Service Referrals and Kidtraks

An FCM can add service referrals or placement referrals, including ICPRs, to a case or assessment through the Services card located on the main overview page of the unit of work. This is the way workers access KidTraks, a website that is integrated with Casebook and allows workers to create the service referrals that are needed for focus children and their families.

Adding a service

You will find a Services card on the overview page of a case or assessment. On this card there is an "Launch KidTraks" link in the top right corner in place of the more common "edit" link. When this link is clicked, you will be taken to the KidTraks Wizard. When the KidTraks Wizard opens, you will need to log-in to the wizard using the appropriate username and password.

Once the service referrals are completed and saved in KidTraks, they will display in Casebook on the unit of work from which the service was requested as an attached PDF files in the File Uploads card. You will also see a description of the service, including a link to the service provider profile page, in the Services card.

The Services card will display the 10 most recently added services. Each will be associated with a date range, name of the service, service type (ie: face-to-face), and the person names (which link to the individual's person profile page).

Although you can add services from the Assessment or Case page, these services will not transfer between units of work. For example, if you create a service referral in the Assessment, it will not be listed on the Services card on the related case.

Integration with KidTraks

Kidtraks is just one of several points in Casebook that two systems are integrated together. This integration allows the systems to communicate with each other and send information to each other.

When workers click the "Open KidTraks" link, they can choose services, add referrals, and select specific service providers. Once the service referral request is saved in KidTraks, KidTraks emails the FCM's supervisor who will approve the referral request.

This approval triggers KidTraks to send the details of the service referrals to Casebook as a pdf and structured data.

• • The pdf file and a description will appear on the File Uploads card on the case or assessment

    • The document type will be Service Referral

    • The created on date will be the date the information was transmitted from KidTraks to Casebook

    • No description will be transmitted

  • The structured data will create a verified service provider resource in Casebook. A full list of service providers can be viewed from the "Resources & Lists" menu and selecting Service Provider Resources. When a Service Provider Resource's address is changed in Casebook, the change will also be reflected in KidTraks.

  • Workers will see the approved status of their service referral. 

Viewing Referrals

In an active case, workers can click on the KidTraks link in the Service Referrals card. They will see a link to the resource listed in the referral. Clicking this link will take workers to the Service Provider's page, where they can see more detailed information about the resource.

History Page

Services listed in the Service and Referrals card will be listed as events on the case or assessment history. 

• 1. From the main page of a case on which services have been added and approved, click “See All” at the bottom of the Service Referrals card.

• 1. This will take you to the history page, which will be pre-filtered for services.

Alternatively, you can go to the history page using the History button in the top right corner and filter for services to display a list of all services that have been assigned to the Unit of Work.