Person

Brief Description

To search for a Person by Person ID, Person Name, Person SSN or create a new Person ID, Update Person ID information or Print Person Information.

To return to the top, click your cursor anywhere on this page and press the Home key on your keyboard.

1. Search By Name

A. A person record is created when a referral is received and the person doesn't exist in CAMIS or new people are added to a case, license, business, etc. There are some situations where a person record needs to be created without an accompanying record; for example, when an employee needs access to CAMIS. Please consult your Regional Automation Trainer if you have questions.

B. Click New, select Person. The New Search window will display. Select Search By Name.

C. Type the Last Name you want to search for in Search By Name. The least amount of information typed in will result in a more complete list or query for your search. For instance, if your client's name is Michael Green, type in Green for last name and M for first name. This will show you the all clients with the last name of Green and first name starting with M.

D. Do not fill in a Born After or Born Before date if you need to Create a Person. Simply type the Last Name, First Name and Sex (Optional). Click Search, once the Search is Complete, the Create Person button will be available.

E.You can narrow your search significantly if you fill in the Sex.

F. When completing a Statewide Search, DO NOT SELECT A COUNTY. You can not create a new person until you have completed a Statewide Search for that person by first and last name.

G. If you want a county wide search, the Sex field is a required field. If the results are not the list you want, clear the County. Click in the County field, then click Esc.

H. After completing the search, you may do of three things.

i. Click Create Person, if the person doesn't exist and you want to add the person to CAMIS.

ii. Click Clear, if you want to search for another person.

iii. Click on Person's name if you want to Browse or Update that person.

I. Danger Codes (Dngr)

i. These are used as visual clues that there is a Danger status for that client and to alert the Social Worker of any possible danger.

· Green represents low danger
· Yellow represents medium danger
· Red represents high danger

J. Alias Information

i. Look at the list of Person ID, Name, Alias. If there is an Alias name for that Person, there will be a green check mark to indicate an Alias is listed. If you hold your cursor over the green mark there will be box displaying the other aliases.

ii. Once that box appears displaying the other aliases, your cursor will turn to a text tool. You can then highlight the name(s) and right click to Select All and then click Copy.

K. Family Members

i. From the Search window, click Family Members to view all Family members related to the Person ID/Name.

ii. Select the family member, right click to do the following:

a. Relate a Person to Cases, Referrals, Facility Complaints, etc…
b. Send to a new Referral, SER, etc…
c. Browse specific information on Person ID
d. Open that Person ID
e. Browse all information for that Person ID

L. Related to Person ID (e.g. SMITH, ALICE (4342) to:

· Cases
· Referrals
· Facility Complaints
· Foster Rates
· Licenses
· Family Members
· Service Episode Records
· Assessments
· Businesses

M. Right click and select Send (e.g. SMITH, ALICE (4342) to a new), select one of the following:

· Referral
· Foster Rate
· Service Episode Record
· Reunification Assessment

N. Right click and select Browse (e.g. SMITH, ALICE (4342). Click on one of the following to view that specific category of information for that Person ID.

· Demographics
· Address Information
· Family/Relationships
· CA/N Findings by Referral
· Placement Information
· Referral History
· Case List
· Legal Actions Taken for a Person
· Alias Information
· Business Information
· License Information
· CPSRA All Assessments List
· Action Logs
· SERs
· All Assessments List
· All Assessments Details

O. Right click and select Open SMITH, ALICE (4342)

P. Right click and select Browse SMITH, ALICE (4342). This allows you to browse all information for that Person ID.

Q. Notes

i. If any Person Notes were written for that Person ID, they will show up when you select the Person ID, and click Notes.

ii. Anything entered on the Person Notes is displayed is a yellow popup window. Hold the cursor just over the Notes button and the Notes will pop up.

iii. If there are no Person Notes written for that Person ID, select that Person ID and hold your cursor over the
Notes button, a message will say "No Notes".

R. If the Person is not in the CAMIS system, the Create Person button will be bolded and available, after a statewide search by first and last name has been done. Click Create Person..

2. Search By Person ID

A. Use Search By Person ID as an option to quickly locate a person in the system. Type the Person ID number, click Search. You can click Clear to delete the numbers typed into the Person ID field and retype another Person ID number. Once you find your client, click the client's name or Person ID from the list below to browse or open a Person Information.

