting Case Notes:... 31 In-Progress Reviews:... 31 Supervisory Reviews:... 32 Completed Reviews:... 43 Case Notebook Youth Requirements... 44 Other Resources... 47 Page 1 of 47
Case Notebook Module Overview The Juvenile Justice Information System (JJIS) Case Notebook Module serves as the sole source of documentation for all case management and supervision activities regarding youth in all stateoperated and provider Probation and Community Intervention Programs. Staff are responsible for documenting all case activities in the Case Notebook Module, including the detention screening process, intake, diversion, supervision, and non-residential facility based services. Not all programs are required to use the Case Notebook Module. Access to Case Notebook is granted based on the permissions given to a specific user by their local Data Integrity Officer. Permissions can include viewing, adding, editing, and approving case notes. The deletion of case notes can only be completed by your local DIO. When case activity has occurred, a case note must be entered in JJIS within 72 business hours. Entries made beyond 72 business hours are considered LATE ENTRIES and must be labeled as such in the General Narrative. The original writer of the note may edit their own entries within five (5) calendar days. The Supervisor or designee must submit a DIO Help Request if edits need to be made after 5 days. If case notes need to be deleted, the Supervisor or designee must grant approval and submit a DIO Help Request. The Chief or Assistant Chief must submit the request to delete an entry made by a Supervisor. Accessing the Case Notebook Module There are multiple ways to access the Case Notebook Module from inside of JJIS. Below we will show you the various areas where the module is located. Some of the options shown are permission based and not all users will be able to access Case Notebook from the various areas. Contact your local DIO if you have any questions or concerns regarding your specific permissions. Page 2 of 47
Accessing Case Notebook from Intake Web: From the JJIS Web Home Page, click on the Intake Web link under Modules. From there you will redirected to the Intake Web Home Page. Here you can search for the youth you want to add/view notebook entries for by clicking on Youth Search. Page 3 of 47
When conducting a youth search, the easiest and most accurate way to search for a youth is by their DJJID #. Use this option whenever possible. Once you have entered your search information into the provided field(s), click Find. Once the youth you have searched for comes up, click Select next to their name to proceed. When a youth is selected from the Youth Search screen, the Splash Screen displays the open Critical Alerts and other Special Alerts and Alias information. If the youth has Critical Alerts listed, you must click on View All in order to proceed. Page 4 of 47
The View All button generates a PDF Report with a list of all the alerts and associated notes. Once the pop-appears at the bottom of your screen, click Open or Save to view the PDF report. Page 5 of 47
Once you have viewed the alerts/notes, you can exit out of Adobe to return to JJIS. It will bring you back to the Splash Screen, and from here you can click on Ok to proceed. Remember: You must click on Ok to make the youth Active in Intake Web. Page 6 of 47
You will now be brought back to the Intake Web Home Page. Notice that the youth previously selected is now showing under the Active Youth section. Remember: you must conduct a Youth Search first before you will be able to access Case Notebook from inside Intake Web. Click on the Case Notebook link to be taken to the Module. Page 7 of 47
If the youth is on your caseload or on the caseload of another worker in your unit, click on Select A Caseload and choose the name of the JPO. Once JJIS refreshes, a current list of youth being supervised will appear under the Youth Listing. Click on the youth s name to make them active. Once the youth is active, directly below their name will be two links. One for the Face Sheet and the other for Case Notebook. Page 8 of 47
Click on the Case Notebook link to be taken to the Module. If the youth is being processed at the JAC or under Intake Processing or On Call Screening, click on Select A Program and choose the appropriate program from the drop-down box. Once JJIS refreshes, a current list of youth being processed will appear under the Youth Listing. Click on the youth s name to make them active. Page 9 of 47
Once the youth is active, directly below their name will be two links. One for the Face Sheet and the other for Case Notebook. Accessing Case Notebook from JJIS Web: Another way to access the Case Notebook Module is through JJIS Web. From the JJIS Web Home Page, click on the Case Notebook link under Modules. Page 10 of 47
From there, JJIS will direct you to the Youth Search screen. Here you can search for the youth you want to add/view notebook entries for. When conducting a youth search, the easiest and most accurate way to search for a youth is by their DJJID #. Use this option whenever possible. Once you have entered your search information into the provided field(s), click Find. Once the youth you have searched for comes up, click Select next to their name to proceed to the Case Notebook Module. Accessing Case Notebook from the Youth Release Module: If you have permissions to the Youth Release Module on JJIS Web, you can also access Case Notebook from there. Remember: You must also have permissions to Case Notebook. From the JJIS Web Home Page, click on the Youth Release link under Modules. Page 11 of 47
You will be brought to the Youth Release Module where you should now select your program from the drop-down box. Remember: Only the programs assigned to you will appear in the drop-down box for selection. Once you have selected your program, click on Go" to proceed. Once inside the Youth Release Module, you will see a listing of the youth who are currently placed in your program. Page 12 of 47
