Care Director Attached Documents Document Types / Sub Types · Care Director Attached Documents Document Types / Sub Types Oct 07 / updated Apr 08, Sep 09, Sep 11, May 12, Feb 13,

Care Director Attached Documents Document Types / Sub Types

Oct 07 / updated Apr 08, Sep 09, Sep 11, May 12, Feb 13, June 17, Jan 19 Page 1

NOTES

format for date DD MM YY or Month YY

inserting Dates: - If the document has a date typed on it, enter this date in the date field. If the document does not have its own typed date, enter the date it was received by us (should have our date stamp on it), otherwise, use the date entered on CareDirector.

e-mails should be cut and pasted into case note (see CareDirector user guide)

faxes and letters should only be saved as such when they do not fit a category type eg. OOHs alert

All handwritten case notes are to be inserted in “Case Information” whether they are Sessional Wrkers or Social Wrkers (Kathy May 26/07/11)

CLIENTS

Document Type - Client Caption

CASE INFORMATION Agreement (dd mm yy) (re) Case Notes Best Evidence Intervw Rep CAF (part A / B) (dd mm yy) Case note (dd mm yy) (by) Case Rec Sheet (dd mm yy) Complex Needs Panel (dd mm yy) Contact Record (dd mm yy) (by whom) Contact Timetable (date from – date to) Contract (dd mm yy) (type) Direct Wrk (dd mm yy) Foster Carer diary (dd mm yy) JAR Rprts / questionnaires (dd mm yy) (by) Life Story (dd mm yy) MAPPA Mtg Minutes (date) (re) Parenting Assess (dd mm yy) Rprt (date of rep) Drugs / Alcohol (re) Resource Panel (dd mm yy) Viability Assess (date) (re) PAMS (dd mm yy)

NAMING CONVENTIONS – RULING (EXACT ORDER):

Type of document, eg Let in; Report

Date (dd mm yy)

Who to / from / about / by

Re, eg contact dates, child permanence – only insert a short description




CHILDREN IN CARE CIC Convenor’s Chklst (dd mm yy) Assess & Revw CIC Child Profile (dd mm yy) CIC EIR 1 (dd mm yy) CIC EIR 2 (dd mm yy)

CIC Let out / in (dd mm yy) (to / from) (re)

CIC Matching Rprt (date of rep) (carer name)

CIC Matching Rprt for Adoption (dd mm yy)

CIC Matching Rprt for long term fostering (dd mm yy) (Carer name)

CIC Memo (dd mm yy) permission to go abroad

CIC P’way Needs Assess (dd mm yy)

CIC P’way Plan Revw (dd mm yy) Invite

CIC Placement Plan 1 (dd mm yy)

CIC Placement Plan 2 (dd mm yy)

CIC PPM Invite (date of Mtg)

CIC PPM minutes (dd mm yy)

CIC Revw (date of Revw) Consult Doc (from)

CIC Revw (date of Revw) NYAS Wishes and Feelings

CIC Revw (date of Revw) What was said

CIC Revw (dd mm yy) QA Rprt

CIC Revw Invite (date of Revw) (to / from) let out / in

CIC Safe Care Plan (dd mm yy) (carer name)

CIC Service Spec (dd mm yy) (carer name)

CIC Mtg Minutes (date of Mtg) (desc of Mtg)

CIC Permanence Tracking Mins

Document Type – Client Caption

EDUCATION Education (Revw / Rprt) (date of Revw/ Rprt) (type of Rprt)

Fax in / out (date of fax) (from / to) (re)

Info of Attendance (dd mm yy)

Let in / out (dd mm yy) (from / to) (re)

Let In SEN (dd mm yy) Revw

Mtg Minutes (date of Mtg) (Desc of Mtg)

Pastoral Support Prog (dd mm yy)

PEP (dd mm yy)

Statement of Ed Needs (date of statement)

Education, Health and Care Plan - EHCP + date




GENERAL / OTHER Complaint (dd mm yy) (from)

General Correspondence Compliment (dd mm yy) (from)

Consultation respns not CIC Revw (dd mm yy) (from)

