Presented by the SSIS Training Team - dhs.state.mn.us · SSIS Worker Mentor Meeting November 18th,...

SSIS Worker Mentor Meeting

November 18th, 2009St. Cloud MN

Presented by the SSIS Training Team

11/18/2009 SSIS Worker Mentor Meeting 2

Case Details FolderWhen it is necessary for children to be placed into an out-of-home placement, the court actions associated with that placement must be documented in SSIS.

This documentation occurs by creating a New Court Action.


Create Duplicate Court ActionAt times, more than one child in a family enters placement at the same time – and preferably – to the same placement provider.

On these occasions, the worker may copy the court action entered for one sibling to each additional sibling placed. This is much faster than individually entering each court action within the Court Actions folder under each individual child’s node.


Create Duplicate Court Action

3.) Highlight the CourtAction you wish to copy.

4.) Right-click and select Create Duplicate.

1.) Select the Case Details folder.

2.) Select theCourt Actions folder.


When creating a duplicate Court Action, the worker must ensure that:

1. The client’s name is changed in the Regarding field.

Create Duplicate Court Action

Original Client Name

Copied Client Name


Create Duplicate Court Action2. The Order/disposition reflects

any changes to the copied client.Select additional items ordered and/or deselect

those items not applicable to that client.

3. Ensure that the correct Continuous Placement date is selected for the copied client.All placements dates

for this client display within the drop-down

menu.


Court Actions FolderUse the Court Actions folder to document hearings related

to the workgroup.

It is Best Practice to have the

Case Plan ordered by the court.

Several different court types related to case planning may

be documented.


Court Actions FolderThe Child Findings

tab is critical in documenting Title IV-E information

obtained from court orders.

Court orders regarding children in

placement must reflect a Best Interest

statement and a Reasonable Efforts

statement.

A judicial determination stating in the court order that:

1. Remaining in the home is contrary to the welfare of the child, or2. Placement is in the Best Interest of the child.

This statement must appear on the Initial Court Order which includes the ‘Ex Parte Order for Immediate Pick-Up’.

Within 60 calendar days of the court action transferring legal responsibility of the child to the agency there must be a written

judicial determination on a court order stating:

1. Reasonable Efforts were made to prevent placement, or2. Reasonable Efforts were not required.

In the case of an Indian Child, the court order

must reflect a finding of Active Efforts.


Court Actions Folder

Placement Date:05/07/2009

EPC Hearing:(within 72 Hours excluding

weekends & holidays)05/10/2009

Best Interest Statement:05/10/2009

Placement Date:05/07/2009

Admit/Deny Hearing(Within 10 Days of EPC)

05/20/2009

Reasonable Efforts Statement:05/20/2009

Without these statements, IV-E reimbursement to your agency for a child’s placement

is lost.

Make sure to select the correct placement episode


Court Actions Help Text

05/07/2009 to present

When Yes is selected in the Judicial findings field…


Court Actions SSIS Autofill

…the CourtAction willcopy to theReviews tabwithin the

ContinuousPlacements

folder.


Court Actions SSIS Autofill

A Court Actioncreated within the

Case Details folder…

…will display automatically

beneath that client’s corresponding

Participants folder,within the

Individual client node, under the

Court Actions folder.


Open Case / WG Set-upOpening a new workgroup within the same

family’s case allows for all information pertaining to those family members to be accessible to workers providing services.


Open Case / WG Set-up• When opening a new

workgroup, associating that workgroup to the previous case allows for all historical and current information to be housed together.

• This assists the worker in providing comprehensive case management services.


Open Case / WG Set-up

xTo keep case file

information together, always select the initiating case for a new workgroup

if available. NEW should only be

selected if no prior case exists regarding the

family.

Do not change the Case open date when

associating a new workgroup. This date refers to the first date a

case was opened regarding this family.


Open Case / WG Set-upThe Workgroup open date indicates the date in which

new services are being provided within the

previously existing case.

DHS Best Practice indicates the Case name

should be chosen based in the following order:

1. Female Head of Household

2. Male Head of Household

3. Oldest Child.


Open With Case in New Window• Opening each case within a new window ensures that the information being entered is pertaining to the correct case.

• Certain functions are not enabled if the worker is accessing a case from the Caseload List view, rather than the individual case and its associated workgroups.


ChronologyWorkers record their time and actions within a workgroup by

entering a Contact/Activity within the Chronology folder.

Contact/Activity entry provides a history of the date, time, related details, and also written

documentation pertaining to client interaction or case file activity.

The application divides a saved Contact/Activity into separate Contacts and Case Notes.


Chronology

Time Note/Case Note and Contact information copied from the same

Contact/Activity entry.…and will additionally record the calendar

date the worker entered the Contact reflecting

when the action occurred.

The Contact

The Chronology folder will record the date the worker last entered or edited the Note: within a Time/Activity entry,

or copied Contact,within 30-days….

The Case Note


ChronologyContact/Activity – Activities folder

After saving the Contact/Activityand collapsing the Activities folder,

the previously entered Contact/Activity no longer displays

as an Activity. The Contact/Activity displays differently in two new folders.

The Case Note alone is copied from the

Activities folder into theCase Notes folder. The entire Contactis copied from the Activities folder

into the Contacts folder.


ChronologyContact/Activity - Contacts

Reflects the date the activity actually occurred.


ChronologyContact/Activity – Notes: to Case Notes

Edits to the Notes section of a Contact/Activity are not permitted after 30 days. This ensures compliance with Federal requirements that entry of client information

be timely. Regular time entry increases accuracy and reflects current work in the case.


Contact/Activity - Division

Contact/ActivityContact

Information is entered on the date reflecting the actual date of Contact

with the client on 03/02/2009.

