Referral

Brief Description

The Referral module provides instructions for creating referrals for Children's Administration programs.

A DCFS referral must be created whenever information about allegations of child abuse or neglect (CPS) is received by an Children's Administration employee by phone, mail, FAX or in person. The Children's Administration employee is charged with assuring that the referral information is documented in the CAMIS system within 3 days of the receipt of referral. This may be done by direct input into CAMIS by the employee or by contacting a DCFS Intake Worker to make the report.

Other referrals or requests for Non-CPS services are also recorded using the procedures outlined in this section of the manual.

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

1. Click New, select Referral. The following sections will describe the Referral in detail.

• Search and Send a license or
• Search and Send a business.

A. If the intake worker searches and sends a license to the referral, only that license and the associated business will be related to the referral.

B. If the intake worker searches and sends a business to the referral, then the following business rules are implemented:

1.1.1.1 If there is one or more open licenses associated with the business, then all open licenses should be sent to the referral and a facility complaint should be created for each open license. No closed license should be sent.

1.1.1.2 If all licenses are closed, then only the most recent closed license should be sent to the referral.

C. Multiple licenses may be added to a referral. Search and Send a business to the referral in order to accomplish this. Only licenses related to that business will be sent to the referral.

1. Caretaker: Primary Caretaker is marked in the Persons Involved tab on the Referral. The exception is when the program is marked as DLR/CPS or Licensing Non-CPS Referral, the caretaker is provider listed on the Business, associated with the Referral.

2. Decision: Info Only, Accepted for Investigation, Pending, Third Party, Screened out for Licensing, ARS, Contracted ARS.

3. Work Pending: Review, Decision, Work Assignment, Case, None.

4. Referral #: Number automatically assigned by CAMIS upon saving Referral information.

5. Click the drop down arrow for Programs. Select a Program. This is a mandatory field.

A. Child Protective Services - Answer first four sufficiency questions [on the Decisions tab], Risk Tag, Basis for Decision/Risk Tag, Investigation Standard and Response Time Required.

B. Child Welfare Services - Only allows user to select Intake Decision (Information only - does not meet sufficiency criteria or Accepted for investigation/assignment) and a Decision Date.

C. DLR/CPS - Answer first four sufficiency questions [on the Decisions tab], Risk Tag, Basis for Decision/Risk Tag and, Investigation Standard and Response Time Required. (If this program is selected, then the Facility tab will need to be completed.)

D. Family Reconciliation Services - Only allows the user to select Intake Decision (Information only - does not meet sufficiency criteria or Accepted for investigation/assignment) and Decision Date.

E. Licensing Complaint (Non-CPS) - Only allows the user to select Intake Decision (Screen out for CPS - referred to licensing and Decision Date. (If this program is selected, then the Facility tab will need to be completed.)

F. Home Study - Only allows user to select Intake Decision (Information only - does not meet sufficiency criteria or Accepted for investigation/assignment) and Decision Date.

6. Risk Tag: This information comes from the Decisions tab, assesses the Risk from 0 - 5.

7. Received: Date that the Referral comes in.

8. Receiving Office: Office that ultimately receives the referral.

9. Facility Issues: When Programs DLR/CPS or Licensing Complaints are selected, the Facility Issues box will be checked automatically by the system, a Facility tab will be displayed. The Facility Issues box will automatically be checked if a Business is sent a related to a referral is a subject, victim, or client on the Persons Involved screen (there is an edit that asks if this is a Facility Referral).

10. SnapShot Date:

• If there is a date displayed here, this indicates that the original Referral has been preserved as a SnapShot. This will serve as a permanent record to verify that the original Referral has not been changed.
• If NOT TAKEN is displayed, this indicates that the Referral has had assignments ended or had a SnapShot taken.
• Read more about the SnapShot function.

