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MSC 0080 (01.19)
Information Memorandum Transmittal Aging and People with Disabilities
Robert Davis, CAM Project Director Marie Cervantes, APS Program Manager Number: APD-IM-19-020
Authorized signature Issue date: 4/15/2019 Topic: Protective Services Due date: Subject: CAM 3.2 System Release Effective 4/22/19 - Review Attachment Applies to (check all that apply):
All DHS employees County Mental Health Directors
Area Agencies on Aging: Type B Health Services
Aging and People with Disabilities Office of Developmental Disabilities Services (ODDS) Self Sufficiency Programs
County DD program managers
Support Service Brokerage Directors
ODDS Children’s Intensive In Home Services
ODDS Children’s Residential Services Stabilization and Crisis Unit (SACU)
Child Welfare Programs Other (please specify):
Message: Over the weekend of April 19th, the Centralized Abuse Management (CAM) system will be updated with system release 3.2. To support this update, CAM will be unavailable from 6pm Friday 4/19 through 8pm Sunday 4/21. Please plan accordingly to not log into CAM during this time. When staff arrive to the office on Monday 4/22, the new functionality will be reflected in CAM. The system update will include functionality to better meet field business needs. The attached document outlines the full list of system changes and includes how the system updates will affect business processes within CAM. The attachment also outlines how intakes or investigations that were started prior to the system release should be handled after the 3.2 changes go into effect. CAM Change Leaders and Super Users were provided information on these changes at the April 10th workshop. Based on feedback received from the participants of the workshop, additional Skype support sessions have been set-up and are open to all APS staff.
MSC 0080 (01.19)
Optional Skype Support Sessions: There will be two Skype sessions (each covering the same content) available for additional support on these changes. Each session will review the transmittal attachment and provide opportunity for Q&A. These sessions will be facilitated by the project team with the support of the APS policy. We encourage you to attend one of the following sessions:
• Option 1: Thursday, 4/18/19 1-3pm o Skype Link: https://meet.dhsoha.state.or.us/kairi.j.orejuela/Y97ST003
Phone: 1 (503) 934-1400 Conference ID: 5119055
• Option 2: Thursday, 4/25/19 1-3pm o Skype Link: https://meet.dhsoha.state.or.us/kairi.j.orejuela/Y97ST003
Phone: 1 (503) 934-1400 Conference ID: 5119055 Appointments for both of these sessions will be sent to the CAM Change Leader and Super User and can be forwarded on to staff as Change Leaders or Super Users see fit.
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If you have any questions about this information, contact:
Contact(s): CAM Project [email protected] APS Unit [email protected]
Phone: Fax:
Email:
Review attachment below…
CAM System 3.2 Update Details With the Centralized Abuse Management (CAM) system release 3.2, the following system changes will be implemented at the opening of business on April 22nd, 2019 in CAM. Please review to understand how these changes will impact your use of CAM. 1. Intake Type Options Changed: ................................................................. 2
2. New Victim Same as Reporter Checkbox: ................................................ 3
3. New Interview/Observation Format:.......................................................... 5
4. Interviews Conducted With Now Captures Role ....................................... 9
5. Confidential Cases: ................................................................................ 10
6. Initial Response Date Now Required: ..................................................... 10
7. Initial Response Due Date Will Re-calculate Upon Change: ................... 11
8. New Due Date Calculations Based on Business Hours .......................... 11
9. Specialized Endorsement Field Now Required to Close ......................... 11
10. Additional Options Added to Professional Relationship Type ............... 12
11. New Deviation Reason for No AV Contact ........................................... 13
12. Out of State Added as a County for Victim Location Information ......... 13
13. Supervisors Are Now Able to Approve Admin Closure Facility Cases: . 13
14. Supervisors Now Able to Edit Cases Prior to Final Status: .................. 13
15. New Queues Available for Workload Management: ............................. 14
16. APS Report Will Now Auto-Upload to CAM: ........................................ 14
17. Additional CAM Document Updates:.................................................... 16
18. Sample Full Revised APS Report Format: ........................................... 17
1. Intake Type Options Changed:
• The Intake Type options have changed. There are now only two Intake
Types: No Abuse Concern and Abuse Concern
• The previous Intake Types of: Consult Only, SI – No Abuse Concern,
SI – Abuse Concern and Complaint of Abuse will no longer show as
options in the Intake Type list.
• Additionally, there is now a “Rose Form?” checkbox next to the Intake
Type options. This replaces the need to have the “SI” Intake Types.
