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3150 Saving or Closing a Report

SWI Policy and Procedures October 2015

Upon completion of a report, an intake specialist selects one of the following actions from the Intake Actions page:

Save and Assign: Information is saved and placed on another’s workload.

See:

3924 Documenting the Call-Out in IMPACT

3930 Call-Out and Assignment Charts

Exceptions: I&Rs to an Open Case and I&Rs that require faxing to another agency are saved and assigned from the Call Information page, not the Intake Actions page.

See:

4900 IMPACT Procedures Specific to CPS

5354 DCL Assignment and Call-Out

5464 RCCL Assignment and Call Out

6920 APS In-Home Call Out and Assignment

7700 IMPACT Procedures Specific to APS Provider Investigations

Save and Submit: Sensitive reports and CRSR - PSAs are saved and submitted to a specifically designated intake supervisor or program administrator’s workload. This allows an intake supervisor to review the report before it is completed. The report remains on the intake specialist’s workload until the intake supervisor assigns or closes the report.

After an intake has been submitted for review, the intake specialist should not attempt to access the intake since the intake supervisor may have the intake open.

Once submitted, an intake supervisor reviews the report, makes any necessary edits, and completes any additional documentation requirements. The intake supervisor then Closes or Saves and Assigns the report as appropriate.

See:

4435 Processing Intakes Assigned a Priority of N (PNs)

3420 Saving and Submitting Sensitive Reports for Approval

3430 Processing Sensitive Reports

Manual Assignment Chart

Save: Information is saved to the intake specialist’s own workload. See 3151 Saving a Report to an Intake Specialist’s Own Workload.

Save and Close: The intake specialist selects this only for I&Rs that are closed at SWI. See 3620 Processing an I&R That is Saved and Closed at Intake for information relating to the processing of an I&R.

3151 Saving a Report to an Intake Specialist’s Own Workload

SWI Policy and Procedures October 2015

An intake specialist may need to save a report to his or her own workload when:

  •  stacking a call (see 1820 Maintaining the Service Level, under the subheading Stacking Calls);

  •  processing a dual report (see 3160 Contacts Resulting in More Than One Report); or

  •  pending the processing of a report when necessary, so that the specialist may return to complete the report later.

From the Intake Actions page, click the Save button.

Intake specialists must check their workloads at the end of their shift to ensure that all reports have been appropriately processed. Intakes should not be left on an intake specialist’s workload in open status beyond the end of the shift. A report that was saved and submitted will remain on the intake specialist’s workload until an intake supervisor processes it.

3152 Retrieving an Intake From an Intake Specialist’s Own Workload

SWI Policy and Procedures October 2015

From within IMPACT, the intake specialist:

  •  selects the My Tasks tab, which brings up the intake specialist’s workload;

  •  selects the desired hyperlink in the column titled Stage Name, to open the report to be completed; and

  •  selects the Record/Review Call tab, which opens to the Intake Actions page.

From the Intake Actions page the intake specialist can complete the report.

3160 Contacts Resulting in More Than One Report

SWI Policy and Procedures October 2015

Related Reports (Companion Cases)

There are situations when more than one report results from the same contact. Examples include:

  •  when the allegations involve both a CPS intake and an APS in-home intake;

  •  when a CCL intake and an I&R to CPS is required;

  •  when there are separate families living in one household. This requires two separate CPS intakes; or

  •  when an elderly couple is living in unsanitary living conditions. This requires two separate APS in-home intakes, one for each client.

When an intake specialist must generate more than one report, he or she completes one report and saves it to his or her workload, then selects the New Using function to create the other report(s).

3161 New Using Function

SWI Policy and Procedures October 2015

When a call results in more than one report, the New Using function allows intake specialists to duplicate the original report without manually reproducing the report. The New Using feature copies the original report in its entirety.

The New Using function can be used on both intakes and I&Rs. The original intake must have a program type on the Intake Actions page and the original I&R must have an I&R type on the Call Information page.

This function can only be used if the original intake or I&R:

  •  is in open (OPN) status on the workload of the intake specialist processing the report; or

  •  has been closed without assignment with the closure code Closed and Reclassified.

3162 Modifying Related (Companion) Reports

SWI Policy and Procedures October 2015

When completing two or more intakes from the same reporter and using the New Using function, the intake specialist is required to update the Person List and Narrative page as well as any other applicable IMPACT fields to correctly reflect each report. Roles and relationships must be changed on the Person List, along with narrative details, allegations, the In Re and the Case Name.

Use the Same Names

A person’s name in IMPACT is always attached to a Person ID number. Their Person ID number appears in the first case and in any cases to which the first case is related. Changes to a name will result in the name being changed in all cases connected to the assigned Person ID number. For this reason an intake specialist should never make changes to a person’s name after it is initially entered into an intake. Changes should only be made in companion cases, if necessary, to a person’s type, role, or relationship.

Delete Persons Not Involved in the Additional Intakes

A person can be deleted from the Person List of intakes generated by the New Using function if he or she is not relevant to the report.

For example, a 2 year old household member would be appropriate on the Person List of a CPS intake, but should be deleted from the APS intake.

Add a Principal or Collateral

If the name of a principal or collateral must be added to the second intake, and that individual was not included in the first intake, the new name is added as a new person on the Person List. The already existing names on the Person List should not be modified, since the names are associated with a Person ID in IMPACT. Only the type, role and relationship of the individuals already on the Person List should be updated.

See the above paragraph entitled “Use the Same Names” for explanation.

Edit the Narrative

Additionally, the narrative must be changed so that the information relates to the correct victim.

For example, if an intake specialist completes both a CCL and CPS intake from one contact, the CCL intake should be specific to CCL and the CPS intake should be specific to CPS. When taking multiple intakes because more than one family lives in the household (CPS) or more than one client lives in a home (APS), the intake specialist must make changes to reflect the specific intake.

Update the Person List

When processing multiple intakes as a result of more than one family living in the household (CPS) or more than one client living in a home (APS), the intake specialist must make appropriate changes to the Type, Role, and Rel/Int codes as well as the narrative details to reflect the specific intake.

3163 New Using Function and Duplicating Reports With Unnamed Persons

SW Policies and Procedures August 2016

IMPACT Designation of Unnamed Persons

When the name of a principal (PRN) is unknown, the intake specialist does not enter anything in the name fields. IMPACT then automatically displays the PRN as “unknown” followed by a number (1, 2, 3, etc.) that differentiates each one from other unknown PRNs on the same Person List.

IMPACT automatically displays unnamed collaterals (COL) on the Person List by a single line (-------------) in the Name field. However, there is no automatically assigned number to differentiate between unknown COLs on the same Person List.

Problems with New Using Function and Unnamed Persons

When the New Using function is used, problems arise with the automatic numbering (1, 2, 3) system used by IMPACT. The PRN labeled “Unknown 1” is duplicated as “Unknown 1”, however any new unknown PRNs entered onto the Person List start with the number “1.”

If an unnamed COL needs to be changed to an unnamed PRN or a new unnamed PRN needs to be entered on the Person List, these entries would also be assigned the name of “Unknown 1”. So the report would end up with two entries on the person list as “Unknown 1,” leading to confusion.

Procedure for Using the New Using Function with Unnamed Persons

When duplicating a report using the New Using function with unknown PRNs or COLs on the Person List, the intake specialist:

  •  deletes the unknown persons; and

  •  re-enters them to obtain new PIDs with the appropriate Type, Role, and Relationship designation for the new report.

See 3121 Name Section.

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