To return to the top, click your cursor anywhere on this page and press the Home key on your keyboard. Brief Description
Facility Complaints are created by the Referral module. This module allows the user to update, maintain and close the Facility Complaint. They will also be able to record resolutions, display data related to DLR/CPS assessments, delete the Facility Complaint (supervisors only), search Facility Complaints, browse through information related to the Facility Complaint and print the Facility Complaint. Supervisors will be able to reassign the Facility Complaint to another Licensor, reopen a closed Facility Complaint and delete a duplicate Facility Complaint, or reconnect a Facility Complaint related/assigned to an incorrect facility.
To return to the top, click your cursor anywhere on this page and press the Home key on your keyboard.
For more information on Facility Complaints created before March 31, 2003.
For more information on Facility Complaints created March 31, 2003 or later.
FACILITY COMPLAINT BOILERPLATE INFORMATION
1. Complaint ID: CAMIS
generates a Complaint ID when
a Referral regarding a licensed
or unlicensed facility
is received, entered into CAMIS,
created and saved.
2. Created Date: This is the date the Facility Complaint is created.
3. Closed Date: This is the date the complaint was closed.
4. Referral ID: This comes from the Referral, which has generated the Facility Complaint.
5. Referral Type: (These are read-only and come from the Referral Program Type) There are four types of Referrals:
6. Referral Decision: This comes from the related Referral.
7. Business ID: This is the Business ID associated to the Referral.
8. License Status: The following are the types of License Status:
9. Facility Types: This comes from License module. The following are Facility Types:
10. Lic Control ID: This comes from the License Control ID of the Licensed business selected by intake.
11. Facility Name: This comes from the License module.
12. Orig. Assigned Licensor: This comes from the Licensor assigned to the facility complaint of the business selected at intake.
13. Licensing Supervisor: This is the supervisor of the licensor assigned to the license for the business selected by intake.
GENERAL TAB
1. To Open a Facility Complaint
A. Click Open
B. Select Facility Complaint
C. Select Facility Complaint ID or Referral ID.
D. Type the appropriate ID and click Ok.
E. If you do not know the Facility Complaint ID or Referral ID, see Search sections.
Information on the General tab for state regulated facilities comes directly from the Referral.
2. Facility Screening Questions
A. Is this facility required to be licensed? Select Yes, No or leave blank. (If you select No, it will close the complaint and will require resolution text.)
B. Is there an alleged license violation? Select Yes, No or leave blank. (If you select No, it will close the complaint and will require resolution text.)
C. Is this facility complaint a duplicate of another facility complaint? Select Yes, No or leave blank.
D. If you answer Yes to "Is this facility complaint a duplicate of another facility complaint?" a Facility complaints related to License e.g. 521 screen will display. Right click on the correct Facility Complaint ID, select Send to Facility Complaint [e.g. 521].
3. Duplicate of Complaint ID:
A. If the Facility is unlicensed, type the Duplicate Complaint ID in the Duplicate Complaint ID field on this Facility.
B. If the Facility is licensed, this Duplicate of Complaint ID will be carried over from step 1 D above.
C. The maximum number of duplicate Facility Complaints that are related to the original Facility Complaint is 15.
D. Click the drop down list next to Duplicate Complaint ID to view the other related Facility Complaint ID's or the "Master" Facility Complaint.
4. Complaint Closed Date. This is date the complaint was closed.
A. Click the down arrow to see a calendar. Click on the left/right arrows to scroll through months. Click on specific date or click Today to use today's date or Clear to select another date.
5. DSHS Hearing Upheld?
A. Select Yes, No or leave blank. This is based on the final Administration Hearing outcome.
6. Facility High Profile - If a High Profile is selected on a Referral, it will display on the Referral and Facility Complaint Records. If a High Profile is selected, an alert will be generated notifying the appropriate persons. See below for list of persons:
A. Check the applicable Facility High Profile from the following:
B.
Notes - You must have
checked Other before
the Notes button 
is
available. Click the Notes
button, a High Profile Text area will display.
Enter your High Profile text here. Right
click in text area, select
Spelling 
to check the spelling. Click Save to
continue or Cancel.
