Borough of Poole Council

CAREDIRECTOR: PERSONAL DETAILS USER GUIDE – READ/WRITE

Eve Serrao – January 2017

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CONTENTS

CAREDIRECTOR: PERSONAL DETAILS .......................................................................................................................................................0

KEY ......................................................................................................................................................................................................3

SETTING UP PERSONAL DETAILS ..............................................................................................................................................................4

OBJECTIVES .......................................................................................................................................................................................4

Overview .......................................................................................................................................................................................4

RECORDING BASIC INFORMATION .............................................................................................................................................................5

OTHER INFORMATION ..........................................................................................................................................................................5

Paper Files ....................................................................................................................................................................................6

Responsible Local Authority ..........................................................................................................................................................7

Significant Event ...........................................................................................................................................................................8

Checks ..........................................................................................................................................................................................9

Asylum Seekers .......................................................................................................................................................................... 11

Languages .................................................................................................................................................................................. 12

Name History .............................................................................................................................................................................. 13

MORE ADDRESSES ............................................................................................................................................................................ 14

CHRONOLOGY ................................................................................................................................................................................... 16

Creating a New Chronology ........................................................................................................................................................ 17

View Saved Chronologies ........................................................................................................................................................... 18

AUDIT HISTORY ................................................................................................................................................................................. 19

DOCUMENT VIEW .............................................................................................................................................................................. 20

GENOGRAM ...................................................................................................................................................................................... 21

OFFENDING ...................................................................................................................................................................................... 22

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GLOSSARY ....................................................................................................................................................................................... 24

NOTES ........................................................................................................................................................................................... 27

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KEY Need a Helping Hand? Find this symbol and it will guide you to the relevant screen

Find this symbol and it is giving you an overview or background on the module you are working on - who, what, when and why!

*ASTERIX – Red is a mandatory field +CROSS - Blue is desirable

1 –

2 –

Follow the Blue Boxes - these are numbered and are your step by step guide

A black box with dashes, gives you further information about what you see on the screen They may also contain TOP TIPs

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SETTING UP PERSONAL DETAILS

OBJECTIVES

OVERVIEW

This module covers client details, details of relationships between the client and other people, and details of professionals who have ongoing involvement with them.

A facility to record and search against names that the client is “also known as” is provided

A history of name and address changes is maintained by the system

To update personal details on a client a search can be used to find the person on the system first.

This facility is also used to check that the client has not already been entered on the system, e.g. when setting up a new client or entering their family members and other relationships.

Allowing to keep up-to-date records, to be able to view, search and review case documentation

By the end of this session delegates will be able to:

Search for a person Enter a new person on the system Make family connections and relationships Record basic information

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RECORDING BASIC INFORMATION

OTHER INFORMATION

1 - Click Other Information on the Navigation Pane

2 - Click the relevant Module

3 – On the Ribbon – Add New

We can add and update information on a person by using the categories on the Navigation Pane in the Person Record

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PAPER FILES

Click on Other Information on the Navigation Pane Click on Paper Files Click Add New on Ribbon

Only needs completing on persons that require a paper file (or have had paper files) for example, copy of passport. This will

predominantly be updated by Team Administrators

1 – Type the File Details in the Free Text box. This should be a Summary of the Document

If you are destroying a document – add destruction date and reason

2 – Add File Location using the Lookup Field

3 – Add Date (todays date)

4 – Add File Type and File Number using the Free Text Box

5 – Enter File Destruction date: Child In Need – 25 years Child Protection – 25 years Child in Care - 75 years Adoption - 100 years Foster Carers – 25 years

6 – Use the Free Text box to add in relevant Notes

7 – SAVE

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RESPONSIBLE LOCAL AUTHORITY

Click on Other Information on the Navigation Pane Click on Responsible Local Authority Click Add New on Ribbon

This Module is updated when another Local Authority informs us if they are placing a child into our area.