Copy let in (date of letter) (from) (re)

CIN Revw (dd mm yy) Invite

Criminal Injury Board (dd mm yy) (document type)

Critical Incident Rprt (Date of incident)


Fax in DV Incident Rprt (date of incident)

Fax in OOHS (dd mm yy) (re)

Fax out CPU check (date of fax)

Fostering Placement Req (date)

Fax out OOHS alert (dd mm yy) (re)

Let in / out (date of letter) (from / to) (re)

MARAC Referral (dd mm yy)


Memo in / out (dd mm yy) (from / to) (re)

Referral for (dd mm yy) Spirituality Proj Wrk

Referral to (agency) (dd mm yy)

Report (date of Rprt) (description)

Name Checks (name) (dd mm yy)

Up2u (dd mm yy)

QA Transfer/closure (dd mm yy)


HEALTH CIC IHA (dd mm yy)

CIC RHA (dd mm yy)

Consent for Med Assess (dd mm yy) (name)

Drug Test Results (dd mm yy)

Fax in / out (dd mm yy) (from) (re)

Hlth Assess / Revw (dd mm yy) (by)


Medication Recrd (dd mm yy)


Rprt (date of incident) Dorset Ambulance Transport Rprt

SC Medication Forms (dd mm yy)

Skin / Body Map (date)


KEY DOCUMENTS Agreements / Contract (date) (re)

Birth Certificate (dd mm yy)

Chronology (date from)- (date to)

Chronology Court (date from) – (date to)

Consent (dd mm yy) (Reason)

Genogram (dd mm yy)

Missing Person (dd mm yy) RHI

Photographs (dd mm yy) (name)

Placement with Parents Regs (date)

Police Checks (dd mm yy)

Risk Assess (date) (by) external risk assess

Transition Plan (date of plan)



S47 Police Check Req (dd mm yy)

Strat disc Req (dd mm yy) (from/to)

Passport App (dd mm yy) (re)

PPN (dd mm yy) Occurrence number

Section 20 (dd mm yy)

Contract of expectations (dd mm yy)

Letter of expectation (dd mm yy)

Child protection enquiry ( CPE name) (dd mm yy)

Delegation of Authority (dd mm yy)




LEGAL Anti-Social Behaviour Conf (Type of doc) (date of event)

Care Order (Date of CO)

Court Care Plan (dd mm yy) (don’t use Final – just date)

Court Statement (dd mm yy)

Interim supervision order (dd mm yy)

Let in / out (date) (from / to) (re)

Legal Attendance Note (date of Mtg)

Legal Bundle (not usually scanned and attached) (dd mm yy)


Statement of Respondent (dd mm yy)

Witness Statement (dd mm yy)


OT NRS Order / Req (dd mm yy)

Quotation (dd mm yy) (from) (re)


Rprt (dd mm yy) (re)

Invoice (dd mm yy) (from) (re)

Order (dd mm yy) (to) (re)


SAFE GUARDING Core Grp Inv (date of core group) (who to) (date invite sent)

Child Protection CP Mtg Minutes (date of Mtg) (Desc of Mtg)

CP QA Rprt (date signed off)

CP Vulnerable Witness Contact (dd mm yy)

Fax in (date of fax) (from) (re)

Fax out / in (date of fax) (to / from) (re)

ICPC / RCPC (Date of Conf) Circs of Dec, Sum, Plan

ICPC / RCPC (date of Conf) Convenors Chklst

ICPC / RCPC (date of Conf) Invite (who to)

ICPC / RCPC (Date of Conf) Plan covering letter

ICPC / RCPC Rprt (Agency name) (Date of Conf)

ICPC / RCPC Summary (date of Conf)

ICPC /RCPC Reply slip (Date of Conf) (Agency name)

Let out / in (dd mm yy) (to / from) (re)

OLA CPC Rprt (date of Conf) (OLA name)




SERVICE PLACEMENTS / FINANCE

Contract (date signed) (supplier name)

Previously known as SS19 C36 (dd mm yy) (reason) Rec for Pay of Monies **

Direct Paymnt Statemnt (dd mm yy)