The Rose Form checkbox should be selected for any intake that meets
the ROSE criteria.
o Checking the Rose Form checkbox, tracks in CAM that the intake
met the ROSE criteria, but the ROSE form will still need to be
completed outside of CAM following the existing ROSE form
process.
o Then, as currently in place, a notification should be inputted into
CAM, noting that the ROSE form was completed outside of CAM.
• For Intakes that were opened prior to these changes being
implemented but have not yet had screening decisions, (meaning they
are still intake-process status on 4/22*) the following guidance should
be followed: Prior to system update, Intake Type shows:
After system update, Intake Type shows:
Action Required Prior to Making a Screening Decision (on or after 4/22)
Consult Only No Abuse Concern No action required
SI – No Abuse Concern
SI – No Abuse Concern, unless you Edit Intake, at which point the Intake Type will be Blank
Upon Editing Intake, Intake Type will need to be re-entered as No Abuse Concern and the Rose Form checkbox should be selected
SI – Abuse Concern
SI – Abuse Concern, unless you Edit Intake, at which point the Intake Type will be Blank
Upon Editing Intake, Intake Type will need to be re-entered as Abuse Concern and the Rose Form checkbox should be selected
Complaint of Abuse
Abuse Concern No action required
*There is no action needed on cases that have already been assigned or closed.
2. New Victim Same as Reporter Checkbox:
• A new checkbox now appears in both the Quick and Full Intake to support victim self-report intakes.
o This change allows for victim self-reporters who are not currently listed as person accounts in CAM to be captured through the intake process.
o There will no longer be a need to first create the person account outside of intake to avoid a duplicate person account creation for victim self-reporters who are not already in CAM.
o Upon saving an intake using this checkbox, a single person record will be created or updated to reflect both the victim and reporter information.
• The checkbox is found in the Victim Details section in both Quick and Full Intake:
• When the Victim Same as Reporter checkbox is checked, a message will appear in the Reporter Details section of the intake to note that the Reporter demographics are disabled:
• Within both Full and Quick Intake, checking the Victim Same as Reporter checkbox will copy person account details for the victim self-reporter as follows:
Using Victim Same as Reporter Checkbox
When the “Victim Same as Reporter” checkbox is checked prior to entering any demographics on either the Reporter or the Victim…
• Reporter demographics will become disabled
• Victim demographics should be entered into the Victim section
• Victim demographics will be copied into the Reporter demographics upon save
When demographics are entered only into the Reporter, the Victim demographics are blank, and then the “Victim Same as Reporter” checkbox is checked…
• Reporter demographics will become disabled
• Reporter demographics will be copied into the Victim demographics upon save
When demographics are entered only into the Victim, the Reporter demographics are blank, and then the “Victim Same as Reporter” checkbox is checked…
• Reporter demographics will become disabled
• Victim demographics will be copied into the Reporter demographics upon save
When demographics are entered into both the Victim and Reporter section and then the “Victim Same as Reporter” checkbox is checked…
• Entered Reporter demographics will become disabled and the Reporter fields will become blank
• Victim demographics will copy into the Reporter demographics upon save
3. New Interview/Observation Format:
• The Interview and Observation tools in CAM have been updated so that interview and observation notes can link to specific allegations.
• Each interview and observation now contain: o A general notes section that should be used to capture general
information for statements that apply to all allegations and o Allegation specific notes sections that can be individually
selected, thus requiring notes to each of the selected allegations. ▪ When information is added into an allegation specific note
the information will be stored upon save. ▪ If, prior to saving, the checkbox to the allegation specific
note is unselected, reselecting the allegation will re-populate the information that was entered into this note.
▪ Saved interviews or observations can be edited but, as previously in place, cannot be deleted without the assistance of a system administrator.
• The example below shows how interview notes should be separated to
break out allegation specific information:
General Notes section - used for statements that
apply to all allegations
Allegation Specific
Notes sections –
when allegation boxes are
checked, a notes field
appears
• I’ve known AV a long time.
• I tried to help get AV’s affairs in order when h/h was in the hospital and everyone thought s/he was dying.
• Now people are acting like I am out to get h/h.
• AV gave me the travel trailer.
• It was a piece of junk.
• I didn’t need it, so I got rid of it.
• AV called the cops on me.
• Here’s the dump receipt.
• AV called me swearing at me and demanded h/h trailer.
• Verbal abuse? Are you kidding me?
• AV called me a thief, so I called AV a liar and a fool.