To view the Case Notebook for a youth, click on the icon next to the youth s name. You will then be brought to the Case Notebook module. Page 13 of 47
Case Notebook Home Page This module is used to keep a chronological record of the youth s involvement with the Department and staff s actions. Let s break down the various sections. Youth Information: Under the Youth Information section, the youth s name and DJJID#, and Current Risk to Reoffend. It also displays the date, and type of last CPACT/Assessment completed and by whom. If you would like to leave the Case Notebook Module, click on this symbol in the top right-hand corner to exit. Be sure to properly exit out of Case Notebook for each active/selected youth prior to starting a new Youth Search. Never click on the X located in the top right hand corner! Links to Other Modules: In this section, the user is provided with links to navigate to related modules. These links include Youth Requirements, YES Plan, PACT Goals, Face Sheet, Probation Resource Booking, and the Human Trafficking Screening Tool. Clicking on any of these links, will take you directly to that module to complete the specific task for the youth you have selected. PACT Goals which are now called Change Goals are entered via Youth Requirements, however the PACT Assessment can still be accessed from this link. There is also a Refresh button in Case Notebook, which is used to determine if the HTST needs to be completed for a youth. Remember: Access to the various links mentioned above is granted based on the permissions given to a specific user by their local Data Integrity Officer. Page 14 of 47
When using the links in Case Notebook, be sure you DON T minimize any of the pages and float between screens. If you open a link, be sure to close it before continuing in Case Notebook Module. You cannot link to other modules within case notebook from a link. Remember: Be sure to close out of one module before selecting another module and close out of one youth before selecting another youth. Sections of Case Notebook In this section, we will review the three sections of case notes and explain what is contained in each section. As you can see we have Pending Reviews, In-Progress Reviews, and Completed Reviews. Let s take a closer look at Pending Reviews. Pending Reviews: In this section, this is where you can create a new note as well as find the most recent case notes that have been entered for a youth. They are listed in chronological order by the Contact Date/Time with the most recent contact at the top of the screen. These notes will remain in this section until a 90 Supervisory Review is completed by a Supervisor. Page 15 of 47
From the Case Notebook Home Page, click on the link for Pending Reviews and JJIS will open this section. Adding a New Case Note: When adding a new case note, you need to determine the type of case note you will be adding. If your case note involved face-to-face, telephone, email or any other electronic methods that can be adequately documented, then this is considered a Contact. Contacts can be made with the youth, parents/guardians, or any other collateral source working directly with the youth and their families. Non-Contact case notes are typically notes that describe actions completed by the writer that don t require an interaction with someone. This is described in more detail below when we discuss the Case Management Notes. Page 16 of 47
From the Pending Reviews section, click on the New button in the right-hand corner and this will bring you to the Case Note Entry screen. The user must add the Contact Date/Time for the entry. (This is mandatory for the entry to be saved). The Contact Date/Time shall reflect the actual date/time the case activity occurred. All case notes must be entered within 72 business hours after the contact has occurred. Entries made beyond 72 business hours are considered LATE ENTRIES and must be labeled as such in the General Narrative. (see below). Even if you are adding a late entry, be sure your contact date and time reflects the date/time the contact occurred. In the next section, the writer should document who was involved in the case activity, the type of contact that took place and the location of the contact. Each section has specific rules on what should be entered. Page 17 of 47
Under the Person section, each person the JPO/Staff is making contact with or attempting to make contact with is selected. The writer should NEVER select themselves. Each person should be coded as one type only, however the writer can/should select all that apply. For Type of contact, the user should select all that apply. Multiple type codes may be combined in one contact depending on the circumstances. Under Location, the writer should select the location based on the JPO/Staff s or writer s location at the time of the contact. Only ONE location is to be selected. Next is the General Narrative section which is required for all case notes to be saved. The general narrative should be concise and/but thorough and include basic information surrounding the case activity. It should answer things such as who, what, when, and where. Abbreviations and acronyms should be limited to those that are known and understood statewide; all others should be spelled out. Any entries made beyond 72 business hours are considered LATE ENTRIES and must be labeled as such in the General Narrative. The writer would simply put the words: LATE ENTRY in all caps in the General Narrative Section and then begin their narrative. Page 18 of 47