Invoice (date of invoice) (reason)

Let in (dd mm yy) (from) (re)

Quote (date of quote) (from)

Receipt (description of expenditure) (date of signature)

Resource Req (date signed) (description of expenditure)

SC Claim Form (dd mm yy)

Sessional Wrker Req (date of Req)

Service Agreement (dd mm yy) (re)

Transport Req (dd mm yy)

** Insert in Payments Log on CareDirector / Referrals. Section 17 should also be recorded here. Do not scan and attach to client’s record. Document Type – Client Caption

SESSIONAL WRK



CARERS

Document Type - Carers Caption

APPROVAL / PANEL Let out / in (dd mm yy) (to / from) (re) Panel Minutes (dd mm yy) Approval Panel Minutes (dd mm yy) Revw SUH Decision (dd mm yy) Rprt for Fostering Panel (dd mm yy) FPP (dd mm yy) (description of item)


ASSESSS Application Form (date received) CIC Placement Plan (dd mm yy) CIC Placement Req (dd mm yy) CP Strat Disc (dd mm yy) Enquiry Sheet (dd mm yy) Fire Brig Assess (dd mm yy) All Form Fs Form F (no) (dd mm yy) H & S Chklst (dd mm yy) H & S Rprt (dd mm yy) (from) Initial Rprt (dd mm yy) Initial Visit (dd mm yy) Let out / in (dd mm yy) (to / from) (re) Panel Papers (dd mm yy) Approval Panel papers (dd mm yy) Revw Pet Assess (dd mm yy) Placement Search (dd mm yy) (s/u name) Questionnaire (dd mm yy) Referral Form (dd mm yy)


CASE INFORMATION Agreements other than FC (dd mm yy) Case Notes Application (dd mm yy) Case note (dd mm yy) (by) Child Profile (dd mm yy) (child’s name) Contact Record (dd mm yy) (by whom) Exemption (dd mm yy) Foster Carer diary (dd mm yy) Matching Record (dd mm yy) (child’s name)

Matching Rprt for long term fostering (dd mm yy) (child’s name)

Med record (dd mm yy) (child’s name) Mtg (dd mm yy) (with) (re) Planning Mtg (dd mm yy) Service Spec (dd mm yy)



Document Type – Carers Caption

CONFIDENTIAL Employer’s Ref (dd mm yy)

Med update (dd mm yy) (name)

Med Forms (dd mm yy) (name)

Personal Ref (dd mm yy)

Stat Check Med (dd mm yy)

Stat Check Hlth (dd mm yy)

**CRB – these are not scanned and attached Document Type – Carers Caption

FINANCE / EQUIPMENT

Allowances / Fees (dd mm yy) (re)

Contract (date signed) (supplier name)




Quote (date of quote) (from) (re)


Resource Req (date signed) (description of expenditure)

Med Service CiCim (dd mm yy)

SC Claim Form (dd mm yy) (re)


GENERAL / OTHER Closure Summary (dd mm yy) General Correspondence Complaint (dd mm yy) (from) Compliment (dd mm yy) (from)

Email in / out (date of email) (from / to) (re)

Enquiry note (dd mm yy) (from) (re)

Fax in / out (date of fax) (from / to) (re) Let in / out (date of letter) (from / to) (re) Memo in / out (dd mm yy) (from / to) (re) Mtg (date of Mtg) (re) Questionnaire (dd mm yy) Resignation (dd mm yy)


KEY DOCUMENTS Child Profile (dd mm yy) (name of child)

Chronology (date from) - (date to) Consent / Perm to share Info (dd mm yy) FC Agreement (dd mm yy) Approval

FC Agreement (dd mm yy) Revw Genogram (dd mm yy) Placement reg 38 (dd mm yy) Safe Care Plan (dd mm yy) Not Med Stat check (type of check) (dd mm yy) (for)




REVWS CIC Revw (dd mm yy) Let in / out (date of letter) (from / to) (re) Revw of Approval (dd mm yy) SC Revw (dd mm yy) SW comments