General Tab Boilerplate

1. Receive Date and Time. These are mandatory for CPS and DLR/CPS.

2. Incident Date and Time are optional. These are used to document when the alleged incident occurred.

3. Referrer Details

A. Referrer Type - Click the down arrow to select a Referrer Type. This is a mandatory field.

• Anonymous
• Child Care Provider
• Corrections
• DSHS
• Educator
• Foster Care Provider
• Friends or Neighbors
• Law Enforcement Officer - If checked, the LE tab will appear.
• Medical Professional
• Mental Health Professional
• Other
• Other Relative
• Parent/Guardian
• Social Services Professional
• Subject
• Victim and/or self

B. Information Source - Click the down arrow to select the Information Source. This is a mandatory field.

• First hand Knowledge
• Circumstantial Evidence
• Second hand Information
• Victim Disclosure

C. Mode - Click the down arrow to select the Mode of how you received this information. This is a mandatory field.

• Converted from IDB
• Fax
• In Person
• Mail
• Telephone

D. Type the Referrer's Phone number.

E. Callback Requested - Check this box if the referrer has requested a call back regarding this referral.

F. Confidential - A check in this box indicates that the referrer has requested confidentiality. This box applies to all referrer types except Anonymous. If Anonymous Referrer is selected, then click on Confidential to remove the check box.

G. Referrer Notes

i. Click in the Referrer Notes text field to type your notes. To add more text after this field is locked, click Add Text.

ii. As you type your text the scroll bars will appear. The text will automatically wrap. Once you begin typing in the Notes field, the Spell Check button becomes available. You do not have to highlight the text before you check the spelling. Click Spell Check.

iii. Spell check will go through your document, if there is a misspelled word it will give you the option to Ignore, Change or Add it to your personal dictionary. You will want to Add all Program related words and acronyms (SER) to your dictionary.

H. Runaway - If Runaway is checked the Runaway tab will appear.

I. LE Report Received- This field is used to document LE reports that generate referrals. If LE Report Received is checked the LE Rpt tab will be displayed. This box is to be checked only if a Law Enforcement report is used to write the referral.

i. Right click anywhere within the LE Rpt screen, select Search, select Law Enforcement.

ii. The Search By Law Enforcement Agency screen will display. Type the name or partial name of the Law Enforcement Agency Name, click the down arrow on County, select a County from the drop-down list. Click Search.

iii. Right click on LE Agency, select Send Agency e.g. 32 ID to, select Referral e.g. 12049 ***No Primary Caretaker***- Agency.

iv. Click the X in upper right hand corner of gray window (see orange box in picture above) to close the Search By LE Agency screen.

I. Pending Codes. Once this is checked, the Work Pending tab will display.

A. Work Pending Codes are used to track and clear referrals. The codes consist of one of the following:

• D - Review Decision
• R - Review Referral
• W - Worker Assignments
• C - Case Assignment
• None

  i. Once the Referral is saved, the General tab will display the Work Pending Codes. (See Work Pending tab)

  

J. Send LE Report: This is available for all Programs. Check this box to indicate if a LE Report should be sent. Check LE Report to indicate that a LE Report needs to be generated and sent to the appropriate Law Enforcement Agency as a result of this referral being taken.

K. Placement Occurred/Imminent: This is only available when CWS and FRS Programs are selected. Check this box to indicate a Placement has occurred as a result of the referral before the referral left intake, or a placement is imminent, needs to occur within 24 hours of the receiving office getting the referral.

4. Default Address - this is the residence of the Primary Caretaker.

A. Type the Street Address, City, State, Zip and Country. The Zip is tied to the County field, you can just type a Zip code and the system will automatically fill in the County field.

B. Type a Phone number and a Message Phone number if available.

C. If there are any Driving Directions, click to type directions to the Default Address. Click Save.

5. Incident Address - this is the address where the incident has occurred. This address is used when an incident of CA/N or an incident of Parent Teen conflict (for FRS issues) happens someplace other than the primary care takers resident, which is the default address.

A. Type the Street Address, City, State, Zip and Country. The zip code is tied to the county field, you can just type a zip code and the system will automatically fill in the County field.

B. Type a Phone number and a Message Phone number if available.

C. If there are any Driving Directions, click to type any driving directions to the Incident Address. Click Save.

6. Driving Directions

A. Type the directions in the main text box below the address information. You do not have to highlight the text before you click check Spelling. Click Check Spelling, then click Save to continue or Cancel.

7. Check Spelling. To utilize spell check, just click on this button . Each word will be reviewed, if it is not in your dictionary, you can choose to Add it. You can also choose to Ignore or Ignore All to continue without adding. Spell check will provide a word(s) with the closest spelling, you can choose Change or Change All to replace those words with the substituted word.