B. If the Person is not in the CAMIS system, the Create Person button will be bolded and available. Click Create Person.

C. Notes

i. If any Person Notes were written for that Person ID, they will show up when you select the Person ID, and click Notes.

ii. Anything entered on the Person Notes is displayed is a yellow popup window. Hold the cursor just over the Notes button and the Notes will pop up.

3. Search By Person SSN

A. Type the Person's Social Security Number (SSN) or some portion of their SSN.

B. Click Search.

C. If the Person is not in the CAMIS system, the Create Person button will be bolded and available. Click Create Person.

4. Search By Person ACES ID

A. Type the clients ACES ID (7 digits) and click Search. If the person is not in CAMIS and has no ACES ID, the Create Person button will be bolded. Click Create Person.

1. Type the Person's Last Name, First Name, Middle Initial, Name Type (Maiden), Title, SSN.

2. Select the Sex (Male, Female, Unknown) of the Person.

3. Type the Birth Date or Age. Select (Days, Weeks, Months, Years)

4. If Deceased, check the box just to the left (see yellow box below) of Deceased and click the down arrow (see orange box below). A calendar will display. To pick the date, use the left and right arrows at the top to move to previous or future months and years.

A. Click Today to select the current date or click Clear to select another.

B. Click and hold the cursor down on the Month Year, scroll up or down to find the month and year. Once the month and year are highlighted in black, let go of mouse to select.

5. Enter the ACES Client ID (9 digit SSPS #).

1. Click on the down arrow, select the answer from this drop down list. "Does this person or their parent/guardian consider them to be Spanish/Hispanic/Latino?"

• Hispanic ethnicity question not asked
• No, not Spanish/Hispanic/Latino
• Yes, Mexican, Mexican-American, Chican
• Yes, Puerto Rican
• Yes, Cuban
• Yes, other Spanish/Hispanic/Latino
• Unable to determine - When you save and this option is selected, you will get the following Confirmation message "Hispanic ethnicity is currently set to 'Unable to determine'. Is this correct?" Click Yes or No. No will let you select another ethnicity, Yes will save your selection and let you continue.

2. Scroll through this list, to select your answer click the box to left of your answer. "This individual (or his/her parent/guardian) identifies himself/herself as the following race(s)."

• Race question not asked
• White/Caucasian
• Black/African American
• American Indian or Alaska Native
• Asian Indian
• Chinese
• Filipino
• Japanese
• Korean
• Vietnamese
• Other Asian
• Native Hawaiian
• Guamanian or Chamorro
• Samoan
• Pacific Islander
• Other Race not listed
• Unable to determine

4. Second Language

See above table in Preferred Language. Scroll through list, to select your answer click in box to left of the answer.

5. Other Languages

You can list up to six other languages that are not listed in table in Preferred Language.

6. Limited English? Select Yes, No or Unknown

Check the box next to each of these fields if they apply to the client.

7. RSO - Registered Sex Offender (RSO).

This box is checked if the person is confirmed as an RSO when a Department of Corrections (DOC) report is uploaded into CAMIS and the Person ID is connected to the appropriate RSO from the RSOLIST. See Classic CAMIS RSOCONN Instructions link below.

Classic CAMIS RSOCONN Instructions

Click to view a current list of RSOs Washington State Sex Offender Information Center.

8. DSHS Employee - Select if Person is a DSHS employee

9. Tribe/Band - See Tribe/Band chapter in this module. When you select this box, a new tab appears in your main Tab list.

10. Background - See Background chapter in this module. When you select this box, a new tab appears in your main Tab list.

11. Danger Codes & Notes

A. These are Danger codes to alert the Social Worker of any possible danger.

· Green represents low danger
· Yellow represents medium danger
· Red represents high danger

B. Select an appropriate Danger Code and type a description of the danger in the Notes field.

1. To add a new Alias Name, type Last Name, First Name, Middle Name, Name Type.

2. Click Add when finished, to move the name to the List of Alias and to add a new name if necessary.

3. To delete a specific name, select the name to delete and click Delete to remove that name.

4. To clear your entry, click Clear to start over and retype a new name.

5. Once an alias is recorded, it will appear in the Search Person by Name window. There will be a green checkmark in the column for Alias, if there is an Alias. Hold the mouse over the green Alias checkmark. A popup window will list all of the Alias names that person has gone by and that has been recorded into CAMIS.

