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In June 2008 Casey Family Services made the decision to replace their internally developed Case Information System (MS Access\SQL Server\Crystal Reports) with commercial off-the-shelf software. This ppt slide deck was created by me to document the current information system and business processes that a new replacement system would need to support. This set of slides was a high-level overview of the core workflows file structures needed to support the management of Foster Care Services.
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*Alternant flow within some Services when service provided at a low level of therapeutic intensity. *Alternant flow within some Services when service provided at a low level of therapeutic intensity.
Case Folder and Demographics is created for every Entity that is a
Consumer and/or Provider of Services at time of first approved
Referral
All Services Folders associated with an Entity will share common
Demographics.
Collection of all Service Folders associated with an Entity.
Re-opening a closed Service Folder requires a new Referral and when approved creates a new
Service Folder.
Collection of all Referrals associated with an Entity.
Service Folder is created for each service approved in a Referral.
View index of all documents
associated with an Entity’s Case
FolderAn electronic
document stored in the DMS can be
linked to Demographics and to one or more Service Folders at the same
time.
View index of all documents
associated with Demographics
View index of all documents
associated with a specific Service
Folder
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Status Ext Status
Comments
R[Y |F|G|P] O Referral Open awaiting decision.
R[Y |F|G|P] L Referral Locked due to inactivity.
R[Y |F|G|P] C Referral Closed, i.e. Declined for service by CFS, withdrawn or placed by another provider
R[Y |F|G|P] A Referral approved for assignment and assessment in one or more services.
*If referral is for multiple services, the Ext Status code will be A if the referral is approved for at least one service.
7
Status Ext Status Comments
AY O Assessment Youth Open for Assignment or Assessment decision
AY A Assessment Youth Assigned to a Social Worker and awaiting Assessment service doc to start
AY I Assessment Youth Assessment Service Document started but not yet posted
AY D Assessment Youth Assessment Service Document posted awaiting Assessment decision
AY L Assessment Youth Locked due to inactivity in Demographics and Service Folder
AY C Assessment Closed, Declined for service by CFS, withdrawn or placed by another provider
8
Status Ext Status Comments
PY O Permanency Youth Open, approved for service and awaiting placement.
PY P Permanency Youth Placed in a Foster Family home
PY A Permanency Youth Placed in Adoptive Family home
PY R Permanency Youth placed in Residential or Restrictive care facility
PY I Permanency Youth living Independently
PY C Permanency Youth Closed. Closed Foster Youth Service Folder
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Posting Process
Draft
Draft ReviewRequired Fields Check
Post Previe
w
PostedIncomplet
e
*Document Status
1 3
4 6
5
8
9
7
10
2
DD Post
Review
Deleted
11
0
10
Posting Process
Draft
Draft ReviewRequired Fields Check
PostedIncomplet
e
*Document Status
1 3
4 5
6
7
82
Deleted
9
0
11
Private Shared Posted
*Document Status
2 5
Deleted
6
0
Deleted(no record stored) 1
Sharing Process
Required Fields Check
3
4