8. High Profile - Check one or more of the boxes if appropriate.

A. Regional Administrator and Area Administrator will be notified via email if any of the following has been checked

i. Child Fatality - A CAMIS email (Titled ***Child Fatality Referral) will notify worker, supervisor, and RA of the High Profile status, Referral #, Office #, Office Name, Pri Care, License.

ii. Serious Injury - A CAMIS email (Titled ***Child Injury Referral) will notify worker, supervisor and RA of the High Profile status, Referral #, Office #, Office Name, Pri Care, License.

iii. Other - Click Notes to type your notes. Click Spell check, click Save. A CAMIS email (Titled ***High Profile Referral) will notify worker, supervisor and RA of the High Profile status, Referral #, Office #, Office Name, Pri Care, License.

1. These tabs are text fields, 105 lines of text are allowed in each of these fields. Click on each of the following tabs and type your text below in the text field.

A. Allegations- Describe the allegations.

B. Child Character - Describe the Child's characteristics, habits, behavior.

C. CA/N History - Describe the past history of child abuse and neglect known by referrer.

D. Caretaker Character - Describe the Caretaker's characteristics, habits, behavior.

E. Soc/Econ - Describe the Social and Economic factors.

F. Other - Describe any other additional risk factors.

2. Click Spell check to check the spelling .

3. Once your text starts to get close to the maximum number of lines (105), you will see a bar at bottom left hand corner. Text under 95 lines will display a green bar. Text lines 95-105 will display a yellow/orange bar. Text lines over 105 will display a red bar and will not save text beyond the maximum limit.

A. If you exceed 105 lines of text, and click Save, this warning message will display. Click Ok. Remove some lines of text and try to resave.]

1. To Add a New Person Involved (Add one at a time)

A. Click Add. Type the Person's Last or portions of their Last Name, First Name, and or any Alias Names (e.g. Mike - Michael.) Click Find Person.

B. If the person you are searching for is not recorded in CAMIS, click Create Person. (See Person module for instructions to Create a New Person)

C. If the person you are searching for is listed, click on their Person ID, click Select Person. Select Person will bring that Person ID information into your Persons Involved tab.

D. At this point, you can Browse your Referral History to select the Referral. Click History, select Referral, move cursor over to right to view your History list of Referrals. Right click on Referral to Open.

2. To Add New Persons Involved (More than one at a time)

A. Click Add. Type the Person's Last or portions of their Last Name, First Name, and or any Alias Names (e.g. Mike - Michael.) Click Find Person.

B. Click on the first Person you want to select, holding down the Shift key, click on the last Person Id. This will select every Person between the first and last Person in a row. To select multiple Persons not in a row, Hold the Ctrl key down and select your individual Persons.

C. Right click, select Send (# of Person you've selected, e.g. 5) to, follow arrow over to the right, select Referral, Referral ID, Person. See graphic above.

A. Click on the appropriate relationship, select from the following:

• Alleged Birth Father
• Babysitter
• Child Birth/Adoptive
• Child Care Provider
• Foster Child
• Foster Parent
• Foster Sibling
• Friend/Neighbor
• Grandparent
• Legal Father (Not bio/adp)
• Other Child
• Other Relative
• Parent Birth/Adoptive
• Parent's Partner
• Reference Person
• Residential Facility Provider
• Sibling Birth/Adoptive
• Spouse
• Step Child
• Step Parent
• Step Sibling

4. Primary Care (Pri Care) - Check this box if person involved is the Primary Caregiver, usually the Custodial Parent.

5. Sex - Click the down arrow, select Male, Female or Unknown. If you select a Person ID that already exists, this field is a read-only field.

6. County - If you select a Person ID that already exists, this field is a read-only field. To select a county, click the down arrow, select the County from the drop down list. The counties are organized alphabetically.

A. If the person is in the system and you know which county this person is in, then select the county.

B. If you are not sure if the person is in CAMIS or you have already searched CAMIS and sent this person to the referral, then there is not need to select the county.

7. Role - Check the box(s) next to the Role for the Person ID selected.

A. More than one role can be selected, if there is more than one role, a plus sign (+) will display.

B. On the Intake Summary Report, the Referrer information will not print in the PERSONS IDENTIFIED IN REFERRAL section. For FRS Referrals, if the roles of the client and Referrer are checked for a person, check the Client Role First. This will show the Family Constellation properly on the printout.

