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5000 Case Record

5100 Case Merge

APS Provider Investigations April 2017

The investigator merges investigations in IMPACT under certain circumstances.

See:

5110 General Information on Case Merge

5120 When to Merge Provider Investigations Before Stage Completion

5130 What Happens to Merged Cases

5110 General Information on Case Merge

APS Provider Investigations April 2017

It is appropriate to perform a case merge if:

  •  an intake report is received that involves the same incident being investigated;

  •  the investigation stage is open; and

  •  the investigation has not been completed.

Two open investigation stages that involve separate incidents should not be merged. If the investigation is completed or closed and an additional intake is received on the same incident, the intake should be closed as a rapid closure for Duplicate Referral / Already Investigated.

5111 Case Merges in IMPACT

APS Provider Investigations April 2017

The Case Merge page is designed to merge separate cases into one case and to store cases involving the same incident under a single case ID number.

Before merging cases, the investigator must ensure that the victims share the same Person ID number. If the Person ID numbers are not identical, the victims must be person-related or person-merged before the case merge. The Person Relate function occurs in the intake stage and the Person Merge function takes place in the investigation stage.

The need to execute a case merge is often situational and incident specific. Therefore, all case merges should be staffed with the local supervisor before the merge.

5120 When to Merge Provider Investigations Before Stage Completion

APS Provider Investigations April 2017

Open investigation stages that contain identical allegations, victims, incident dates, and so on should be merged as soon as the duplication is identified. For example, Individual Receiving Services A at a state supported living center (SSLC) is hit and injured by Perpetrator A. Two days later, another intake is received that alleges Perpetrator B also hit Individual Receiving Services A at the same time as Perpetrator A. When the investigator receives the second intake that has been progressed to investigation in the IMPACT system, the two open investigation stages on the same incident should be merged into one investigation stage.

If multiple incidents that occurred within a short time frame will be investigated as a single incident, the investigation stages should be merged. Investigation stages should also be merged when:

  •   the investigation stages opened on multiple victims were believed at intake to be multiple incidents; but

  •   after reviewing the intakes, it is determined the investigation stages involve the same allegation with multiple victims and should be investigated as a single incident.

5130 What Happens to Merged Cases

APS Provider Investigations April 2017

The following occurs after merging two open investigations:

  •  The Merge From Case closes.

  •  The Merge To Case remains open.

  •  Allegations and persons that are the same in both cases merge, and no difference is observable in the open case.

  •  Allegations or persons in the Merge From Case that are different appear in the open case.

  •  The intake in the Merge From Case is not shown on the Review Intake task of the Merge To Case task list. To see the intake information on the Merge From Case, the investigator has to print the intake from the original stage. The merged stage has a check box indicating it was merged and can still be accessed to obtain the intake information

When documenting case information in two open cases that will be merged, the investigator documents only in the Merge To Case. Merging two open cases that both have documentation will result in a loss of certain information in the Merge From Case.

See:

FYI Merge a Case

FYI Case Merge/Split Detail

FYI Split a Case

5200 Case Split in IMPACT

APS Provider Investigations April 2017

The Case Split function in IMPACT separates previously merged investigation stages into single investigation stages. Investigation stages that have not been previously merged cannot be split.

The Case Split process will restore the Case ID from before the merge for the reopened investigation stage.

Case Split is similar to Case Merge and is executed from the same page.

5300 Paper Case File

APS Provider Investigations April 2017

The paper case file should be stored in the local or district office for 30 calendar days and consists of the following items:

  •  Copy of the intake

  •  Copy of the Provider Abuse and Neglect Report sent to the administrator

  •  Original witness statements

  •  Injury or incident report

  •  Photographs

  •  Copy of video surveillance footage

  •  Diagrams

  •  Documents

  •  Signed DADS AN-1-A form

  •  Copies of requests for review and appeals

  •  Copies of review and appeal findings

  •  Copies of requests for records from outside the agency

5310 Arranging the Paper Case File

APS Provider Investigations April 2017

Provider Abuse and Neglect Reports are often read by people from various agencies. Creating a uniform case file makes it easier to read and locate particular documents.

The investigator places the Provider Abuse and Neglect Report and supporting documentation in a file folder labeled with:

  •  the victim’s name;

  •  the name of the provider; and

  •  the date that the intake was received.

The investigator organizes the contents of paper case files into two categories:

  •  Correspondence (placed on the left side of the folder)

  •  Investigation (placed on the right side of the folder)

Correspondence Category

The left side of a paper case folder contains, but is not limited to, copies of:

  •  video surveillance;

  •  digital recording of a forensic interview from the children’s advocacy center; and

  •  correspondence.

The types of correspondence filed include the following:

  •  Letters relating to request for review or appeal

  •  Copies of the findings for a review or appeal

  •  Requests for a copy of a case file

  •  Copies of any letters that were mailed to individuals receiving services, alleged perpetrators, or others as a result of an action related to an Employee Misconduct Report, notification to a guardianship court, or other action. Letters to the reporter are not included.

  •  Decisions on grievance hearings

Investigation Category

The right side of a paper case folder contains these items in the following order:

  •  the intake form;

  •  Client Abuse and Neglect Reporting Form (DADS AN-1-A);

  •  the Provider Abuse and Neglect Report; and

  •  exhibits, such as:

  •  witness statements,

  •  progress and observation notes,

  •  other documents,

  •  diagrams, and

  •  photographs.

Exhibits are identified by a letter. The investigator assigns the letter in alphabetical order and places it on the right lower corner of the exhibit.

See 4241 Evidence List in IMPACT.

5320 Physical Case File Submission to RMG

APS Provider Investigations April 2017

The physical file (one of two components of an official case record) must be organized according to existing RMG guidelines and forwarded to RMG within 30 calendar days after the case is closed.

The physical (paper case) file consists of external documentation, which is any information that has not been digitally uploaded into IMPACT.

The physical case file must be sent to the appropriate Records and Imaging Office (RIO) within 30 calendar days after the case is closed, per 2612 Handling Physical Case Files in the Records Management Group Handbook.

See 5310 Arranging the Paper Case File.

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