7.
Facility and Incident Address
tab - This is read-only information
generated from the Referral. To
toggle between the information
select either the Facility
Address or Incident Address
tab.
SEARCH BY LICENSING OFFICE
1. Select the Licensing Office from the drop down list.
2. Complaint Created Date (Maximum 90 Days in Date Range)
A. Type a Start Date or click the drop down arrow. You will see the calendar similar to below, click arrows left/right to scroll through months. Click on a specific date or click Today to use today's date or Clear to select another date.
B. Type the End Date or click the drop down arrow to select a date.
C. Check Open Facility Complaints - The default is checked, however you can uncheck this.
D. Check Closed Facility Complaints - Check this if you want to see a list of all Closed Facility Complaints.
3. Once you have entered valid dates, the Search button will be available. Click Search.
4. Click Clear to remove your typed information.
5. Once you have clicked Search and the grid below displays your search results, you can click To Excel to have your search results be imported into an Excel spreadsheet.
A. To save your search results to an Excel spreadsheet, click To Excel. This will open MS Excel and bring over your search results into a new spreadsheet. The column headers will be displayed as well as the information from your search results.
B. Be sure to remember that the spreadsheet will not have a date. If you print the spreadsheet report, unless you have hand typed a date there will not be a date associated with the Excel spreadsheet.
7. Click Reset Display to reset the columns and column headings to the original default.
SEARCH BY WORKER IDA. The area that displays the search results may be customized. To sort the columns, click on the arrow to the right of the column headers. A down arrow represents that column is A-Z alpha sort. An up arrow represents that column is Z-A sort. To see only certain columns, click on group the column header(s) and move to the gray area above the column headers.
B. You can also reorganize the column headings. Click on a column header, hold down and move to another column header position. For example, if you want to move License Control ID to the 5th column, click on that column and hold down, move the column to the desired position. It is important to remember that you need to keep your cursor within that column header row. Notice the green arrows to indicate you are still within the column header row.
C. If you want to move a column header, it must not be moved out of that column row. If the column accidentally gets moved to the medium gray row above the column headers, the information will be grouped by that column. Notice the License Control ID column header is the first one in the medium gray row, now your grid will display all License Control ID numerically. Click on the + sign to see more information based on the headers you have grouped this by. You will have to continue to click the + sign to unfold that column's information.
Once you have all of the plus signs (+) unfolded, you will see a minus (-) sign next to the column headings. The white section underneath the column heading will list the related information. To fold that information up quickly, click the e.g. the License Control ID (-) sign.
This allows you to group only certain information by chosen column headings and to sort (e.g. in this example, License Control ID is numerically sorted) by that column.
1. Type the Office ID number. These are the first 3 numbers of your full SSPS ID number.
2. Type the Worker ID (SSPS) number. This consists of 2 numbers, 2 letters and 2 numbers.
3. Check Open Facility Complaints to search open Facility Complaints. The default is checked, however you can uncheck this.
4. Check Closed Facility Complaints, to search closed Facility Complaints. If this is checked, all closed Facility Complaints ever assigned to the Worker will be displayed. The default is unchecked.
5. Once you have
entered SSPS ID numbers, the Search 
button will be available. Click Search.
6. To type something different, click Clear to remove your typed information.
7. Once you have clicked Search and the grid below displays your search results, you can click To Excel to have your search results be imported into an Excel spreadsheet. Click here to go to the To Excel Instructions.
8.
Click Reset Display to
reset the columns and column headings
to the original default.
SEARCH BY FACILITY NAME
1. Type the entire Facility Name if known.
A. If unsure of the spelling, type the first letter(s) to search by that Facility Name beginning with that letter.
2. City, County Name and Licensing Office are additional filters to pare down your search criteria. Type a City Name, select a County Name, select a Licensing Office.
3. Check Open Facility Complaints - The default is checked, however you can uncheck this.
4. Check Closed Facility Complaints - Check this if you want to see a list of all Closed Facility Complaints. The default for this is unchecked.