C. Check one or more of the Roles listed below:

Note: If you select Roles other than Subject and Victim, select CA/N codes and try to Save, you will see this Error Message. This warns you that those CA/N codes are not allowed for any Role except Subject and Victim. Click OK, make appropriate changes, click Save.

• Victim - When selected, three additional questions appear to the right of the CA/N field. [Only subjects and victims have CA/N codes]
• Client - Person receiving services from DSHS, CA.
• Collateral - Person who could provide further information regarding the situation.
• Referrer - Person who reports CA/N
• Subject - When selected, the Danger to Worker (High, Medium, Low, Unknown) field appears. [Only subjects and victims have CA/N codes]

  i. If you select the Role as Subject or Victim, select the CA/N code as Physical Neglect, and click Save, you will see this message.

  

ii. Select the Degree of Danger to Case Workers, High, Medium, Low, or Unknown. Type text to describe the nature of the danger. Click OK

• Courtesy Supervisor - Person who supervisors the family receiving services. This is done as a courtesy because family lives in other location other than the county that has custody.
• Imminent Danger - Select Yes, No, or Unknown
• Medical Treatment - Select Yes, No, or Unknown
• Medical Evaluation - Select Yes, No, or Unknown
• Witness - Person who observes the incident.

8. Child Abuse/Neglect

A. Check the box(s) next to the category(s) of Child Abuse or Neglect, only for Subjects and Victims. A maximum of ten (10) CA/N items can be selected.

• Physical Abuse (B)
• Sexual Abuse (A)
• Medical Neglect (D)
• Physical Neglect (C)
• Emotional Abuse (H)
• Prenatal Injury (I)
• Sexual Exploitation (F)
• Mental Injury (G)
• Death Caused by Neglect/Abuse (M)
• Abandonment (J)
• Exploitation (E)

B. If more than one type of CA/N is checked, a plus sign (+) will display in the CA/N column.

9. Once you have completed all of the Persons Involved fields, your information selected will be displayed below.

A. The Referral boilerplate will display the following information:

• Person ID
• Last Name
• First Name
• Sex
• Role Relationship
• Primary Care
• CA/N
• RSO (Registered Sex Offender)
• Birthdate
• Age
• Ripple

B. Ripple Address - This feature allows you to Transfer Referral address information onto the Person records of the Persons Involved in the Referral without duplicating data entry.

i. Right click in Ripple field. Select the last options on the drop down list, Ripple Address for (e.g. Volkswagen, Vera 140883) select one of the following;

• Default - Select Default to update Referral address to selected persons in the referral.
• No Ripple - Select No Ripple, will leave this field blank and not update Referral address for selected persons in the referral.
  
  

1. A Referral can be reported by anyone, but if it is involving a Facility and the Program is either DLR/CPS or Licensing Complaint Non-CPS. A Facility Complaint is created from the Referral.

2. If DLR/CPS or Licensing Complaint Non-CPS Program is selected, the Facility Issues box is automatically checked on the Referral boilerplate and the Facility tab is now available.

3. Click the Facility tab. From any tab you can Search for a Facility Name. Right click in the Facility tab, select Search, select Business from the drop down list.

4. If the Facility Name is an unlicensed Business, type the name in the Facility Name field. This does not create a Business ID, this will keep your Facility Name associated with the Referral.

• If there is a Business ID you will not be able to enter any name into Facility Name, this will be read-only.
• If the Facility is an unlicensed Facility, you will be able to type the Facility Name into the Facility Name field.

5. Facility Name - Search By Name

A. When searching for a Business, click Search By Name. Type the business name or a portion of the business name. Click Search. Click on the Business from this list.

i. To narrow your search, type a city name.

ii. To broaden your search, type the Business Name, in this example "C".

iii. Do not select a county, this allows you to do a statewide search.

6. Facility Type - Search By Type

A. You can also search for a Business Type, click Search By Type.

B. Business Type - Select one of the following Business Types.

See list of Business Types below.