6. Once you have entered all of the information, click Save .

1. Type in all known addresses, phone numbers, type of addresses, Begin Dates and End Dates.

A. Click Add to enter new address information.

B. Click Clear to start over and retype new address.

C. Click on the Type of current address.

• Correctional Facility
• Hospital/Institution
• Incident
• Business Location
• Mailing
• Medical Records Address
• Residence
• Reservation
• Whereabouts Address
  

2. Once you have entered all of the information, click Save.

1. The Person Notes Tab is a text field. Type any pertinent notes regarding this person. You can copy, cut and paste text into this field. There is also a spell check tool on the toolbar above. The spell check is only available once you start typing text into this field.

2. Once you have entered all of the information, click Save.

1. Click in the category to select a Marital Status.

· Married
· Single (never married)
· Separated
· Divorced
· Widowed
· Not Reported

2. Employment

A. Click once in the category to select a Military Branch.

· Air Force (Reserves)
· Army (Reserves)
· Coast Guard
· Marines
· National Guary
· Navy (Reserves)
· Not Reported

B. Click once in the category to select an Income Source.

· Division of Children Family Services (DCFS)
· Employed, but not self-employed
· Labor & Industry Disability (L&I)
· No Income
· Pension
· Self-Employed
· Only Spouse has income
· Social Security Disability (SSD)
· Social Security Income (SSI)
· Social Security Retirement (SSR)
· Temporary Assistance Needy Families (TANF)
· Trust Fund
· Unemployment
· Welfare
· Not reported

3. Religion

A. If any religious affiliation is identified, type in an abbreviation in the Religion text field [3-digit code].

(Religion is not required information, it is only used in the placement of adopted children or foster care children. The intent is to place them in a similar cultural/religious environment).

4. Once you have entered all of the information, click Save.

1. To enter the Background information into a new person's record, click the Background Tab. Click Type: Select the Start Date and the End Date, click on the drop down arrow to access the calendar. Select either CPS Background Check or Employee Background Check.

2. Once you have entered all of the Background information, click Save .

Search By Name/County

2. Type the School Name and select the County from the drop down list. Select Search. If your school does not appear in box below the School Name and County, the school has not been added to the CAMIS database.

3. Click the school from the list below, right click to select Send School to, select CLIENT'S LAST NAME, FIRST NAME - School.

Search By Alias

1. Type the Alias Name or portion of Alias Name. Click Search.

2. Right click on School Name, select Send School e.g. 1027 to, select Person e.g. 2415061 GUATOMO, BILL - School.

3. Once you have entered all of the School Information, click Save.

1. To enter the Disability information into a new person's record, click the Disabilities Tab. Select the appropriate Disability Description and Effective Date. Click Add. Each entry will be displayed below, to delete that entry, click on the description to highlight, click Delete to remove from list.

Read more about CAMIS Disability/Special Needs Table.

2. Diagnosis - Has the person been diagnosed with a disability?  Select one of the following:

• Yes.  Person has been clinically diagnosed by a qualified professional.
• No. A qualified professional has conducted a clinical assessment & has determined the person has no disabilities.
• Not yet determined. A qualified clinical assessment has not been done.

3. Disability Description - Disability Description, select one of the following:

• Physically Disabled
• Emotionally Disturbed
• Learning Disability
• Medical Condition
• Mental Retardation
• Blind or Visually Impaired
• Deaf or Hard of Hearing
• Other Diagnosed Condition
• Undiagnosed Condition

A. Click Add to include additional Disability Descriptions.

B. Click Delete to remove Disability Descriptions.

4. Type a Diagnosis Date for each Disability Description.  You can also use the calendar, click the drop down arrow to access the calendar.