5. Once you have entered a Facility Name, the Search button will be available. Click Search.
|
Note:
Any
fields that have an Asterisk
or are bolded are required
fields.
|
6. Click Clear to remove your typed information.
7. Once you have clicked Search and the grid below displays your search results, you can click To Excel to have your search results be imported into an Excel spreadsheet. Click here to go to the To Excel Instructions.
8.
Click Reset Display
to reset the columns and column
headings to the original default.
1. Click the check box to the left of the Licensing Issues.
2. Click the drop down arrow and select Valid, Not Valid or Inconclusive for the following Licensing Issues.
DCCEL (Click a term below to read the definition)
OFCL (Click a term below to read the definition)
3. Historical Issues - If selected, prior to May 16, 2003, they may be unchecked. If the Facility Complaint is saved after May 16, 2003, they can not be unchecked.
4. Licensing Issue Text (Briefly Explain Reason for Licensing Issue Decision)
This text area is only available and used to describe Other Violations. The text field is not an option for any other licensing issues. The area is a limited space; maximum space is 1 page. Be brief to describe the Other Violations Licensing Issue. Use the up and down scroll bars on the right to view text.
RESOLUTIONS TAB
1. Select a Resolution:
A. Facility Closed
i. If Facility Closed is checked, the Facility Closed - Closed Action field is available and requires a response and Closure Date. Resolution text is required.
ii. If Facility Closed is checked, select a Reason for Closure from the following:
- Application Withdrawn
- Voluntary Surrendered License
- License Denied\
- License Revoked
- Other (Text required)
iii. Select a Closure Date
i. Click the down arrow to see a calendar. Click on the left/right arrows to scroll through the months. Click on a specific date or click Today to use today's date or Clear to select another date.
iv. Type the Resolution Text.
B. Facility Remains Open
i. If Facility Remains Open is checked, the Facility Remains Open - Resolution Action field is available and requires a response and Resolution Date. Resolution text is required. Facility Remains Open.
ii. If Facility Remains Open is checked, select a Resolution Action from the following:
- Administrative Approval
- Allegations Not Valid
- Applied for License
- Compliance Agreement Completed
- Duplicate Facility Complaint Record
- Inconclusive
- License Modification
- Other
- Placed on Probationary Status
- Screened out for License Investigation
- Settlement
- State Regulated Care (Non CA/DCCEL Facility) State Regulated Care option is automatically created and closed by CAMIS (e.g. closed at intake based on the Business ID).
- Waiver
iii. Select a Resolution Date:
a. Click on the down arrow and you will see this calendar, click on arrows left/right to scroll through months, click on specific date or click on Today to use today's date or Clear to select another date.
C. No Resolution Yet
i. Check No Resolution Yet, if no decision has been made. The default is checked.
ii. This Confirm message is displayed when you change from Facility Closed or Facility Remains Open to No Resolution Yet.
iii. When this message is displayed, "You have selected No Resolution option. If that is the resolution you want, please click Yes button to clear the other resolution data, otherwise click on No button to keep the previously selected resolution.", click Yes or No.
2. Resolution Text (Briefly Explain Reason for Decision).
A. This is a limited space for text (one page), see the bottom status bar to watch the colored bar in the bottom left corner (text meter). Right click in text area, select Spelling, this will start the Spell Check.
B. Watch the text meter. It will start out green. When it turns yellow you are near the end of your typing space. When it starts to turns to red, you have approximately room for one or two words. Once the text meter has stopped, you have filled the maximum space allowed for text. STOP!
C. The system will not allow any more information entered into this text area. When you try to save it will give you an error message that you have too much text. Remove some text, try to save again
3. Resolution tab displayed below - this will depend on what Resolution (Facility Closed, Facility Remains Open, No Resolution Yet) was chosen above.
A. Facility Closed
i. This will display only the Closed Action selected and the Closed Date.
ii. Click the drop down arrow, select a Closed Action from the drop down list.
iii. Click the drop down arrow, select a Closed Date by using the calendar.
B. Facility Remains Open
i. This will display the Resolution Action, Resolution Date.
ii. Add - Click Add, then select your Resolution Action from the drop down list. Click on drop down arrow to select a Resolution Date. Up to 8 resolutions may be selected.iii. Delete - Click to highlight the Resolution Type of Action you wish to delete, click Delete to remove it from this list.
iv. Clear - If you select a Resolution Type and change it accidentally, you can click Clear to store it to the original Resolution Type selected.