Adoption Agency	Family Resource Coordinator
Alcohol/Drug Assessment Center	Family Support Parent Providers
Adult Family Home	Group Shelter/Receiving Home
Area Agency on Aging	Health Agency
Alternate Living	Home AID
Adoptive Home	Hospital
Alcohol/Drug Rehabilitation Facility	Intermediate Care Facility (ICF)
Alcohol Shelter	Institution for Mentally Retarded (IMR)
Attorney At Law	Maternity Home
Boarding House	Mental Health Center
COPES Agency Provider	Mental Health Hospital
Commercial Business	Newspaper/Publishing Agency
Child Day Care Centers	Optometrists/Optician
Child Development-Mental Retardation	Other Social Service Agency (Non-DSHS)
Congregate Care-Facility (CCF)	Personal Care
Child Day Care Homes	Private Agency Foster Home
Child Day Care In-Homes	Physician/Surgeon/Opthamologist
Client Payee	Private Individual
Child Day Care Mini Center	Private Group Service Agency
COPES Individual Provider	Physical/Occupational Treatment (Behavior/Comm)
CHORE Service Provider	Crisis Residential Center
Child Study/Guidance Clinics	Respite/Emergency Care Provider
County/City/Juvenile Court	Relative (Business type code only)
Community College/University	Residential Treatment
Chiropractor	Reporting Unit (CSO, DCFS, FSO, AAFS)
Dentist/Orthodontist	School
DD Group Home	Shelter/Receiving Home (Family)
Day Health Center	Skilled Nursing Facility (SNF)
Developmental Center	Social Worker/Psychologist/Psychiatrist
Employment/Training Agency	Transportation Agency
Extended Employment Workshop	Tenant Support
Family Foster Home (DCFS)	Volunteer Individual/Organization
Foster Group Home	Vocational Rehabilitation Office
Family Planning Clinics

C. Once you have found your Business, follow these instructions below:

i. Right click on Business ID.

ii. Select Send to a new, select Referral.

iii. Related to Business (e.g. 466), select Licenses or People.

iv. Send Business (e.g. 466) to, select Referral (e.g. 1596) - Business. This option is the fastest way to relate the Business with the referral.

7. Check the box next to the Facility CA/N Code(s).

• Physical Neglect
• Sexual Exploitation
• Physical Abuse
• Mental Injury
• Sexual Abuse
• Death Case by Neglect
• Medical Neglect
• Abandonment
• Emotional Abuse
• Exploitation
• Prenatal Injury

8. Facility Address - If this is an unlicensed Business, you can type the Facility Address. If this is from a Business with a Business ID, the Facility Address comes directly from the Business ID information, this will be read only.

9. Incident Address - This is the actual address that the incident occurred.

10. If there are any Driving Directions, click to type any driving directions. Click Save. More details regarding Driving Directions.

11. Check the box next to Fatality, Serious Injury or Other if applicable. If you select Other, the Notes button is now available. Type your Notes to explain why you chose Other.

If any other these three boxes are checked, an email alert is sent to the following staff:

• Regional Administrator
• Area Manager
• CPS Coordinators
  
• All Social Workers with children in the Facility
• Regional Managers

Referral Alerts (Alerts are sent as part of the Referral Save process. The following individuals receive alerts:)

1. Assigned Worker - When a child is listed on an open case, an alert is sent to the assigned worker on that case. Worker alerts get sent when a new person is added to the referral and the role code is set to Client, Victim, or Subject. Alerts are also sent when an existing person on the referral has their role code changed to Client, Victim, or Subject.

2. Licensor and their supervisor

A. License alerts get sent anytime a new facility, a new Licensing supervisor, or a new Licensor is added to the referral.

B. If the Facility Complaint Referral is updated and the license supervisor's SSPS ID is current, then an alert is sent to licensor and license supervisor. (If SSPS worker ID is closed for the license supervisor, then a new license supervisor ID needs to be added to the referral before the alert gets sent by GUI to the current supervisor and licenser. The old license supervisor ID is to remain on the referral for historical tracking purposes.)

C. If a program code or decision changes on a Referral (after review) from DLR/CPS to Licensing Only or Licensing Only to DLR/CPS, then a 2nd alert is sent to licensor.

