Contacts

A contact is any action, call, or visit with a person that is involved with a case or assessment. In Casebook, you will use the "New Note" button to record a contact. 

Examples of when you would use a note to record a contact are:

• • Meeting with Mom and child to discuss progress

  • Meeting with Mom and school to discuss plan of action for improvement

  • Mandated contact made for an assessment

Recording a Contact

To record a contact in Casebook:

• 1. Click the gray "New Note" button.

  2. Select the corresponding unit of work the contact is associated with using the autocompleter. By default, the unit of work the worker was currently on fills in this box.

  3. Enter a short narrative about the contact.

  4. Click "Save and Process"

• 1. Select "Contact" from the note add-on menu. Click Add

• • 1. When: the date/time of the contact

    2. Contact Method: a tool tip to help you answer the contact method question sits next to the question's heading that reads, "CONTACT METHOD: Choose the way the contact occurred. For Child visits with Parents/Family or FCM contact with Child to count towards state measurements, the contact method needs to be Face to Face, marked successful and the relevant people marked as present." 

• 1. Contact type: any additional information about the contact. Please note that more than one option can be selected from this list

  2. Successful: if the contact was successful or not

     1. Who was involved: The person’s role is displayed next to their name. 

        1. Focus Child will be listed next to all focus children on the unit of work

     2. All other relationships that display are based on that person’s relationship to the focus child/ren on that unit of work. People will be listed in the following order:

        2. 1. FCM (assigned to the unit of work)

           2. Focus Child/ren

           3. Caregiver, Parent, Guardian

           4. Report Source

           5. Focus Child’s Siblings

           6. Extended Family

           7. Formal Support

           8. Informal Support

           9. Other

           10. Note: when a person has multiple relationships with the focus child the order of importance is chosen from this order as people will not be listed more than once. If multiple people are in the same category, the label will display only once and the people will be listed alphabetically by first name.

     3. People’s names are now links to their person profile page. When clicked, the person’s profile page will open in a new tab.

  3. Click Save at the bottom of the form and then Save at the bottom of the page.

  4. For historical purposes, please note that in contact type the following options have changed:

• • 1. ‘Visit between child and family’ has been changed to ‘Focus child visited parents/family’.

• 5. The option ‘Visit with family members’ has been removed.

Viewing Contacts

Since contacts are a type of note, they can be viewed in the same way as notes on the history page. For step by step instructions, click here.

When on the History Note page you can filter for the type of contact/visit you are looking for or use a date range to specify the time frame. 

Supervised Visits

On the contact note add-on, a new question about who supervised the visit will be added if the contact is face to face and the ‘Focus child visited parent/family’ contact type box is checked.

• This question will appear below the ‘Who is Involved?’ question and read, “Who was the supervisor of the child visit with family? (Leave blank if not supervised)”

• The answer field will act as a normal autocompleter that lists the related people first, but can find anyone in the system by name or ID. New people can also be created from this autocompleter.

• After a supervisor is selected, the person’s name will display as a link to their person page and can be removed by clicking the remove link next to their name.

• If a person is selected as the supervisor, but not on the list of Who Is Involved and also not initially marked as present, Casebook will automatically mark the person as present in the Who was Involved list when the contact add-on is saved.

• If the contact method is changed, or the ‘Focus child visited parent/family’ contact type box is unchecked, any previously selected supervisors will be removed and the question will not display.

Printing Contacts

From the history page, you can print a list of your contacts.

• 1. Filter the history page to search for notes. This will display all of your notes, including all contacts.

  2. From the Smart Bar, click on the Forms menu.

  3. From there, select All DCS Forms. 

• 1. You will be taken to the DCS Forms portal from which you can print your contacts.