• The APS Report has been revised to reflect the updates to the interview/observation tool. A full sample APS Report is included at the end of this document.
o Interview General Notes will appear in the GENERAL INTERVIEWS section of the APS Report:
o Observation General Notes will appear in the GENERAL
INVESTIGATIVE OBSERVATIONS section of the APS Report:
o Allegation Specific Interviews and Observations will be captured in the new ALLEGATION SPECIFIC INTERVIEWS, OBSERVATIONS & OUTCOMES section of the APS Report. The APS Report will now be organized by allegations:
• For investigations that are in-progress/assigned when these changes
take effect, the following guidance should be followed:
Use of the Interview/Observation Tool for In-Progress Cases on 4/22
Scenario Action Required after 4/22/19
“Date Report Received” Prior to System Change:
For intakes/investigations with a CAM Date Report Received** of prior to 4/22/19…
No action is required, investigators will see the new functionality when opening their interview or observation and they have the option of break out all* of their interview/ observation notes into allegation specific notes, but this is not required or expected.
“Date Report Received” After System Change:
For intakes/investigations with a CAM Date Report Received of 4/22/19 or later…
Investigators will be required to utilize the new functionality to capture their interview or observation notes into allegation specific sections.
*For cases with a Date Report Received prior to 4/22, if allegation specific notes are utilized for any interview or observation in the case, then ALL interview and observations in the case need be documented this way. **Using the Date Report Received as the basis for which cases need to be utilizing the allegation specific notes is being used based on feedback that was received at the CAM Change Leader and Super User meeting on 4/10/19. With this, full investigations will be documented in the same format.
4. Interviews Conducted With Now Captures Role
• When capturing interviews in CAM, it is now possible to select the person and their applicable role from the “Interview Conducted With” drop-down according to the role the person plays for that interview, as long as you have added the person to the applicable areas of the case.
• For the example below, Gold Fish is listed twice in the list because Gold Fish plays two roles in this investigation.
o If you are interviewing Gold Fish as a witness, you will now be able to select the (IC) Gold Fish option since this interview is not regarding (AP) Gold Fish.
5. Confidential Cases:
• There is a new APD Central Office confidential cases queue that
confidential cases will automatically be routed to. APD Central Office
can now manage approvals for confidential cases.
• Additionally, the Record Owner will receive email notifications for
confidential case status changes requiring additional action, or in the
case of an approval, for notices to be sent.
• As a reminder, the Confidential checkbox should be reserved for cases
that have been identified as having a conflict of interest within the office.
6. Initial Response Date Now Required:
• The Initial Response Date is now required to close an assigned
investigation.
• This date cannot be entered as a date in the future. Either attempting to
close without this date OR entering a future date will result in an error
message.
7. Initial Response Due Date Will Re-calculate Upon Change:
• The Initial Response Due Date will now automatically re-calculate when
you change the Initial Response Time (Same Day, Next Day, or 5 Day).
8. New Due Date Calculations Based on Business Hours
• Screening Determination Due Date, Initial Response Due Date and
Investigation Due Date, will now be calculated based on business days
(12:00 AM – 4:59 PM local time).
• For Intakes created between 5:00 PM and 11:59 PM, there will be an
additional business day added to the calculation of the due dates for the
fields listed above.
9. Specialized Endorsement Field Now Required to Close
• Making a selection in the Specialized Endorsement or Contract field is now required to close a facility case.
o A validation will require a selection of one of the options in the picklist before an assigned facility investigation can be closed.
o An error will be received upon attempting to close a facility investigation without a selection.
• To support this requirement, the Specialized Endorsement or Contract picklist has been updated to now include a “Not Applicable” option.
• As part of the facility investigation, it will be important that investigators ask the facility if the AV is being served under a Specialized Endorsement or Contract and if so, which type so that it can be accurately tracked in CAM.
• Within Full Intake, the Specialized Endorsement or Contract field can be found on the Incident tab, in the Incident Details section.
• On the standard details page of the intake/investigation, this field can be found in the Intake Report Information section of the page.
10. Additional Options Added to Professional Relationship Type
• Three new options have been added to the Professional Relationship
Type:
o Resident Care Coordinator
o Lawyer/Attorney
o Social Worker (LCSW)
11. New Deviation Reason for No AV Contact
• When creating a Deviation for No Alleged Victim Contact, you are now
able to choose a Deviation Reason of AV Deceased.
12. Out of State Added as a County for Victim Location Information
• A new “Out of State” option is added as a county choice in the Victim Location Information, Victim Residence at Time County field.
• The “Out of State” option is found at the bottom of the drop-down county list.
13. Supervisors Are Now Able to Approve Admin Closure Facility Cases:
• Supervisors will be able to approve Facility cases that are
administratively closed.