TRAINING Cert (dd mm yy) (re)




ADOPTION

Do NOT SCAN letterbox contact information. Papers to be sent to Jacqui / Sandra in the Adoption team Document Type - Adoption Caption

APPROVAL / PANEL Let out / in (dd mm yy) (to / from) (re) Planning / Matching Mtg Panel (date of panel) (type of doc)

PMM Minutes (dd mm yy) Rprt (date) Child Permanence APP (dd mm yy) (description of item)

Document Type - Adoption Caption

ASSESS Application Form (dd mm yy)

Enquiry (dd mm yy) Fire Brig Assess (dd mm yy) Form F (no) (dd mm yy) H & S Chklst (dd mm yy)

H & S Rprt (dd mm yy) (from) Let out / in (dd mm yy) (to / from) (re) Pet Assess (dd mm yy) Referral (dd mm yy)


CASE INFORMATION Case note (dd mm yy) (by) Case Notes Closure Summary (dd mm yy) Contact Arrangmnt (date) (with) Contact Record (dd mm yy) (by whom)

D-Reg (dd mm yy) (type of doc) Life Story (date)

Mtg (dd mm yy) (with) (re) Notice of Adoption Mtg (dd mm yy)

Permanence Plan PPM (dd mm yy) Prosp Adopter Rprt (dd mm yy) Revw (dd mm yy) (type of doc)

Stat Visits (date) (by) Transfer Summary (date)


CHILDREN IN CARE Adopt Revw (dd mm yy) CIC Matching Rprt for Adoption (dd mm yy)

CIC Revw (dd mm yy) (type of doc) Education (dd mm yy) (re)



Document Type – Adoption Caption

CONFIDENTIAL Emp Refs (dd mm yy) (name)

Emp history (dd mm yy) (name)

Financial Statemnt (dd mm yy)

Let in / out (date of letter) (from / to) (re) Med info (dd mm yy) (name) Med Rprt (dd mm yy) (name) Personal Refs (dd mm yy) (name) Rprt (dd mm yy) (re) Stat check Med (dd mm yy) (for)

** CRB these are not scanned and attached to CareDirector Document Type - Adoption Caption

GENERAL / OTHER Complaint (dd mm yy) (from)

General Correspondence Compliment (dd mm yy) (from)


Fax in OOHS (dd mm yy) (re)

Fax out OOHS alert (dd mm yy) (re) Let in / out (date of letter) (from / to) (re) Mtg Minutes (date of Mtg) (Desc of Mtg)

Memo (dd mm yy) (from) (re) Notifctn of placement to agencies (date) (to) Rprt (date of Rprt) (description)


KEY DOCUMENTS Access to Birth record appl (dd mm yy)

Adopt Placement Plan (date)

Agreement (dd mm yy) Chronology (date from) - (date to) Consent (dd mm yy) (from) (to) (Reason) Exercising Parental Respons (date) Family Tree and Eco Map (dd mm yy) Genogram (dd mm yy) Permission to Share (dd mm yy) Photos (date) Not Med Stat check (type of check) (dd mm yy) (for) Stat check Info (dd mm yy)


LEGAL Court Order (date of CO) Court Rprt (dd mm yy) Legal Attend Note (date) (re) Let in / out (date of letter) (from / to) (re) Memo (dd mm yy) (from) (re) Notice of Final Hearing (dd mm yy)




MATCHING Let in / out (date of letter) (from / to) (re)

Matching Mtg (dd mm yy)


SERVICE PLACEMENTS / FINANCE




Med Service CiCim (dd mm yy)

Quote (date of quote) (from) (re)


Resource Req (date signed) (description of expenditure) Previously known as SS19 C36 (dd mm yy) (reason) Rec for Pay of Monies **

Special Guardian Allowance (dd mm yy)

** Insert in Payments Log on CareDirector / Referrals. Section 17 should also be recorded here. Do not scan and attach to client’s record. Document Type – Adoption Caption

TRAINING Cert (dd mm yy) (re) Let in / out (date of letter) (from / to) (re) Training Reply slips (dd mm yy) (name)