Decision Card

Decision Card

This section discusses the portion of the Decision card that workers and Supervisors complete.  For information about County Supervisors see County Queue and Review

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Report History

Report workflow events appears on the Decision card instead of the History Page, where they appear for other Casebook units of work. The Report History card is closed by default and a number, in parenthesis, indicates the number of workflow events.

Report History shows each workflow event related to this Report.  

Event details include,

• • Date & time

  • The person who performed the event including their Hotline user role at the time the event occurred

  • The values for Report Type, Decision, Response Time and Assigned County as they existed when the event occurred

  • Comments, if entered, for Return for Edits or when a Report is Retracted

When a Report changes states previous workflow events include the elapsed time the Report was in the previous state. Durations of less than a minute display as 0 days, durations of up to one hour display in minutes and durations greater than one hour in days.  The current workflow event does not display a duration. See Hotline Workflow Events for a complete list of workflow events.

Report Type

“Report Type” is required for all Reports

• • Select the Report Type from the drop down

  • Click Save

The following Report Types affect information required on the Report.

Safe Haven Baby

To Create a Safe Haven Baby Report:

• • Select Report Type Safe Haven Baby on the Decision Card

  • Select Service Request as the Screening Decision

  • Click Save

Notes:

• • A Victim to be added to the Report

  • Victims listed on a Safe Haven Baby Report are not required to have a Mandated Reason or Allegation

  • When the Report is approved by a Hotline Supervisor:

    • A Case is created with the Victim as a focus child

    • Notifications are sent to the assigned county distribution list. For more information, see Hotline Notifications

Institutional Report/Licensing Complaint

These Report Types should only be used when an Allegation includes a Participant who is

• • an applicant or other household member of a Foster Family Home

  • an employee of a Resource

To Create an Institutional Report or Licensing Complaint:

• • Choose Institutional or Licensing Complaint as the Report Type

  • Select the Institution type from the dropdown

    • If the Institution Type is Day Care or Not Listed/Other additional fields appear

      • Enter Name (required), Address, and Phone Number

  • Enter the name of the institution using the auto-completer

    • If the Institution Name is not listed in the Auto-completer results

    • Click “Not Listed.” - additional fields appear

      • Enter the Institution details in the fields provided

SDM Tool

An SDM is required for all Report Types.

• • You can clear the message by Clicking X

  • You can accept or override the SDM downloaded recommendation

    • Hotline Workers or Supervisors should explain the reason for overriding the SDM tool’s recommendation in the Report comment field (not required for submission)

Notes:

• • You can only retrieve Decision and Response time once and only if the Decision and Response Time fields on the Report are blank

  • If the Report was previously submitted and is back In Progress because it was Returned for Edits or Retracted any further SDM Tool results cannot be downloaded

Screening Decision

Screening Decision is required for the Report to be submitted. This is already filled in from the results of the SDM tool however you can override this decision by selecting another option.

Response Time is required upon submission to the Hotline Queue when there is a decision of Screen In or Screen Out. All other Screening Decisions do not require a Response Time to be entered.

[Indiana] The following matrix is a summary of screening decisions and response times:

• • Click the checkbox on the Decision card to restrict the Report

  • Enter any people who should have access to the Report using the auto-completer.

Notes:

• • The Assignee and any Super Admin user is always able to see the Report

  • If the current assignee is not authorized to access this Report then the Report must be reassigned to a Hotline worker who is authorized to have access prior to setting restrictions

  • A restricted Report authorized person’s list must include at least one Hotline Supervisor who can also be the assignee if they have a role of Hotline Supervisor or higher

Outside Referral

At times, an outside agency is better equipped to investigate the Report. This form is used to document the referral type and the agency you contacted.

To document which Outside Agency you contacted:

• • Select the checkbox next to the appropriate Referral Type

    • If the appropriate Referral type is not listed, enter it in the Other Outside Referral Type text field

• Enter the Agency Name and Phone Number in the text fields

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