C. No Resolution Yet
i. This will display both the Facility Closed tab and the Facility Remains Open tab.
COMPLAINT ASSIGNMENTS TAB
1. Type the Licensor * (SSPS ID) if known. The Licensor ID is a combination of the Office number and Worker ID (SSPS). (* If a field has an asterisk, it is a required field.)
A. Type the Begin Date or click the down arrow to see a calendar. Click on the arrows left/right to scroll through months. Click on a specific date or click on Today to use today's date or Clear to select another date. The CAMIS system will not allow you to enter a future date.
B. Type the End Date or click on down arrow and you will see this calendar, click on arrows left/right to scroll through months, click on a specific date or click on Today to use today's date or Clear to select another date.
C. Type the Licensor information into the appropriate fields. Click Add to add that Licensor to your grid.
D. Highlight the Licensor you wish to remove from the grid. Click Delete to remove that Licensor from your grid.
E. Click Clear to remove the typed text from the Licensor information fields.
2. If the Licensor (ID) is Not known, right click on Licensor field, select Search, select Worker.
A. Select Search By Office, Search By Name or Search By Logon ID.
B. Type the Office Number, Name or Logon ID.
i. Select Search.
Ii Right click on Worker ID.
iii. Select Send (e.g. 999-01MM01 to), select Facility Complaint (e.g. 4207 (A GOOD FACILITY) - Worker.
3. Complaint Assignment Rules
The following rules will ignore an open LICWRKR assignment for the person with the closed SSPS ID. Licenses are assigned using the Licensor's user ID. Facility Complaints are assigned using the Licensor's SSPS ID. CAMIS only looks at the SSPS ID for the Licensor on the License sent to the Referral/Complaint.
- If Licensor's SSPS ID is no longer active, then CAMIS will assign the supervisor.
- If DLR License Supervisor's SSPS ID is no longer active, then CAMIS will assign the DLR Regional Manager.
- If DCCEL License Supervisor's SSPS ID is not longer active, then CAMIS will assign the DCCEL Field Manager.
CREATE (MAINTAIN) FACILITY COMPLAINT
Any state regulated facility will have a Facility Complaint created and closed automatically by CAMIS.
1. Create a Referral that contains the following;
2.
In the Referral, there must
be a Facility Name listed
on the Facility tab.
3. Once you have completed
and saved your Referral, CAMIS
will generate a Facility
Complaint based on your Referral.
4.
To find the Facility Complaint
related to the Referral, click
Browse, select Facility
Complaint, select by Referral
ID.
5. You will see Facility Complaints listed in the Browse page. See Complaint ID for the Facility Complaint ID generated from the Referral received.
BROWSE FACILITY COMPLAINT
1. Click Browse, select Facility Complaint, select by Complaint ID or by Referral ID.
2. Facility Complaint General Information from the Options list is selected. Click on any of the Options listed and the information to the right will display the Option you have selected.
3. The boilerplate will display the following information;
4. The Browse Page will display the following;
5. Print from Browse Facility Complaint
A. While Browsing a Facility Complaint, click Print, select Screen Print or Facility Complaint General Information for (NAME OF FACILITY).
i. If Screen Print is selected, only the information displayed on the current screen will print. There is often more information to scroll down or up to see, it may be a better option to print the step covered below (ii).
ii. If Facility Complaint General Information for (NAME OF FACILITY) is selected, all of the Facility Complaint General Information will be printed out.
UPDATE FACILITY COMPLAINT
In order to update a Facility Complaint, users have different access and different permissions.
Licensor Security Permissions
1. Close a Complaint - only the licensor assigned to the complaint can close the complaint. Other staff will not be able to enter a closed date or answer the screening questions because the answers to these questions may result in closing the complaint.
2. Complaint Locked - The complaint is locked for read only if it is closed and the 7 days period of allowing update has reached. No one can update the complaint unless that person is granted override access. (Trainers and license sups)
3. Reopening a Closed Complaint - Within the 7 days of the input facility complaint closed date, only the licensor assigned to the complaint can reopen a closed complaint.
