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3120 Call Person Detail Page

SWI Policy and Procedures October 2015

When a person’s name is selected from the person list in IMPACT, the Call Person Detail page appears so that the intake specialist can add, modify, or view information about the person.

3121 Name Section

SW Policies and Procedures August 2016

The intake specialist enters full legal names whenever possible when adding a person associated with an intake or CRSR to the Person List in IMPACT.

If a person is known by more than one name, the intake specialist enters the additional names in the Name History section of the Person Detail page.

Entering Data in the Name Fields

The intake specialist enters spaces, hyphens, and apostrophes into the name fields in IMPACT if they are part of the person’s legal name.

Incorrect

Correct

Instructions

Spaces in a name

Sanjuan

Latoya

Delarosa

San Juan

La Toya

De La Rosa

Enter a space within a name if the reporter indicates that there is a space in the person’s legal name. If the reporter is unsure, use no spaces.

Special characters, such as hyphens or apostrophes

Barkerwhite

Lasonya

Enter Barker-White.

Enter La’Sonya.

There are no spaces before or after the apostrophe or hyphen.

The following are never entered into any name field in IMPACT.

Incorrect

Correct

Instructions

Initials or nicknames

D. W.

Bubba

The legal name is entered.

If no legal name is known, the field is left blank and the initials or nickname is noted in the Person Notes.

If the initials or nickname is the person’s legal name, they are entered in the name field.

No other special characters are used unless they are part of the legal name as specified above.

Suffixes or titles

Dr.

Officer, Nurse

Mr., Mrs., Miss

Only the person’s actual name is entered. If a name is not provided, the name field is left blank and the system generates an Unknown 1.

The suffix is documented in the Suffix field when applicable. The Person Notes are used to document the title if the Rel/Int code is not adequate.

Names of facilities, hospitals, resources, or buildings

Seton Medical Center

The person’s legal name is entered.

The name of the facility, building, or resource is documented in the Person Notes.

Person or role descriptors

Unknown Father

Unknown Mother

Baby boy/girl

Sister

Victim

Perpetrator

Anonymous

The field is left blank (unless the descriptor has been recorded on the person’s birth certificate).

Any pertinent details are entered into the Person Notes, and the appropriate role from the Rel/Int code drop-down list is selected.

Reporter documented abbreviations

Fnu Lnu - this is a common law enforcement abbreviation for “first name unknown, last name unknown.”

The field is left blank.

Any available information about the person is documented in the Person Notes.

When Names Are Partially or Totally Unknown

At least one victim (designated by a role of VC or VP) must be entered on the person list, even if the victim’s name is not known or the actual or estimated age is uncertain. (For example the reporter may state, “I don’t know his name, but he goes to the elementary school.”)

Sometimes reporters are only able to provide a first or last name of involved persons, or the reporter is unable to provide any name at all. If the reporter cannot provide a PRN person’s full name, then the intake specialist documents the part of the name that is known and leaves the other field blank.

Examples:

  •  If a reporter knows that the oldest victim’s (OV’s) name is Destiny but does not know Destiny’s last name, Destiny is entered into the field for the first name and the field for the last name is left blank.

  •  If a reporter knows that the aunt’s (AU’s) name is Mrs. Smith, but does not know Mrs. Smith’s first name, Smith is entered into the field for the last name and the field for the first name is left blank.

  •  If the reporter cannot provide a partial name, but can sufficiently identify the person by the actual or estimated age, the specialist creates a person on the Person List, enters the actual or estimated age, and leaves the name fields blank. IMPACT automatically assigns an Unknown # for each unnamed person entered on the person list.

Examples:

  •  The reporter knows that the OV has a 4-year-old brother who lives in the home, but does not know the brother’s name. Since the age is known, the intake specialist enters the 4-year-old on the Person List, but the name fields are left blank. IMPACT automatically assigns an Unknown # for the 4-year-old child.

  •  The reporter knows the ages of the three children living in the home, but not their names. In this instance, the specialist creates three separate Call Person Detail pages (one for each child), documenting the age of each child, and leaves the name fields blank. IMPACT automatically assigns an Unknown # for each of the unnamed children.

If the intake specialist has only the name of a COL source but no contact information, the intake specialist:

  •  documents the name on the Narrative page; and

  •  does not enter the name on the person list on the Call Information page.