If needed, the user can click on the (+) or (-) sign above the narrative section to expand/retract their narrative box however, JJIS keeps track of remaining characters at the bottom of the narrative section for the user. The maximum number of characters allowed is 3000 characters. If you reach the maximum and still need to add more information to your general narrative, save this note, and then proceed to add a new note and continue your narrative. Note: Although you can copy and paste into the narrative sections of case notebook, ensure the information you are adding is properly formatted so that it accurately reflects the character count and is visible by all users. The user can also check their spelling by clicking on the Check Spelling button. This will open a new window and show the user suggestions for a misspelled word. Upon a selection for each misspelled word, the window will close and bring the user back to the Case Note Entry screen. Page 19 of 47
Once the narrative has been entered the writer has the option to select the type of note they want to document. A Case Management (Non-Contact) note documents non-contact activities such as filing paperwork, making referrals, closing a case, etc. A Supervisor Note (Non-Contact) documents non-contact activities performed by a Supervisor such as case receipt, case assignment, informal reviews, etc. Supervisor Notes can be entered by a JPOS or a Senior JPO. The user will only be allowed to select one type of note. Upon selection, the other option will be disabled. If the user clicks on Case Management Note or Supervisor Note it will disable the Person, Type, and Location boxes. All entries in these sections previously added will be removed. Once the entry is complete, if nothing else needs to be added to the case note, the user can select Save and Exit. Page 20 of 47
Adding Attachments: Once the entry is complete, the user has the option to upload attachments if necessary. The user should click on Save and Add/Edit Attachments to add an attachment. The user will be taken to the Case Note Attachments screen. Before beginning, be sure that you have previously scanned and saved the document you are trying to upload. Click on Add New to add a new document. Remember: Attachments can be any file format. There is no limit to the number of attachments per note, the only limit is the size of an individual attachment. The user should enter all required information into the fields. For the Case File Section, chose the category that the attachment would be filed under when stored in the actual case file. Be sure to browse for your previously scanned and saved document and once complete, select Save. Page 21 of 47
To cancel the attachment, user should select Cancel in which JJIS will display the following message. Select OK to continue or Cancel to return to the previous screen. To leave without adding an attachment, user should select Exit in which JJIS will display the following message. Select OK to continue or Cancel to return to the previous screen. Page 22 of 47
Once an attachment is saved, JJIS will say File Uploaded Successfully and show the details of the attachment on the screen. The attachment can be edited or deleted, and the user can click on Add New to repeat the process for adding additional attachments. User should select Exit and when the Message appears, select OK to be returned to be returned to the Case Note Entry. The user should review case note entry for accuracy and once complete, select Save and Exit at the bottom of the screen. Note: Only the DIO can Edit or Delete Attachments after a Case Notebook entry has been saved. Page 23 of 47
The recently added attachment along with all other Pending entries will now display on the Case Notebook Home Page. JJIS will show the number of attachments a user has added to each case note. To view the attachment, click on the number under the Attachments column. JJIS will bring the user back to the Case Note Attachments screen where they can click on the name of the attachment to open it. At the bottom of the screen, a box will appear asking the user what they would like to do. Select Open to view the document. Page 24 of 47
Your attachment will display here. Close the window and select Exit to be returned to the Case Notebook Home Page. An additional way to view the case note attachment is by clicking on the word View. Page 25 of 47
From there, scroll down the bottom of the Case Note Entry page and click on View Attachments. Click on the name of the attachment to open it. At the bottom of the screen, a box will appear asking the user what they would like to do. Select Open to view the document. Page 26 of 47
Close the window and select Exit to be returned to the Case Notebook Home Page. Viewing Case Notes: Notes previously entered in this section of Case Notebook can be viewed several ways. To view the Case Note Report, the user should select Print Case Notes under the Pending Reviews section. You should then enter a Start and End Date for the notes they want to view and select View Report. Remember: This pulls up case notes based on the Contact Date/Time not the entry date. At the bottom of the screen, a box will appear asking the user what they would like to do. Select Open to view the document. Remember: To print anything in JJIS, you must always View It. Just because it says Print does not mean it will automatically be sent to a printer. Page 27 of 47
Close the document and select the button to be returned to the Case Notebook Home Page. Another option for viewing case notes in this section is by clicking on the (+) next to the note you want to view. This allows the user to view the note by expanding it. User should click the (-) sign to retract the note. If the user wants more information pertaining to the Person, Type, and Location selected, user should click on the word View to open the case note entry. Page 28 of 47