• These cases will no longer route to SOQ.
14. Supervisors Now Able to Edit Cases Prior to Final Status: • Supervisors will now be able to make minor changes to an
intake/investigation up until:
o the case is in Final status, for a community case or
o the case is in the Secondary Approval process, for a facility case
15. New Queues Available for Workload Management:
• Several additional queues have been created to help with workload
management within districts.
• While many of these newly created queues have been assigned, there
are still a limited number of queues that are “vacant” that can be
assigned to specific areas upon request.
o An example of when areas have found additional queues helpful
is when there is a need to assign cases to a screening team or to
a team in another office of the district.
▪ These teams would be different than the people in the
“county queue” so there would be a need to have a different
queue in place.
• If your district has a need to further divide up work utilizing queues,
mangers can request that one of the vacant queues be assigned to
your district by sending a request to [email protected]
o Because there are a limited number of vacant queues available,
requests will be reviewed and prioritization will occur.
o CAM.support will request additional details upon receiving
requests.
16. APS Report Will Now Auto-Upload to CAM:
• The APS Report will now Auto-Upload to the Files section of the case each time a worker manually generates the APS Report - through the “Create Document” process in CAM.
o Additionally, when a worker generates the APS Report within the Create Document tool in CAM, the APS Report will be auto-named using the following naming convention:
APS Report – Case# - {upload date} – case status at time of upload.file type
As example:
APS Report - 00021515 - {04/12/2019} - Assigned for Investigation.doc
o If more than one APS Report is generated through the course of an investigation, the previous/older versions of the uploaded report should be deleted, so that only the more recent APS Report shows in the Files Section of the case.
• In the example below, 4 APS Reports show in the files section because the report was generated 4 times.
• All but the most recent one of these should be deleted.
• A File can be deleted by selecting the “Del” link, located next to the Download link in the Files section.
o The File “Share Settings” for the auto-uploaded APS Report will
continue to need to be updated to “Collaborators” so that anyone can view the report:
• The APS Report is the only CAM document that will auto-upload/ auto-name to a case. All other CAM documents will continue to be manually uploaded and named.
17. Additional CAM Document Updates:
• Notice of Assigned Investigation template is revised to include addition fields:
o Record Owner Details have been added o Initial Response Date added
• New Risk Management Report template added:
18. Sample Full Revised APS Report Format:
Protective Service/Abuse Investigation Report (Information on this page is Confidential)
Investigation ID: 00021515 Date/Time Received:
04/12/2019 8:19
Office: 500 Summer Received By: Blue Clark
City/State/Zip: Salem Oregon 97301 Incident Date: 04/12/2019
Responsible County:
Marion Incident Time:
Investigator Name: Blue Clark Incident Timeframe: Estimated
Phone: (503) 947-8516 Specialized Endorsement or Contract:
Date of Cross Report to LEA:
Date of LEA Contact with Victim:
Investigation Start Date:
4/12/2019
APS FACILITY (SECTION ONLY):
Facility Name:
Address:
SUMMARY OF REPORTERS CONCERN (DO NOT USE NAMES):
AP1 financially exploited and verbally abused AV.
This Page has been kept blank intentionally for confidential purpose Or
"This page is intentionally left blank"
SUBJECTS (THIS PAGE IS CONFIDENTIAL)
REPORTER:
Name Address Phone Relationship
Blue Pepper 12145 State Street NE, Apt 4323, Salem, Oregon, 97525
Home: (548) 568-9987
Roommate
ALLEGED VICTIM:
Person Code
Name Address Phone Age
AV Gold Fish 147 That Street #21, Eugene, Oregon, 87878
Home: (787) 878-7785
49
Birthdate: 04/18/1969
Gender:
Medicaid #:
ALLEGED PERPETRATOR(S):
Person Code Name Address Phone
AP1 Red Fox 2345 Physical Street, Portland, Oregon, 87878
Home: (781) 587-4715
Relationship:
INVESTIGATION CONTACT(S):
Person Code Witness Relationship Phone
W1 Black Bear Facility Administrator Home: (782) 145-6888
CONTACT LOG(S):
Date of Activity Contact Conducted Contact Result Other Result
GENERAL INTERVIEWS:
Person Code
Date of Activity
Interview Time
Contact Type Witness Interview Notes
AV1 04/04/2019 12:25 Email • When I was placed here, I was dying.
• I trusted AP1.
• AP1 took advantage of me and treated me like I owed h/h something.