3122 Address Fields and Phone Drop-Down List

SWI Policy and Procedures October 2015

The intake specialist obtains and documents adequate information to ensure that field staff can locate a family or client.

See 3135 Locating Information Section.

While the reporter is still on the phone, the intake specialist:

  •  enters the address of each principal source into the Address field in IMPACT; and

  •  validates the address.

The intake specialist attempts to correct the address if it does not validate by clarifying the address with the reporter.

The State field defaults to Texas but can be changed by selecting another state from the drop-down list.

The intake specialist selects the appropriate address type from the drop-down list.

Additional addresses (such as business or school addresses) are entered in the address fields at the bottom of the Call Person Detail page.

Partial Addresses

The intake specialist does not enter partial addresses, such as Hwy 29, Apple Apts, or 24th & Cross in the address fields.

Partial addresses may be entered in:

  •  the Person Notes; or

  •  the Locating Information section of the Narrative page.

Medicaid Addresses

The address typeMedicaid Card” is not used for information gathered at intake. When documenting Medicaid addresses gathered from other resources such as TIERS, the intake specialist chooses “Residence” as the Address Type and explains in the Person Notes where the information was obtained. If a “Medicaid Card” Address Type is reflected after relating previous IMPACT history, the intake specialist leaves the Address Type as “Medicaid Card.”

Phone Numbers

The intake specialist enters the phone numbers for each person in the phone fields, if the numbers are available.

The intake specialist selects the appropriate phone type from the drop-down list.

Additional telephone numbers (such as cellular or business) are entered in the Phone section at the bottom of the Call Person Detail Page.

3123 Demographics Section

SWI Policy and Procedures October 2015

This item explains how to enter information into the Demographics section of the Call Person Detail page in IMPACT. The intake specialist either selects the desired option from the drop-down list, if one is present, or enters the information directly into the correct field.

Principal or Collateral Source Type Drop-Down List

Each person listed on the Person List on the Call Information page, including the reporter, is identified as a person type: either a principal (PRN) or collateral (COL) source. The intake specialist selects PRN or COL from the Type drop-down list on the Call Person Detail page.

Each DFPS program has specific requirements for identifying a person as a principal or collateral.

See:

4920 CPS Person List

5353 DCL Person List

5463 RCCL Person List

6913 APS In-Home Person List

7720 Listing Principals for Reports Related to APS Provider Investigations

Obtaining Details on Principal Sources

The intake specialist attempts to gather from the reporter demographic details on all principal (PRN) sources (also called principal contacts).

Date of Birth (DOB) and Age Fields

The intake specialist attempts to obtain the dates of birth for all principal sources regardless of the DFPS program involved. This information is documented in the DOB field.

If the reporter is not able to provide a DOB for every principal source, the intake specialist attempts to obtain the estimated age. This information is documented in the Age field.

The following documentation is required if the reporter is only able to provide an age range such as 9-14 years old, or 45-50 years old:

  •  CPS and CCL use the lower age of the age range as the numeric entry into the Age field.

  •  APS and AFC use the upper age of the age range as the numeric entry into the Age field.

The intake specialist documents that the reporter could not provide the exact DOB or age in the Person Notes field and includes the age range that was provided.

Date of Death (DOD)

If a child’s death is reported and the date of the child’s death (DOD) is known at the time of intake, the intake specialist documents the DOD in the Person Detail.

If an APS client dies, and the client was living in a facility operated under the jurisdiction of APS Provider Investigations (previously Facility Investigations), the intake specialist enters the client’s date of death in the DOD field, if the date is known at the time of intake.

See:

2330 The Death of a Child

2332 A Child’s Death While in CPS Conservatorship

4420 Child Death Reports Under CPS Jurisdiction

7580 Reports Regarding a Client’s Death

Information Obtained From a License Plate Check

On occasion, the only information a reporter can provide to Statewide Intake is the license plate number of the vehicle in which a child or client was seen. If the intake specialist obtains a license plate number, he or she must request a license plate search from SWI support staff.

If a name matching the license plate number is found, the intake specialist creates a principal (PRN) in the person list on the Call Information page. However, the Name section on the Call Person Detail page is intentionally left blank and IMPACT automatically assigns Unknown 1.See 3121 Name Section.