4. Reopening Work Assignment - Within the 7 days of the input facility complaint closed date, the licensor assigned to the complaint can open his/her own work assignment.
5. Update a Complaint (licensor not assigned to complaint) - If the complaint is opened, any licensing staff can update the following information: High Profile, Hearing/DSHS Upheld, Licensing Issues and Facility Resolutions.
6. Update a Complaint (licensor has active complaint assignment) - In addition to the data listed in #5, the licensor can answer the screening questions and enter a closed date.
Supervisor Security Permissions
1. Override Access - If the user (Trainers and license sups) is granted override access, they can review, update, delete a complaint any time.
Update Facility Complaint
CLOSE A FACILITY COMPLAINT1. If you know the Facility Complaint ID, follow these instructions:
A. Click Open, select Facility Complaint or Referral ID.
B. Type the Complaint/Referral ID, click OK.
2. If you do not know the Facility Complaint ID number, follow these instructions:
A. Click Search, select Facility Complaint.
B. There are three options to search by, Search By Licensing Office, Search By Worker ID or Search By Facility Name. Click on the underlined text above to go directly to the instructions for Search options.
i. A list of IDs will be displayed. You can reorganize these columns by clicking on the column heading, hold and drag it to another location within the column row. Scroll through the list until you find the ID information that you are looking for.
ii. Click the movie
icon to view a video clip of moving a column in motion.
a. You will see a Microsoft Office message regarding viruses. This is a trustworthy link, click OK.
b. Once the movie has played, use the rewind, back, play, pause, forward, and end buttons on the very bottom of the movie screen. Click the (X) in the upper right hand corner to close.
ii. Right click on the Complaint ID you wish to open. Select Open Facility Complaint (e.g. 3859).
iv. Open the Facility Complaint, make the appropriate changes, click Save and close when finished updating the Facility Complaint.
v. Each Resolution must have a date associated with it. Staff will have 7 calendar days to change the date of input (Resolution Date). After 7 days, the Resolution Date field is locked. Only Licensing Supervisors and Automation Trainers can delete or change the Resolution Date field.
3. If you do not know the Referral ID number, see Referral Search.
On the General Tab, enter a Complaint Closed Date. A Facility Complaint can be closed with resolutions that a facility remains Open or Closed.
1. A Facility Has Been Closed (Select only one resolution)
2. A Facility Remains Open (Multiple resolutions up to 8 can be selected)
Supervisors will be able to reassign the complaint to another Licensor, reopen a closed complaint and delete a duplicate complaint.
1. Reassign a Facility Complaint
Supervisors will be able to reassign multiple complaints to another Licensor. E.g. If a Licensor or Licensor workload has changed and needs to be assigned to another Licensor. This is still under development in CAMIS.
2. Reopen a Closed Facility Complaint
Only Licensing Supervisors/Managers and Automation Trainers will have the security permission to reopen a closed Facility Complaint.
3. Delete Facility Complaint (This should force an SER if we delete the Facility Complaint.)
PRINT FACILITY COMPLAINTA. Only a member of the License Supervisor or Trainer Security Group can delete a Facility Complaint. (The License Supervisor or Trainer Security Group member must open the Facility Complaint, right click on the Complaint ID and select Delete.)
B. A Facility Complaint cannot be deleted if a Facility Complaint SER is associated with it.
C. Placement Coordinators, Group Care Coordinators, Supervisor-Interim Care will receive email alert notifying them that a Facility Complaint was deleted.
D. On the History
button, there will be a note next to that Complaint ID that displays (Deleted). After that deleted Complaint ID drops off the History list, it won't show anywhere else in GUI.
1. There are five options for printing basic Facility Complaint information:
2. Click on a Facility
Complaint tab (General, Licensing Issues, Resolutions or Complaint Assignments)
first, then click Print 
.
A. If you select Screen Print, this will only print out what you see on the screen for that tab (e.g. Licensing Issues Tab is selected). This should be used for a quick printout of that tab's information.
