When a Hotline Supervisor approves a Report
Participants who are not linked to a Casebook Person will have a Casebook profile created automatically as long as the Participant is not flagged both as ‘Unknown’ and ‘Not Involved’.
Participants who are linked to a Casebook Person will have certain demographic information updated on the existing Casebook Person’s profile according to the following rules.
Aliases
A new alias is copied to the Casebook Person if it does not already exist
Changes to a Participant's name are copied as a new Alias
Edits to an existing alias are treated as a new alias and added to the Casebook Person if it does not already exist
Deleting an existing alias from a Participant does not delete it from the Casebook Person
Date of Birth (DOB) & Approximate Ages
A DOB is copied to the Casebook profile if one does not already exist
Changing an existing DOB only updates a Casebook Person’s DOB if the verification on the Casebook profile is ‘Estimated at Intake’
Approximate age is converted into a DOB, copied to the Casebook profile and marked as ‘Estimated at Intake’
Approximate age overwrites a Casebook DOB if the pre-existing Casebook verification is marked as ‘Estimated at Intake’
Date of Death (DOD)
Marking a Participant as deceased updates the Casebook profile (if not already marked).
Adding or Editing a Date of Death only updates a Casebook profile if the pre-existing Date of Death verification is ‘Unknown’
If a Participant’s DOD occurs earlier than the Casebook Person’s DOB, then the Date of Death does not update and the Casebook profile will just be marked as deceased
Removing the deceased selection for a Participant does not update a Casebook Person who has previously been marked as deceased
Gender
Gender only updates if the Casebook Person’s gender had been marked as unknown
Primary and Secondary Language
Primary language only updates if the Casebook Person does not currently have one listed
Secondary language only updates if the Casebook Person does not currently have one listed
Social Security Number(SSN)
SSN only updates if the Casebook Person does not currently have a SSN. Changes made to a Participant’s SSN will not update the associated Casebook Person’s SSN
Phone Number
Deleting a phone number from a participant does not delete it from the Casebook Person.
Changing a phone number type does not update an existing phone number type for the Casebook Person nor does it create a new number with that type
Adding a new phone number only updates the Casebook Person if the phone number does not already exist
When a new phone number is entered twice on a Participant but has different phone types, then Hotline copies both numbers across to the Casebook Person
Email address
Copied to the Casebook Person if this email address does not already exist
If the Casebook Person has no existing email address then this email address is set as the primary email
Primary Address & Other Addresses
All Report addresses (Primary [except when unknown] and Other) are added to the Casebook Person as an Imported Address, as long as the address does not already exist
Households
A Household is created in Casebook when a Participant’s address is marked as a “Home” address, except when that address already exists as a Household address for any of the linked Casebook Person profiles
When a Household is created, all Participant’s Casebook Person profiles who share the same “Home” address on the Report are added in Casebook as Household members
If a Participant’s Casebook Person does not already have a Primary Household address, Casebook will make set the new Household as “Primary”
If a Participant has multiple Home addresses and one is marked as the Report’s Primary address it becomes the primary household on the linked Casebook Person’s profile
If all Home addresses on the Report are marked as “other addresses”, then the first address created becomes that Casebook Person’s primary Household address, as long as they do not already have a primary Household address
Participants are not added to existing Households
Example If a Household is not created (because the Report’s Home address already exists as a Household address for one or more linked Casebook profiles) then any other Participants who share the same Home address but are not currently in the existing Household are not added to that
Current location (at time of Report)
Current location remains local to the Report and is not copied to the Casebook Person
Relationships for Children
Copied to Casebook if the relationship does not already exist
Relationships will not be copied if:
The Relationship exists already
The Relationship has an end date today or earlier
When a Report creates or is linked to an existing active Assessment the Report’s Allegations and Mandated Reasons are copied to the Assessment. In addition information from the Report appears on the Assessment's Report Narrative section and is used to determine mandated contacts for the Assessment. If more than one Report is linked to an Assessment the oldest Report is listed first.
For each Report associated with this Assessment the following information is displayed;
On the Allegations, Mandated Reasons, and Intake Narratives Card:
All Allegations on the Report
Report Name or ID as a link to the Report
Date and time of the Report
Incident address details including Location type and the County.
Narrative
Worker Safety issues marked on the Report, including any description entered in parenthesis
Responses given to the Domestic Violence Questionnaire (DCS Specific)
Reporter’s Information
Reporter Name as a link to the person’s profile
Reporter Type
Reporter’s Address and phone number details as entered on the Report
Reporter’s Source of Information
If Reporter was tagged in Report as Not Involved and Unknown - then the Assessment shows Report Source as Unknown and without a link
List of All Participants on the Report along with their Role on the Report
Additional Participant information as it was entered on the Report
A Peds flag if child marked as Peds
Report Assignee
Hotline and County Supervisors who approved the Report
On the Mandated Contacts Card:
Victims
Perpetrators
Reporters
Reporters do not appear if they are marked Unknown and Not Involved on the Report
Notes about Linked Assessments:
Report narratives are listed oldest to newest (if more than one Report is linked to the Assessment)
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