This allows the user to see details on the Person, Type, and Location selected. It also allows the user to view case notes entered under the Youth Requirements section if available (we will discuss this in another section). Editing Case Notes: The original writer of the note may edit their own entries within five (5) calendar days from the date of entry. If edits can be made, the Edit link will be available in BLUE. Remember: All edits are logged by JJIS and besides the DIO, only the originator of the note can make edits. To edit a case note, click on the word Edit and JJIS will bring you to the Case Note Entry screen. Everything previously entered will be shown and edits can be made to any section on this page. Page 29 of 47
Once edits have been changed, click Save and Add/Edit Attachments to add attachments, or click Save and Exit to save changes and be returned to the Case Notebook Home Page. If you go to edit a case note, and the Edit button is disabled. This means the case note is no longer available to edit. If edits need to be made, the supervisor or designee must submit a DIO Help Request. It must include the youth s name, DJJID# and the specific corrections to be made. Page 30 of 47
Deleting Case Notes: You will notice that for every case note entry, the Delete button will be disabled. Deletions should be limited and require supervisory approval. Case Notes can only be deleted by a DIO. A Supervisor must grant approval before the DIO can carry out the deletion of the case note. The Supervisor or designee should be the one to submit the DIO HELP Request for Case Note deletions. The Help Request must include specific information (contact date/time, content; and reason for deletion) of note that is to be deleted. The Chief or Assistant must submit the request to delete an entry made by a Supervisor. Remember: Once a Supervisory Review has been initiated, case notes cannot be deleted! In-Progress Reviews: Under Pending Reviews, the Supervisor has the option to initiate a Supervisory Review. If a Supervisor starts a review, and then saves it as In Progress, the pending notes will drop down to the In-Progress Reviews section. Any notes written after a Supervisory Review is initiated will not be included in the pending Supervisory Review. In this section, the user will find the most recent case notes that are currently being reviewed by the Supervisor or designee. They are listed in chronological order by the Contact Date/Time with the most recent contact at the top of the screen. These notes will remain in this section until the 90 Supervisory Review is completed by the Supervisor or designee. Once the review is completed, they will drop down to the Completed Reviews section of Case Notebook. Page 31 of 47
JPO s will only have the option to view the In-Progress Reviews/Case Notes and edits cannot be made. Supervisory Reviews: Supervisory Review refers to the formal review process used to document supervisory case reviews, including the 90 Day Review of supervision cases in accordance with Florida Administrative Code 63D-10.003 Community Supervision Services [The JPOS shall conduct a case review of each case at least once every 90 days while the youth is under supervision]. See JJIS Business Rule Case Notebook 10-001 for specific rules. From the Case Notebook Home Page, the Supervisor or designee should click on Supervisory Review under the Pending Reviews. Once a review is initiated, case notes cannot be deleted, only edited. If the deletion of a case note(s) is required, the supervisor/designee should send a DIO Help Request prior to initiating a Supervisory Review. Once submitted, the supervisor/designee should wait until the Help Request has been completed/closed prior to initiating the Supervisory Review. Note: It is suggested that the reviewer prints the case notes prior to starting a review. Page 32 of 47
Next, select the programs/units for case notes that should be included in the review and select continue. See JJIS Business Rule Case Notebook 10-001 for more information on which Units/Programs should be reviewed during the supervisory review. On the Supervisory review page, the Supervisor can see information pertaining to the youth s PACT assessment, and YES Plan. Supervisors can send a computer-generated email if a new PACT screen is needed or if an updated YES Plan is due. Page 33 of 47
If the supervisor clicks the Email JPO button next to Update PACT, JJIS will prompt the user to select the JPO they want the task to be sent to. User should select the button next to the JPO s name and then click Email. JJIS will confirm your message has been sent, and send the automated email to the JPO. Click Close to return to the Supervisory Review page. Page 34 of 47
This is a computer generated e-mail from the Juvenile Justice Information System (JJIS). In order to complete a supervisory case review, your supervisor has requested that an updated PACT Assessment be submitted in JJIS for the following youth: If a YES plan has not been generated, the Supervisor can also send an automated email to the JPO. If the supervisor clicks the Email JPO button next to YES Plan Pending Approval, JJIS will prompt the user to select the JPO they want the task to be sent to. User should select the button next to the JPO s name and then click Email. JJIS will confirm your message has been sent, and send the automated email to the JPO. Click Close to return to the Supervisory Review page. Page 35 of 47
In the next section of the Supervisory Review, the user can view case notes and any sanction action steps for the period being reviewed. Note areas can be expanded by clicking on the (+) sign next to each case note/youth requirement. Page 36 of 47
As we continue, links to review the PACT or approve the YES Plan can be seen under the Supervisor Instructions section. To review the last PACT completed, click on the Review PACT button. A warning will be displayed on the screen. Click OK to move forward. Page 37 of 47