W1 04/04/2019 14:12 In person interview
• AV came here at the end of their life but is off hospice now.
• S/he’s applying for Medicaid, so s/he
can stay.
AP1 04/10/2019 12:41 Conducted phone interview
• I’ve known AV a long time.
• I tried to help get AV’s affairs in order when h/h was in the hospital and everyone thought s/he was dying.
• Now people are acting like I am out to get h/h.
GENERAL INVESTIGATIVE OBSERVATIONS:
Date of Activity Notes
04/04/2019 AV Physical Observation:
• AV is alert and oriented to person and place.
• AV displays some confusion with time frames.
• AV can understand and answer questions.
GENERAL DOCUMENTARY OBSERVATIONS:
Date of Activity Notes
04/10/2019 None.
ALLEGATION SPECIFIC INTERVIEWS, OBSERVATIONS & OUTCOMES:
AP/Allegation Interview/Observation Details Allegation Specific Notes
AP1 - Financial Exploitation
Date of Activity: 04/04/2019 Person Code: AV1 Interview Time: 12:25 Contact Type: Email
• I asked AP1 to take my travel trailer when I was told I was dying.
• If I knew I was going to make it, I wouldn't have given it away.
• Now that I am alive, I want it back.
• AP1 told me they donated it to charity.
• I don’t believe it – I think AP1 still has it.
• I reported it to the police.
• AP1 is upset because I got the police involved.
AP1 - Financial Exploitation
Date of Activity: 04/04/2019 Person Code: W1 Interview Time: 14:12 Contact Type: In person interview
• AV wants to know where h/h trailer is.
• AP1 said the travel trailer was donated.
• AV did file a police report.
• AP1 is upset with AV about the police getting involved.
AP1 - Financial Exploitation
Date of Activity: 04/10/2019 Person Code: AP1 Interview Time: 12:41 Contact Type: Conducted phone interview
• AV gave me the travel trailer.
• It was a piece of junk.
• I didn’t need it, so I got rid of it.
• AV called the cops on me.
• Here’s the dump receipt.
• AV called me swearing at me and demanded h/h trailer.
• I asked AV to not call me anymore.
AP1 - Financial Exploitation
Date of Activity: 04/10/2019 Observation Type: Documentary
• Dump receipt dated 4/10/19 showing disposal of the trailer
AP1 - Verbal Abuse Date of Activity: 04/04/2019 Person Code: AV1 Interview Time: 12:25 Contact Type: Email
• AP1 came in here after the police went to talk to h/h.
• AP called me some names.
• I won’t repeat them.
• I just shook it off.
AP1 - Verbal Abuse Date of Activity: 04/04/2019 Person Code: W1 Interview Time: 14:12 Contact Type: In person interview
• AP1 was pretty upset with AV after the trailer thing happened.
• AP1 came in and s/he and AV argued.
• AP1 called AV a fool – that’s all I heard.
• AV didn’t seem too upset about it
AP1 - Verbal Abuse Date of Activity: 04/10/2019 Person Code: AP1 Interview Time: 12:41 Contact Type: Conducted phone interview
• Verbal abuse? Are you kidding me?
• AV called me a thief, so I called AV a liar and a fool.
Person Code
Finding Abuse Type Abuse Sub-Type
AP1 Not Substantiated Financial Exploitation Wrongful Taking
Allegation Statement:
AP1 financially exploited AV as defined by OAR 411-020-0002(1)(e)(A) by wrongfully taking AV’s property.
Original Summary of Evidence:
• AV gave h/h trailer to AP1 because s/he thought s/he was dying. (AV, AP1)
• AV did not die and wants h/h trailer back. (AV, AP1, W1)
• AP1 disposed of the trailer. (AV, AP1, W1, Documentary Evidence)
AP1 Not Substantiated Verbal Abuse Threat of Emotional Harm
Allegation Statement:
AP1 verbally abused AV as defined in OAR 411-020-0002(1)(d)(A)(i) by using derogatory language and causing AV significant emotional harm.
Original Summary of Evidence:
• AP1 and AV had a verbal argument (AV, W1, AP1)
• AP1 called AV a liar and a fool (W1, AP1)
• The argument did not cause AV significant emotional harm (AV, W1)
REFERRAL(S):
Created By Referral Type
PROTECTIVE SERVICE(S):
Service Type Service Status Safety Improvements
RISK MANAGEMENT PLAN(S):
Start Date Risk Plan Outcome
SERVICE PROVIDER ACTION(S):
Service Provider Action Explanation
DEVIATION(S):
Created Date Deviation Type Deviation Reason