3. OFCL Regional Manager or DCCEL Field Manager - Receive Facility Complaint Alerts on unlicensed facilities.

4. Regional Administrators, Area Administrators, CPS Coordinators, and other Designated HQ Staff - Receive High Profile Alerts (Child Injury, Child Fatality, Other High Profile Alert)

5. OFCL Office Chief, OFCL Director, Regional Managers, DCCEL Field Managers, DCCEL Regional Managers - Receive High Profile Alerts (Child Injury, Child Fatality, Other High Profile Alert) when referral involves a facility.

6. Placement Desk (if any), Group Care Coordinator and Contracts Monitor - When complaints are received on licensed facilities.

A. Placement desks should receive the alerts for the foster home (FH), receiving home (RH) and specialized receiving home (SR) licenses/facilities.

B. Group Care Coordinators should receive the alerts for group care facilities.

C. Contracts manager should get alerts for any contracted facility that also has a business id associated with the license.

Information for Trainers The following information refers to the CAMIS table, from which the referral module is retrieving the recipient data, to send high profile alerts:
Area Administrator:	Use DCFS REGIONAL ADMINISTRATOR TABLE
CPS Coordinators:	Use MAINTAIN HIGH PROFILE ALERT TABLE.
Regional Administrators:	Use MAINTAIN HIGH PROFILE ALERT TABLE.
DCCEL Field Managers:	Use DCCEL TABLE
DLR Regional Manages:	Use DLR TABLE
Others such as SARS300 or anyone else who wants to be alerted on high profile issues.	Use MAINTAIN HIGH PROFILE ALERT TABLE
*The above tables are menu items from the HPTBLMEN procedure (Classic CAMIS)

12. Delete License

A. If you want to delete a Licensor, right click on the Licensor name, select Delete Licensor (e.g. 550). Or you can highlight a Licensor and click Delete License.

13. Delete All

A. If you want to delete multiple Licensors from your list of Licensors, highlight a Licensor, click Delete All.

In order for a referral to be saved, there must be entered a program code, a decision code, and the date of the decision. An intake supervisor and an assigning supervisor ID must be designated on the referral.

1. Programs

A. Child Protective Services - Answer first four questions, Risk Tag, Basis for Decision/Risk Tag, Investigation Standard and Response Time Required.

B. Child Welfare Services - Only allows user to select Intake Decision (Information only - does not meet sufficiency criteria or Accepted for investigation/assignment) and a Decision Date.

C. DLR/CPS - Answer first four questions, Risk Tag, Basis for Decision/Risk Tag and, Investigation Standard and Response Time Required.

D. Family Reconciliation Services - Only allows user to select Intake Decision (Information only - does not meet sufficiency criteria or Accepted for investigation/assignment) and Decision Date.

E. Licensing Complaint (Non-CPS) - Only allows user to select Intake Decision (Screen out for CPS - referred to licensing and Decision Date.

F. Home Study - Only allows user to select Intake Decision (Information only - does not meet sufficiency criteria or Accepted for investigation/assignment) and Decision Date.

2. The first four suffuciency questions relate only to CPS or DLR/CPS Programs.

A. The Risk Tag and Basis for Decision/Risk Tag relate only to CPS or DLR/CPS Programs.

B. The Investigation Standard (None, Low, High) relate only to CPS or DLR/CPS Programs.

C. The Response Time Required (None, Emergent, Non-emergent) relate only to CPS or DLR/CPS Programs.

3. You will see this message below, if you have selected a DLR/CPS Program on the Decision screen and have selected Yes, Yes, No, No, and Intake Decision you have selected Screen out for CPS - referred to Licensing.

A. Click OK, make appropriate changes and continue. You can click Clear Decision to remove any selected fields.

If Licensing Complaint (Non-CPS or DLR/CPS) program has been selected, a Licensing Supervisor will be assigned.

1. Click Assignments tab.

2. Worker

A. Type the Worker ID if known, if you do not know the Worker ID, see next section below (Search for Worker).

3. 3 Search for Worker tabs

A. Search By Office, you can search by Office Number and Office Name.

i. Type the Office Number or Office Name if known.
ii. Select Search, select the Worker.
iii. Right click on the Worker ID or Name, select Send (e.g. 701-01SL01) to, select Referral (1596) - Worker.

