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Introduction
Introduction
Anyone added to the Report is considered a Participant and at least one Participant is required when the Report is submitted for approval. For some Report types this will only be the Reporter. See Decision Card for more information.
Adding A Participant
Adding A Participant
From left to right the three icons on the top right of the card allow you to:
search for a Casebook person to add to the Report via autocompleter
add Casebook people who are related to one or more Participants on the Report
add an unknown person to the Report
Selecting a Casebook person to be a participant
Selecting a Casebook person to be a participant
An existing Casebook person can be added as a Participant on the Report via the auto-completer. You can search by name, person ID, DOB or SSN. If the autocompleter is not visible click on the search icon at the top of the Reporters and Participants card. A person added in this manner is said to be screened into the Report.
When a Casebook person is added as a Participant, the following person details are copied to the Report:
Name
All aliases including the alias type
Date of Birth
Date of Death (including flag to say person has died)
Gender
Race
Primary and Secondary language
SSN
Phone numbers
Primary email
Note:
The linked Casebook Person is shown at the bottom of the Participant summary card.
Click the link to open the Casebook Profile in a new tab
This is the Selected Casebook Profile Summary
The Selected Casebook Profile Summary will appear at the top of that Participant's edit page. For more information on editing Participant information, please access Editing a Participant
If a Casebook person’s profile information is changed after being screened as a Participant, the updated Casebook Profile summary will not appear on the Report until you refresh the Report page
You cannot add a Casebook Person to a Report twice. If you attempt to do so a red error pill informs you that you have already added that Person.
Click x to dismiss the error message.
Naming a Report after a Participant
All Reports, other than Institutional Reports and Licensing Complaints, are named after a Participant. Select the Participant you wish to name the report after by clicking the Name Report After This Person checkbox on that Participant's edit card.
Note:
Selecting a Particpant to name the Report after overrides any previous selection
If a Participant is not selected, the Report cannot be submitted for review
Institutional Reports are automatically named after the selected Institution on the Decision Card. Access Institutional Reports & Licensing Complaints for more information
Merged Casebook People
Casebook has the ability to merge person profiles. When merging, one person is marked as a duplicate and their information is copied to another Casebook person who becomes the master profile. See Deduping People for more information about merging Casebook people.
Hotline only allows you to add master profiles as Participants. Duplicate profiles will not appear in search results and cannot be selected as Report Participants.
Updating Linked Profiles
When Casebook people are merged Hotline searches for all Reports where the duplicate person is linked as a Participant and automatically changes the linked ID to point to the master Casebook profile. Reports which are already linked to the master Casebook profile will not change.
Example: In Casebook, Person A and Person B are each linked to Participants on Hotline Reports. When Person B is merged into Person A then Person B becomes a duplicate profile and Person A becomes a master profile. Hotline will find all Reports where Person B is linked to a Participant and change the Casebook profile ID so that the Participant is now linked to Person A.
If a Participant's linked Casebook Person is merged into another Casebook profile, while the Report is “in progress”, then, as described above, the Participant is updated to link to the new Casebook master profile ID. The Participant’s demographic information does not automatically update, except to show the Participant is linked to the master profile instead of the duplicate.
Hotline remembers all the Reports that contained the Duplicate Profile as well as all the ones that contained the Master. So if a merged Casebook person is reverted all Participants who were linked to the duplicate Casebook Person profile ID are reverted back to their original Casebook Person profile.
Reports generated after the merge remain linked to the master profile ID.
Creating a new Casebook person to add as a Participant
If Casebook does not return a match for the searched person you can create a new Casebook person.
Choose “Create New Person Profile” at the bottom of the search results under “Not Listed?”. For more information about adding a new Casebook person see Creating People.
Saving the newly created Casebook person adds that person as a Report Participant as if they were selected from the autocompleter.
Note: Creating a new Casebook person immediately allows other workers to find this person in Casebook searches.
