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Supervisor Consultation User Guide
January 22, 2021
Prepared for State of Florida Department of Children and Families
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Change History Release # /
Date CR # or Incident # Change Description Author(s) Section Modified
R3b 09/30/2013
Transformation Initial submission FSFN Project Team
Entire Document
07/28/2015 CR580 Addition of Rapid Safety Feedback
FSFN Project Team
Entire Document
08/05/2015 CR580 Addition of updated screen shots
FSFN Project Team
Screenshots
11/13/2020 Q2 20-21 Enhancement
Sprint 3 Updates Melissa Daniel Page 8, 9, 10, 13
12/15/2020 Q2 20-21 Enhancement
Finalized and accepted changes for Q2 20-21 Enhancement
Melissa Daniel Throughout
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Table of Contents About FSFN User Guide ............................................................................ 4
The Intended Audience ................................................................................................................. 4
Prerequisite Knowledge ................................................................................................................ 4
Related Resources ....................................................................................................................... 5
About the Supervisor Consultation Page ................................................ 6
Key Tasks ..................................................................................................................................... 6 To create the Supervisor Consultation page from a Child Investigation ....................................... 6 To access an existing Supervisor Consultation page from Case Book ...................................... 11 To access an existing Supervisor Consultation page from the Desktop ..................................... 12
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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:
• Child Protective Investigators • Ongoing Case Managers • Security Officers/Administrators
• Supervisors • Data Analyst Staff
Prerequisite Knowledge This user guide was developed with specific prerequisite expectations. Before reading this guide, please 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.
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• The Search page referred to within this user guide is the Search page with 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)
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About the Supervisor Consultation Page The Supervisor Consultation pop-up page is available for creation from all Child Investigation pages, regardless of the Investigative Sub Type. This includes In-Home, Institutional, and Other. The Supervisor Consultation page can be created multiple times throughout the life of a Child Investigation, up to the point at which the Child Investigation is submitted for approval for closure and becomes frozen. A new Supervisor Consultation page is created each time the user selects the Supervisor Consultation hyperlink within the Actions and Text List Box on the Child Investigation page.
The Supervisor Consultation pop-up page is also available for creation from all Family Functioning Assessment (FFA) – Ongoing and Progress Update pages. The Supervisor Consultation page can be created multiple times for an FFA – Ongoing or Progress Update, even after the submission for approval and the page has become frozen. The Supervisor Consultation hyperlink within the Actions and Text List Box is available until the FSFN Case is approved for closure.
Once the Supervisor Consultation page is created and successfully saved, it can be subsequently accessed from the Desktop within the Child Investigation or Assessment and Planning work icons. It can also be accessed directly from the Child Investigation page, Case Book, or Person Book by selecting Investigations/Special Conditions Referrals or Assessment and Planning from the center group box drop down. Furthermore, users can create the Supervisor Consultation page via the Search page in order to provide flexibility across units.
Key Tasks
To create the Supervisor Consultation page from a Child Investigation 1. From the Desktop, access Case Book.
2. Select Investigations/Special Conditions Referrals from the center group box drop down.
3. Select the applicable Child Investigation hyperlink.
The Child Investigation page can also be accessed from Person Book by selecting Investigations/Special Conditions Referrals from the center group box drop down, as well as from the Desktop within the Child Investigation icon.
FFA – Ongoing and Progress Update pages can be accessed similarly to create the Supervisor Consultation page by selecting Assessment and Planning from the center group box drop down and then clicking the applicable FFA – Ongoing or Progress Update hyperlink.
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4. From the Child Investigation page, within the Actions and Text List Box, click on the Supervisor Consultation hyperlink.
Each time the Supervisor Consultation hyperlink is clicked on the Child Investigation page, a new Supervisor Consultation page is created.
Supervisor Consultation pages are created in the same manner from the FFA – Ongoing and Progress Update pages. As with Child Investigations, each time the Supervisor Consultation hyperlink is clicked on the FFA – Ongoing or Progress Update pages, a new Supervisor Consultation page is created.
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5. The Supervisor Consultation page displays.
Supervisor Name and associated Unit pre-fills with the name of the worker creating the Supervisor Consultation page, including the Unit under which they are currently logged in.
Case Name pre-fills based on the Case associated with the Child Investigation, FFA – Ongoing, or Progress Update from which the Supervisor Consultation page was created.
If the Supervisor Consultation page is created from a Child Investigation, the Intake/Investigation ID pre-fills; if created from an FFA – Ongoing, the FFA – Ongoing ID displays; if created from a Progress Update, the Progress Update ID displays.