After this is done, the intake specialist:

  •  documents the license plate number and the name found from the license plate search in the unknown person’s Person Notes (see 3113.3 Person Notes Field); and

  •  includes in the Person Notes that the name was found by a license plate search.

If an address is located through a license plate search, it is used as the primary address for the principal source.

The intake specialist also documents the license plate number and a description of the vehicle, if available, in the narrative of the report.

License Plate Check Results in No Match

If the license plate check does not result in a name and address, for any reason (for example, the number provided by the reporter is invalid), the intake specialist must re-assess the situation to determine if there is adequate information to process an intake.

Obtaining Details on Collateral Sources

A collateral (COL) source, (also called a collateral contact) is any person who is not a principal source. Young children are not entered as collateral sources, unless they have relevant information to share with the investigating caseworker.

For all intakes, the intake specialist must ask the reporter whether there are other persons who can provide additional information, such as:

  •  family members who do not live in the home;

  •  physicians;

  •  neighbors; or

  •  other collateral sources.

The specialist adds each person to the list on the Call Information page, and enters the details on each collateral’s Call Person Detail page.

Unnamed Collateral Sources – Person List

If the specialist has contact information for a collateral source, but does not have the collateral source’s name, the specialist:

  •  adds a person to the list on the Call Information page,

  •  leaves the name fields on the Call Person Detail page blank, and

  •  documents identifying information regarding the collateral (for example, “OV’s 2nd grade teacher at Adams Elementary”) in the Person Notes field on the Call Person Detail page.

Named Collateral Sources, No Contact Information – Narrative

If the specialist has the name of the collateral source but no contact information, the specialist:

  •  documents the name on the Narrative page; and

  •  does not enter the name on the person list on the Call Information page.

Role Drop-Down List

The intake specialist identifies each person’s role in the Role drop-down list according to the situation and the program for which the report is being generated. Principal sources may be assigned any of the roles available from the drop-down list; however, collateral sources are always assigned the role of No Role.

Importance of Correct Role Designation

Intake specialists must be sure that they correctly designate a person as an alleged perpetrator (AP) or victim/perpetrator ( VP).

If a person is incorrectly identified as a perpetrator (AP or VP) and tied to an allegation, field staff are unable to change the person’s status, and the person remains incorrectly associated with an allegation in the case record.

Alleged Victim (VC), Alleged Perpetrator (AP)

These roles are self-explanatory, with the following exceptions.

See:

3710 Processing Case-Related Special Requests

6230 Children as Perpetrators in an APS In-Home Intake

Victim/Perpetrator (VP)

The specialist uses the role type VP to document an intake related to CPS or APS in-home programs.

See:

4921 Role of Victim/Perpetrator

6200 APS In-Home Perpetrators

Unknown

For intakes related to CPS and CCL, if there is not sufficient information to assess whether a child or adult is an alleged victim (VC) or alleged perpetrator (AP), the intake specialist selects the role of Unknown (UK) from the drop-down list.

The intake specialist documents in the Body section of the Narrative page any information that supports the UK role.

No Role

If the reporter states that the person clearly is not involved as a victim, an alleged perpetrator, or a victim/perpetrator, then the intake specialist selects the role of No Role (NO) from the drop-down list.

Relationship or Interest (Rel/Int)

The intake specialist identifies a person’s relationship or interest, as it pertains to the oldest victim or client. Anytime the Rel/Int of Other (XX) is used, an explanation of the person’s relationship to the victim must be documented in the Person Notes.

3123.1 Person Notes Field

SWI Policy and Procedures October 2015

Person Notes are entered in an expanding text field in the Demographics section of the Call Person Detail page in IMPACT.

The intake specialist enters into the Person Notes field such information as:

  •  the person’s place of employment;

  •  the person’s work hours (days and times);

  •  an explanation of how the information was obtained (such as locating information obtained through an Internet search); and

  •  the availability of supporting materials and documentation which may be pertinent to the report, such as Internet links, pictures, emails, videos, letters, social media posts, and so on.

Also in Person Notes, the intake specialist:

  •  explains the relationship between the principal and any person listed as Other (XX) in the Relationship or Interest field; or

• clarifies any other situation where the relationship is not clear.

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