Adding Participant’s Related People
Adding Participant’s Related People
The Add Related People card displays people related to Casebook profiles linked to Report Participants. Related people on this list and can be added as additional Report Participants.
To add related people to the Report
Click the Related People icon
Select one or more checkboxes
Click the “Add Selected”
The selected people are added as Participants at the top of the Reporters and Participants card. Information on the Casebook profile is copied across to the Participant as if they were added via the auto-completer.
Notes:
Only family relationships are included in this list
Only one relationship type is listed even if a related person has more than one relationship type with a Report Participant
Details regarding which relationship is displayed can be found at the bottom of this page
Each related Casebook person is listed with the Report Participants who share that relationship type with the Casebook person
Adding Related People to a Report may result in new related people being added to the Related People list
If the Related People list is open and you re-screen a Participant with a new Casebook profile the Related People list does not automatically update
Close and re-open the Related People list to refresh the results.
Click the link to access that Related Person's Casebook profile.
Adding a Participant without a Casebook profile
Adding a Participant without a Casebook profile
Sometimes a Participant is not known or you wish to add a person to be searched later. In this case you can directly add the Participant to the Report.
To create a new or unknown person (Including anonymous Reporters)
Click the Add Participant icon on the Reporter and Participant card
This creates a blank Participant form
Clicking the icon more than once adds multiple forms.
The new person:
appears at the top of the Reporters and Participants card as (Name Unknown)
has the role ‘not involved’
is labeled as to indicate that this Participant is not linked to a Casebook person
Notes:
People added via the Add Person form are not immediately available for search in Casebook
When the Report is approved by a Hotline Supervisor, all participants without a Casebook profile are created as a Casebook Person with the exception of participants who are labeled as Unknown AND whose Report role is ‘Not Involved’
Clicking the search icon allows you link this Participant to a Casebook person as described in Re-screen Casebook Person.
Hovering over the icons in the top right hand corner of the card displays additional information
When a Participant is copied to Casebook on Hotline approval, their DOB is marked as "Estimated at Intake"
Hierarchy of relationships displayed on the related people list
child - caregiver child - step-child - child of boyfriend/girlfriend - child-in-law - former foster child
parent - caregiver - step-parent - boyfriend/girlfriend of parent - parent-in-law
sibling - half-sibling - step-sibling - sibling-in-law - foster sibling
spouse - civil partner - domestic partner - boyfriend/girlfriend - ex-spouse
first cousin - first cousin once removed
nephew or niece - great nephew or niece
uncle or aunt - great uncle or aunt
grandchild - great-grandchild - great-great-grandchild - great-great-great-grandchild
grandparent - great-grandparent - great-great-grandparent - great-great-great-grandparent
Re-screening a Participant
Re-screening a Participant
At times, a Participant is incorrectly screened in on a Report or a Participant is added to be searched later. You can re-screen the Participant in order to link them to the correct Casebook Person.
To re-screen a Participant on a report
Click the magnifying glass on the Participant card you want to re-screen
Enter the Casebooks person’s name in the autocompleter and select the desired profile
Note:
When re-screening a Participant, if you link to a different Casebook profile then
the Participant Summary card is updated to show the link to a new Casebook profile
existing Participant demographic information is not updated
To update Participant data after Re-Screening, you must:
delete the Participant and screen the Casebook Person's Profile again
--OR--
change the data on the Participant Edit Card to match the data on that person's profile page
Re-screened Participant (the Casebook Profile name does not match the Perpetrator)
Example:
A Participant is originally created with a link to Casebook person Frank Franecki
It is later realized that the correct Casebook person is Zola Hyatt
You re-screen the Participant to link to Zola Hyatt but the Participant’s name and other demographic information remains as originally copied from Casebook
You can edit this Participant and change Participant’s Name and other information as appropriate to match Zola Hyatt’s demographic information
Back to Narrative -OR- Continue to Editing a Participant
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