5. Once you have entered all of the Disability information, click Save.

1. Select a Tribe/Band Name by right clicking in the Tribe/Band Name field, select Search.

2. Select Tribe.

3. Type the Tribe Name or Keyword, select a State and click Search. Click Clear to start over and retype new name.

4. Right click on the Tribe Name, select Send Tribe e.g. 305 to, select Person 2415061 GUATOMO, BILL - Tribe.

A. The Key Word field may work better for some searches, e.g. tthere are 19 Sioux Tribes, but only one starts with the word “Sioux”.

5. To see a list of all Tribes in Washington state, just select WASHINGTON in the State field and click Search. See picture below for example.

6. Right click on the Tribe Name from the Tribe Name list, then select Send e.g. "SNOHOMISH INDIAN TRIBE" to, select the Client's ID and Name.

1. To select Tribe/Band Status, click on the down arrow, select one of the following;

• Enrolled member
• Member but not enrolled
• Eligible for membership
• Not eligible for membership
• Pending (includes unknown status).

2. Once you have entered all of the Tribe/Band Status Information, click Save.

1. To edit a Person's information, you must have that record open.

2. If you know the Person ID, select Open . Type the Person ID, click OK.

3. If you do not know the Person ID, select Search, select Person. Select either the Search by Person or Search Person ID tab. Type in the Person's name or some portion of the Person's Name in Search by Person tab. Click Search. Select your Person from the list by clicking once on their name. Right click and select Open.

4. Once the Person's record is open, make the appropriate changes.

5. Once you have updated the information, click Save.

1. To Browse a Person information, click Browse.

A. If you know the Person ID, type the Person ID. Click OK.

i. Once you click OK, you will see the Options categories (See graphic below)

a. Click the categories on the left to view that information.

B. If you do not know the Person ID, select Search, select Person. Select either the Search by Person, Search Person ID or Search By SSN tab. Type in the Person's name or some portion of the Person's Name in Search by Person tab. Click Search. Select your Person from the list by clicking once on their name. Right click and select Browse.

1. Click Search, select Person.

2. Type the last name, first name or initial of the person you are looking for. Click Search.

3. Select the Person IDs you want to look at more closely. You can hold the Ctrl key down and select each Person IDs that is not in sequential order and pick individually. You can also select a range by selecting the first Person ID, hold the Shift key down and then click on last ID.

4. Right click and select Browse e.g. 7 selected.

5. When you get to this screen, the Person column on the left will not be sized large enough to see all of the Person IDs you have selected. The upper left pane (see blue circle below) information will depend on which entity you have selected to browse (e.g. Person, Case, Referral, Facility Complaints, License, or Worker).

6. To resize that horizontal portion of that column, hold your cursor in between the Person and Options, see orange outlined box below. When you get this cursor,
click on the horizontal line between Person & Options, hold down left mouse while dragging up or down to resize.

7. Click on the Person Name/ID from the upper left pane. The Options in the bottom left corner will reflect the Person information for that Person ID you've selected above. If you click on Demographics, you will see in the right pane the Demographic Information for that Person ID selected. If you were to select Address Information it would show the Address Information for Kate Brown, etc.

1. From the Browse window, the information available to print will depend on which category you have clicked on the left. In the sample below, the Placement Information category is selected, so the options for Print are either Screen Print or Placement History for HOFFMAN, JOHN K.

2. Select Screen Print to print what you see on your screen.

3. Select the category on the left and click Print, select the category you wish to print.

To print a LE Report, and get proper credit documented, follow the steps below.

1. Open the CAMIS GUI application
2. Open the Referral
3. Click Print, and select Law Enforcement Report.

4. From the Select a Law Enforcement Agency dialog box; type the first few letters of the Agency you're looking for. Click OK when the correct one is selected and highlighted.

5. Once you have clicked OK from the Select a Law Enforcement Agency dialog box, the system will go directly to a print request and display the Print dialog box.

6. Click OK in the Print Dialog Box to print out the report.

When we print LE reports this way, GUI action-logs that the report is printed, and for which LE agency it was printed.

WARNING: Do NOT print the LE report from a Browse window. If we print from a browse window, no action log is generated, and there is no way to document that we printed the report or to which agency. We will let you know if/when this situation changes.

Reminder: The LE Check box on the General tab of the Referral, and the LE Report tab that results, is to document when a Law Enforcement Agency makes a referral. Please be careful to not confuse these.