1 – Add Authority that the child has come from using the Lookup Field

2 – Add Start Date this will be given to us by the referring Authority

4 – Type the Social Worker using the Free Text Box

5 – Add Legal Status using the Lookup Field

7 – Save

N.B All this information will be provided by the Local Authority referring the child

3 – Add the Key Team working with the child within the RLA

6 – Is this a Temporary Placement?

This will generate an Icon on the Banner:

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SIGNIFICANT EVENT

Click on Other Information on the Navigation Pane Click on Significant Event

Significant events are logged when adding a case note but can be viewed in this module.

In addition we can log information here for ICT, Troubled Families and Virtual Schools

Here you will see a list of entries added – this is a combination of recorded information AND Significant Events pulled through from Case Notes If you change your View you can see active and inactive entries.

Double click an entry to view

1 – If you want to record an entry for: ICT Troubled

Families Virtual

Schools Click Add NEW

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1 – Add an Event Category using the Lookup Field Either: ICT Troubled

Families Virtual

School

2 – Add an Event Sub -Category using the Lookup Field

3 – Add Event Date

4 – Add an Event Description using the Free Text Box

5 – SAVE

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CHECKS

Click on Other Information on the Navigation Pane Click on Checks Click Add New on Ribbon

This Module will be updated for Foster Carers and Adopters.

Children in Care checks will be completed in LAC Checks under the Referral

1 – Add Planned Date if applicable

2 – Add Actual Date of Check

3 – Add Check Type using the Lookup Field

5 – Add Frequency if applicable using the Lookup Field

4 – Add Outcome using the Lookup Field

7 – Save

If a check was Declined – please add

declined Date and Reason 6 – Use the Free Text box to add in relevant Notes

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ASYLUM SEEKERS

Click on Other Information on the Navigation Pane Click on Asylum Seekers Click Add New on Ribbon

When a child is placed with us information will be given regarding the child / YP status. Fill in the fields that are applicable based on the information provided

Save

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LANGUAGES

Click on Other Information on the Navigation Pane Click on Languages Click Add New on Ribbon

1 – Add Language using the Lookup

Field

2 – Add *if known*: Fluency

Read Write

Preference Speak

Understand using the Dropdown

Lists

4 – Save

3 – Use the Free Text Box to add in relevant Notes

If the family’s first language is not English then it is highly recommended that you complete this module

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NAME HISTORY

Click on Other Information on the Navigation Pane Click on Name History

This Module allows us to view a history of any name changes – no name changes are added or recorded here

Every time a name change has happened in the

customer details screen - be it a full name change or

spelling mistake - this will automatically update Name

History

Here you will see a list of all name changes Double click an entry to view

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MORE ADDRESSES

This Module should be used with discretion

For example: If a child is living between two homes (Father and Mother), or regularly runs away to the same address you may want to consider adding the additional address here.

1 – Click More Addresses on the Navigation Pane

2 – Add New on the Ribbon

Here you will see a list of all previously added addresses Double click the record to view

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1 – Add Address Details

2 – Add Address Type and Property Type using the Drop Down Lists This will allow us to see the reason the child is associated with this address

3 – Add Start Date – and End Date when known

4 – Save

Comments box allows you to free type any relevant information

TOP TIP – Add the Postcode and Click Address Search!

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CHRONOLOGY

Chronology module will pull through Significant Event Entries.

Case Notes that are earmarked as Significant Events will show here, along with automatic workflow entries i.e. when a LAC Legal

Status is set up this automatically will be added as a Significant Event and subsequently you can pull it into your Chronology

1 – Click Chronology on the Navigation Pane

You can add a new Chronology by adding

the Date range and Title of the Chronology

Then Click Create

Chronology

Click on View Saved Chronologies to view all

saved Chronologies

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CREATING A NEW CHRONOLOGY

1 – Click Chronology on the Navigation Pane

2 – Choose what you would like to pull into your Chronology – Remember -to add all Significant Events added via Case Note you must select Case Notes

3 – Add Title & Date Range

4 – Click Create Chronology

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VIEW SAVED CHRONOLOGIES

Click on Chronology on the Navigation Pane Click on View Saved Chronologies

You can also add a new Chronology from this

page

You can see Chronology Title, Date Range and

Categories

1 – Double Click the record to view the Chronology

You can now Save, Print and View the Chronology

from this screen

Do not add new Significant Events here

Here you can see a breakdown of the events added to the Chronology

Additional Events will also show here which you can add into the Chronology if needed (this is generally entries

added after the Chronology has been created)

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AUDIT HISTORY

Audit History is a View Only screen – giving us information on who has accessed a record and what changes have

been made.