The Quality Review check box contains fields for users with appropriate security to document whether a Rapid Safety Feedback or an Immediate Child Safety Action is required for the case.
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If the Immediate Child Safety Action Follow-up check box is selected prior to the documentation of a Quality Review, upon clicking Save FSFN displays the following validation message: “A previous Supervisor Consultation page must exist where the Quality Review check box is selected”.
Worker name pre-fills based on the Worker creating the page. A Search hyperlink is available to search and select a worker name.
6. Select the applicable Type of Consultation.
The values contained within the Type of Consultation drop down vary based on whether the Supervisor Consultation page is created from a Child Investigation or from an FFA – Ongoing/ Progress Update page. Furthermore, if Quality Review or the Immediate Safety Action Follow-Up checkbox has been selected on the Quality Review group box, then this drop down becomes disabled and grayed out. If enabled, selection of a value is required.
Values include the following: Closure; Follow-Up; Initial; Pre-Commencement (only available for Child Investigation); and 2nd Tier Consultation (only available for Child Investigation).
7. Select the applicable Method of Consultation.
The values contained within the Method of Consultation drop down vary based on whether the Supervisor Consultation page is created from a Child Investigation or from an FFA – Ongoing/ Progress Update page.
Values include the following: File Review (only available for FFA – Ongoing or Progress Update); In Person; Phone; Web Conference; Written Review Only (only available if Quality Review check box is selected).
8. Enter the applicable Date/Time of Consultation, including the AM/PM designation.
9. Document the applicable Consultation Details within the narrative text field.
10. Select Yes or No to indicate if a Follow-Up Consultation is required.
If Yes is selected, the associated Follow-Up Date/Time, including AM/PM designation, is enabled and required.
11. Click Save.
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Once the required fields are documented and the Supervisor Consultation page
is successfully saved, all fields are frozen and disabled.
Upon successfully saving the Supervisor Consultation page, if a Follow-Up Consultation is required a Task Due is displayed on the applicable Worker’s desktop based on the following:
- If created from a Child Investigation, the Task Due is displayed on the Desktop of the Primary Investigator identified on the Intakes tab.
- If created from an FFA – Ongoing or Progress Update, the Task Due is displayed on the Desktop of the Primary Worker assigned to the FSFN Case.
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To access an existing Supervisor Consultation page from Case Book 1. From the Desktop or Search, access Case Book.
The steps outlined below are the same if accessed from Person Book instead.
2. To access the Supervisor Consultation from an Investigation:
a. From the center group box drop down, select Investigations/Special Conditions Referrals.
b. Click on the applicable Supervisor Consultation hyperlink displayed indented and beneath the applicable Child Investigation.
c. The Supervisor Consultation page displays in view-only mode.
OR
a. From the center group box drop down, select Investigations/Special Conditions Referrals.
b. Click on the applicable Child Investigation hyperlink.
c. Click on the View hyperlink for any of the Supervisor Consultation pages displayed within the Supervisor Consultation Summary group box on the Intakes tab.
d. The Supervisor Consultation page displays in view-only mode.
3. To access the Supervisor Consultation from an FFA – Ongoing or Progress Update:
a. From the center group box drop down, select Assessment and Planning.
b. Click on the applicable Supervisor Consultation hyperlink displayed indented and beneath the applicable FFA – Ongoing or Progress Update page.
c. The Supervisor Consultation page displays in view-only mode.
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To access an existing Supervisor Consultation page from the Desktop 1. Log into the FSFN Desktop.
2. To access the Supervisor Consultation from an Investigation:
a. Click on the Cases expando.
b. Click on the applicable Case Folder icon.
c. Click on the Investigation icon.
d. Click on the applicable specific Investigation icon.
e. Click on the applicable Supervisor Consultation hyperlink.
f. The Supervisor Consultation page displays in view-only mode.
OR
a. Click on the Cases expando.
b. Click on the applicable Case Folder icon.
c. Click on the Investigation icon.
d. Click on the applicable Child Investigation hyperlink.
e. Click on the View hyperlink for any of the Supervisor Consultation pages displayed within the Supervisor Consultation Summary group box on the Intakes tab.
f. The Supervisor Consultation page displays in view-only mode.
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3. To access the Supervisor Consultation from an FFA – Ongoing or Progress Update:
a. Click on the Cases expando.
b. Click on the applicable Case Folder icon.
c. Click on the Assessment and Planning icon.
d. Click on the applicable specific FFA – Ongoing or Progress Update icon.
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e. Click on the applicable Supervisor Consultation hyperlink.
f. The Supervisor Consultation page displays in view-only mode.