Once you click Ok, you will be brought to a separate screen located on Assessments.com. Here you can view the most recent PACT Assessment for the youth. Once they are finish, they can close this window to get back to their Supervisory Review. To approve the YES Plan, click on the Approve YES Plan button. A warning will be displayed on the screen. Click OK to move forward. Page 38 of 47
Supervisor will be brought to the YES Plan. User can click on Edit to review the YES Plan and either approve or reject it. Supervisors can review the YES Plan for accuracy. The Youth Requirements entered are view only and cannot be changed by the Supervisor. Page 39 of 47
Once the review is complete, at the bottom of the screen, the supervisor has the option to Approve or Reject the YES plan. Add comments if necessary and then select Save. Based on the youth s PACT Risk to Reoffend, JJIS will determine if a Change Goal is necessary. If so, the following message will be displayed, and the user should click OK to continue. The YES Plan should now change the status to Approved. Click the symbol in the top right hand corner to exit. JJIS will automatically generate emails to the JPO Notifying them if a YES plan was approved or rejected. The text entered by the Supervisor in the comments section of the YES Plan request will show in the generated email. Page 40 of 47
Note: If case notes are added before a youth s first YES plan is approved, no Youth Requirements info will be visible for comments/notes under the General Narrative section. Once the plan is approved and the user returns to Case Notebook, all OPEN requirements will appear under the General Narrative and comments can be added then. See section titled: Case Notebook Youth Requirements for more information. For the last part of the Supervisory Review, the user should document their review/comments in the Narrative/Instructions area. Be sure to add a date under Next Review Date. The Supervisory Review cannot be saved to In-Progress or Complete without this date. The next review date is automatically generated for 90 calendar days however, it can be changed to an earlier date. Page 41 of 47
Once everything is entered, the user has options on how they want to proceed with the review. If Save in Progress is selected, all changes will be saved and the review will appear in the In- Progress Reviews section of Case Notebook. By clicking Edit, the supervisor can return to the review and add comments, update next review date, and/or complete. Remember: If you would like your staff to add more detail to their notes, you cannot select Save In Progress on your Supervisory Review. Save in Progress locks all entries from being edited. New entries entered while the notes are in Save In Progress status will be covered in the next Supervisory Review. If you would like the additional text to be included in the current review, then select Cancel and begin the review again once staff has updated the notes to your satisfaction. Otherwise, the supervisor can click Complete to finish the review. Page 42 of 47
Completed Reviews: Once a Supervisory Review is saved as Complete, it drops into the Completed Reviews Section. Once Supervisory Review is completed, notes within that review period are locked from further editing/deleting. Remember: Only DIO s can re-open a review. The DIO can also edit a note within a completed review, but notes and attachments cannot be deleted after a Supervisory Review has taken place. If a review is re-opened, it will be brought back to the In-Progress Reviews section of Case Notebook. Find the review and click Edit. Page 43 of 47
If a review is re-opened and changes are made, the modified date and time is captured in the Supervisory Review Edit History. Supervisor should mark as Complete to return to the Case Notebook Home Page. Case Notebook Youth Requirements If the youth is being supervised according to a Youth Empowered Success (YES) Plan, individualized notes should be entered to indicate which Youth Requirements/Change Goals were addressed during the case activities. After a YES Plan has been approved by the Supervisor, the JPO should address the youth s progress towards the completion of youth requirements. You should start a new case note, being sure to add the Contact Date/Time and a general narrative. You should then scroll down to the bottom and click on the (+) to expand and add the note. Page 44 of 47
At least one case note must address each open Youth Requirement/Change Goal every 90 days for all youth on active supervision. All Youth Requirements/Change Goals do not need to be addressed in every case note. If a Youth Requirement is not displaying in Case Notebook, you may need to check a few things. First, be sure that all the Youth Requirements have been entered. Secondly, verify that the most recent YES Plan has been approved by your supervisor. If notes are added before the youth s first YES Plan is approved, no Youth Requirements info will be visible for comments/notes under the general Narrative. Only once the YES Plan is approved will all OPEN requirements appear under the General Narrative Section. Remember: When a Youth Requirement is closed, it will remain in the Case Notebook Module until a new YES Plan is created and approved. Page 45 of 47
Once you have entered your Youth Requirement Note, click Save and Exit to complete. To view the saved youth requirement note, go to the Pending Reviews section and click on the word View. Click on the (+) sign to expand the note for viewing. Click Exit to return to the Case Notebook Home Page. If you have any questions, contact your local Data Integrity Officer (DIO)! Page 46 of 47
Other Resources FLORIDA ADMINISTRATIVE CODE JJIS BUSINESS RULES Page 47 of 47