You can filter what you wish to search using you

Views

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DOCUMENT VIEW

Open Person Record

Document View allows you to view and search all documents related to this person – this includes Attachments and Forms.

1 – Click Document View on the Navigation Pane

Document Filters: Use Form or Attachments Filters to search for Documentation

Here you will find a list of attached Documents and Forms; these can be double clicked to open/view –you can use the Document Filters on the Left to help identify a specific document

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GENOGRAM

This module allows you to identify Genograms and Save and Print them

A Genogram is created using family Relationships and Connections.

Click Save to save a copy of the genogram to the Genogram History (found in Other Information) Wait to see a pop up Box telling you “Genogram Saved” before Viewing in Genogram History

Click Save Locally to save a copy to your PC

Click Print to obtain a paper copy

1 – Click Genogram

on the Navigation

Pane

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OFFENDING |

1 – Click Offending

on the Navigation

Pane

2 – Add New on Ribbon

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1 – Add Outcome of the Offence

using the Lookup Field

2 – Add Date of the Outcome

3 – Use Free Text Box to add any relevant Notes

4 – Save

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GLOSSARY

Activity

A record that saves information about contact with a person, all of which are logged under the Referral.

This can be an action to be performed, such as a task,

or a communication item that is sent or received, for example, email, phone calls, and appointments. The status of activities is tracked and the activity history is stored in the system, so that users can view the open and

closed activities.

Assign

A function which allows you to assign records such as an activity to another user team or worker

Advanced Find

A tool used to search for a specific record

Case Note

A note added to a client referral that details information on the person, which generally requires no action

Connection

A relationship added to show the connection between records – this could be family, carers or team and workers

Chronology

A record of the key events and changes in relation to a child or young person.

Dashboard

An overview of data from different areas in a single place in the Workplace area. The data is formatted to be easier to understand to provide quick insights.

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Entity

A type of record that can be configured in a new window, for example, a person, a form, or a registration. CareDirector

contains multiple entities that are interconnected.

Involvements

Showing Key Teams and Workers involved in a referral of a child or young person’s case

Key Team

The Primary Team assigned to a referral

Key Worker

The Primary Worker assigned to manage/work the case

Navigation Pane

The column found on the left hand side of the screen housing the Categories and Modules in CareDirector

Privileges

The actions a user can perform on each entity in CareDirector.

Record

An entry in the database that stores all the information about a specific item, such as a person.

Secondary Team

A Team that is assigned to work alongside the Key Team by way of a connection

Secondary Worker

A secondary allocated worker that will co-work the case alongside the Key Worker. The secondary allocated worker

can belong to the same team or different team.

Service Provision

A Service Package. This provides a record of ‘placements’ with carer’s and organisations.

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Significant Event

An event that is deemed to be significant in a person’s life and that will be added to their chronology

Status

The status of a record or activity – e.g. Active, Closed, Awaiting Authorisation

Task

An activity that requires an action by a worker (Key or Secondary)

User

A person who has a system account that allows them to access and work on information in CareDirector.

View

A filter applied to a list of records. Users can choose different views that contain all the records of a particular type or that are a subset of that type.

Workflow

A set of rules that creates an automated set of processes to allow procedures and tasks to be actioned and preformed

between users.

Workplace

A Category on the Navigation Pane that contains the work you have been assigned or are currently working on. This is essentially your Home Screen – here you can access Dashboards, People and Referrals

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NOTES:

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