B. Click OK or Cancel.
2. If you select Printing Facility Complaint Report, you will see the report in a Print Preview, click the Print button from the Print Preview toolbar.
3. If you select Printing Facility Complaint Report via Outlook option, the message below will be displayed.
A. Click OK.
4. You will need to toggle to your Microsoft Outlook email Inbox.
A. The email sent from Facility Complaints will have the following title:
"Critical Incident Report For Complaint ID ____" (e.g.4213). This will be an attached MS Word document.B. Double click on the attachment to view the report, click report to see a graphic of the report. Select Print once you have opened it up in Word.
5. This is the fourth option for printing summary information regarding Facility Complaints. You can printout the following information using this method:
A. Click Browse, select Facility Complaint, select Facility Complaint ID or Referral ID. Type the Complaint ID or the Referral ID, click OK.
B. Click on one of the Options to the left. (Facility Complaint General Information, Action Logs or SERs.)
C. Click Print, Select Facility Complaint Information for (e.g. A GOOD FACILITY).
6. You can also use this method to print out the Facility Complaint Critical Incident Report.
A. Click Open, select Facility Complaints, select Reports. From the Reports list, click Facility Complaint Critical Incident Report.
B. This report is the exact same report as the Print Facility Complaint Report option under Print, see graphic below.
FACILITY COMPLAINT REPORTS
1. Click Open, select Facility Complaint, select Reports.
2. Click on the report to select a Batch Reports for Facility Complaints, see list of reports below.
A. Facility Complaint Critical Incident, Report [This report is the same report that you can print by clicking the
Print icon from an open Facility Complaint. This format does not need to be adjusted in order to print properly.]
The following reports will need to have some formatting changes before it will print properly. See FORMATTING REPORTS section below.
1. To display a report properly: You will need to click the File button, select Page Setup, and click on the Paper size tab, change the Paper size to Legal.
Then change the Orientation to Landscape.
2. Click the Margins tab. Change the left and right margins to .2".
3. You may have to reduce the font to fit the page properly. Use Print Preview to test font size.
B. Child Placing Agency Report, State [This report allows the user to specify a date range, and obtain a list of facility complaints that were received during that date range, organized as to those private agency foster homes for which the CPA provides supervision.]
C. Closed Facility Compliant Report, Worker [User specifies a date range, and generates a report that will identify facility complaints that were closed during that date range. User can generate a report for individual worker, or office.]
D. Closed Facility Compliant Report, Office
E. Pending Facility Complaint Report, Office [User specifies a date range, and generates a report that will identify facility complaints received during that date range that are still pending as of today. There is a report that may be generated for the individual worker or the office.]
F. Pending Facility Complaint Report, Worker
G. Findings Summary Report, Worker
H. Findings Summary Report, Office [User identifies a date range, and generates a report that rolls up counts for the status of Licensing and DLR/CPS findings. Report can be generated for individual worker, office, or statewide.]
I. Child Placing Agency Report By Business ID [This is a smaller portion of the Child Placing Agency Report, State.]
3. Currently there are no Online Reports for Facility Complaints.
4. Report Parameters. Each report will have its own Report Parameters. Type the appropriate text for the corresponding field, e.g. Referral ID (123456).
A. Type a Referral ID or a Facility Complaint ID.
5. Right click on Business ID or SSPS Worker ID, if these fields are listed on the report you have selected. Select Search, select Business or Worker. If you have selected a Worker to Search, see Worker Search. If you have selected Business ID, see Business Search.
6. Click Get Report to submit your request. You will receive an email within a few minutes of clicking Get Report. The email subject will be name of the Batch report you have selected on a previous screen.
7. Click Back to report to the Reports List or click Finish to continue.
8. Click Finish to continue. A confirm message will be displayed, "Would you like to request another report?" Click Yes or No.
9. Click More Detail to view more report details. Once you click More Detail, the button changes to Less Detail. Click Less Detail to hide the additional report details.
10. Once the Details close, click Finish.
11. Your requested report will be sent to you via an email. Open your email, the report will be sent to you as an attached Word document. Double click on the attachment, the report will open up in Word.
A. See FORMATTING REPORTS if the report does not print properly. Use Print Preview to view the report before you print.