New Contact/ActivityNote:

Information entered 15 days later within the

same Contact/Activity reflects a copied

Case Notefrom the date the Note: was typed on 03/17/2009.


ChronologyContact/Activity – Notes: vs. Case Notes

Notes can not be edited withina Contact after 30 days.

A separate Case Note may be added to document additional

information pertaining to a particular Contact and Note:

received after 30 days.

Contacts remain editable indefinitely to allow for additional financial

claiming to occur. Notes: and Case Notes are only editable for 30 days.


Chronology - Documentation

The Documentation folder allows workers to record items they send and items they receive. Using the

Documentation folder benefits workers for

several reasons.

“If it isn’t documented…it didn’t happen.” The Paper

Trail…

Can you print a…?

Provides the ability to print a complete chronological listing of tangible items sent and received within a

case, the actions taken relative to each, and where the items are housed.

This is an especially useful tool for workers to review documentation within a case for historical reasons such

as referrals for services, receipt of evaluations or recommendations, and court reports.

It also provides a way to quickly reference the location of case file information not in text form, such as

photographs and audio or video recordings.


Chronology - DocumentationWhat did you…?

Details the specific action taken regarding each item.

Where is the…?References the location specific

documents or other related items are stored.

This is especially important in cases requested via Statewide Case Access in which some items may be relevant

to the requesting agency but not accessible to view within SSIS.

If the item is recorded within the Documentation folder, it is easily

located and may be separately requested.

When did you…?Records dates and times of actions

taken. It is especially useful for documenting completion of time-

sensitive materials.


Chronology - DocumentationWhat efforts have been made to locate the child’s biological father?


Chronology - Documentation

Print yourPaper Trailspecific to a particular question

What efforts have been made to locate the child’s biological father?


Chronology - DocumentationTo Print Specific

Documentation:

Select the specific documentation to

print. The printed copy only displays those documents

which were highlighted.

Right-click on the Grid!


To Print Complete Documentation List:Right-click on

Documentation

All dates

for the workgroup

display.


Documenting Substance Abuse

Examples – Related:-Hospitalization-Services Referral (Rule 25)-Court-Resulting Child Placement

- Treatment Programming


Entering Health ScreeningDate Child’s

Check-Up Occurs


Entering New Other Health

Date Child’s Check-Up is

Offered Use the Other Health node to document specific health

related items for each client. This information is easily available for immediate reference, and serves as a reminder for any health issues which

should be addressed in the family’s service plan.

This information autofills into an OHPP!


Entering Healthcare ProvidersAlways SEARCH first

for existing Clients and Professional

Collaterals to avoidduplication of work

and inaccurate entries within SSIS.

Clients and Professional Collaterals

entered into SSIS are searchable by other SSIS users.



Entering Education



Juvenile Court Timelines


Child Age

Placement Timelines

Permanency Hearing within 180 Days.

Two separate 90-day continuances may be granted at the discretion of the court.

Permanency Hearing within 1 Year.

Child Under Age

and Older

By age of youngest sibling in placement.Sibling Group?


Service Plan TipsExample: Family Assessment Service Plan with Blue Help Text


Service Plan TipsExample: Child Protection Service Plan with Blue Help Text


Service Plan TipsExample: Out of Home Placement Plan with Blue Help Text


Service Plan Tips


Service Plan Tips

07/22/09


Service Plan TipsCP Intake

Description of NeedComments (History)

Staff Warning

AllegationsVictim InformationConditions/Services

ContactsDocuments

DocumentationCase Notes

ICWA ChecklistEarly Childhood Developmental Screening

Domestic Violence

Comments FieldReason WG Change


Service Plan TipsState Detail

Client-WG History

Child Well-Being ToolHealth, Behavioral, Education, Family,

Community, Culture, Development, SubstanceCheck-Up

Education - IEP

New Other HealthMedical – Dental

MedicationsOther as listed

Disability NeedsDiagnosis PlanningSubstance Abuse

Issues

Employment ResourcesPublic Assistance

Application

RelationshipsService Planning forothers in household


Service Plan TipsCMH Screening

CMH Assessment

Court Ordered Services

DOC Assessment Reasons

Continuous PlacementRemoval Conditions

Removal HistoryConcurrent Permanency

Planning

Child Welfare-Targeted Case Management

Service Arrangements

Placement/LocationPlacement DisruptionInterstate Compact

Relative SearchLocation Changes


Service Plan TipsStrengths & Needs Assessment

Safety AssessmentRisk Assessment

Risk Reassessment

Deactivated Service PlansCopied Service PlansClosed Service Plans

Prior Workgroup History


I don’t have time…

• Entering data into SSIS is a one-time entry.• SSIS eliminates the need to look for information

recorded in multiple locations.• SSIS allows other users to benefit from one user’s

entry of information, which improves global assessment in case planning.

You don’t have time not to…


I don’t do ‘Data Entry’…

• Information recorded into SSIS by the individual who obtained the data:– reduces inaccurate SSIS entry– protects clients’ right to privacy– saves time because no duplication of work occurs.

You do perform ‘Case Management’…


Important case work happens in the field… not behind the desk…

• SSIS entry assists users in being more organized and more efficient, which improves time management.

• SSIS entry not only protects client history, it also protects the worker. The more it is utilized…the more benefit it can provide to individual users and the agency itself.

The better SSIS is understood-the more advantages it provides.


Answer the

‘Why?’

2008 Minnesota

FactSheet


Questions?

Angela WalswickDHS Child Safety & [email protected]

651-431-4793In Box

Presented by the SSIS Training Team - dhs.state.mn.us · SSIS Worker Mentor Meeting November 18th,...

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