B. Search By Name, you can search by Last Name and First Name.

i. Type the Last Name and or First Name.
ii. Select Search, select the Worker.
iii. Right click on the Worker ID or Name, select Send (e.g. 701-01SL01) to, select Referral (1596) - Worker.

C. Search By Logon ID, you can search by Login ID.

i. Type the 300 ID. Select Search, select the Worker.
ii. Right click on the Worker ID or Name, select Send (e.g. 701-01SL01) to, select Referral (1596) - Worker.

4. Role

A. Once you have selected your Worker, select their role from the following list.

• Intake Worker
• Assigning Supervisor
• Assigned Worker
• Licensing Supervisor
• Intake Worker

5. Begin Date & Time

A. Use the drop down arrow to access the calendar. Scroll left or right to select the date.

B. Click Today to select the current day's date.

C. Click Clear to pick another date.

D. You can also, click in the Month and Year Title e.g. December 2001 and scroll forward or backward to pick another date.

6. End Date

A. It is required to enter an End Date on an Intake Supervisor assignment to create the SnapShot.

B. You can right click to end worker assignments.

Note: Worker assignment end dates effect Work Pending Codes. Intake Workers can not end their assignments without a decision.

C. Once you right click on Intake Supervisor End Date (For Referrals created after August 30, 2004 - Beta, created after September 7, 2004 - Production) and select End Assignments and click Save, this will activate the Referral SnapShot function.

i. Click Yes to preserve the original Referral and create a SnapShot.

ii. Click No, to cancel.

D. To delete a SnapShot, only the person who created the Intake Supervisor assignment can delete the Snapshot. This can only be done within 24 hours of creating the SnapShot.

i. Right click on the SnapShot Date in the boilerplate and select Delete Initial SnapShot.

ii. Click OK when this Confirm message is displayed. This will not delete your SnapShot. You must complete the following three requirements prior to selecting Delete Initial SnapShot.

a. Right click on the Intake Supervisor End Date and select Remove End Date for e.g. 999-99RJ00.

b. Click Save.

c. Right click on the SnapShot Date in the boilerplate and select Delete Initial SnapShot.

(1) This Confirm message will be displayed. Click Yes to continue and delete SnapShot or click No to cancel.

(2) The SnapShot Date will now display, NOT TAKEN.

7. Restored from Archive

Restore and Archive are now available to satisfy the Federal requirement to archive our data. The Archiving portion of referral is done on the mainframe and is a regularly scheduled batch process.

A. Assignments which are two years or older are archived, to restore the worker assignments, click Restore button.

B. This information message will be displayed, "Your request to restore archived referral worker assignments has been submitted. CAMIS data retrieval process runs twice daily to retrieve data from archival. An email message will be sent to notify you when the data retrieval process is complete." Click OK.

C. Please do not reply to this email. It is generated from the CAMIS System and is intended for information only.

D. Once you have received the email, CAMIS has completed the restore process. Go into the Referral and review the current worker assignments, update the Referral as needed.

E. Archived Referral assignments can not be deleted.

8. You can add another Worker Assignment by clicking Add. You can type in the Worker Office Number or Worker ID Number if known or repeat steps above to search for information. To delete a worker assignment, select the worker from the list below and right click, click Delete.

9. If the referral is created in Central Intake, the User that created the Referral, Supervisor, Begin and End Date will be automatically displayed by the system. You can change the End Dates if needed.

10. If the referral is created in Central Intake, then the default is the Central Intake Duty Supervisor as the open Intake Supervisor worker assignment.

1. When you click Pending Codes on the General tab, then the Work Pending tab is available.

2. Description, Sequence, Completed Date: This information is read-only information that comes from the worker assignments and certain functions (e.g. updating the Referral) automatically from CAMIS.

1. Open the Referral you wish to update. Select File, select Open, select Referral or click Open, select Referral. To update the Referral, type the Referral ID if known, click OK.

2. Modify/update the information on the Referral, click Save to save your changes. There are a couple of areas you will not be able to modify (considered locked) after 7 days from the received date: the Receive Date on the General tab and any text areas.

To add additional text, choose one of the following:

• Create an Addendum to Allegations SER for additional text, or to explain an error in the original text.
• The Assigned Intake Supervisor can click Add Text to add text to the Basis for Decision/Risk tag text, but cannot change the original text.

  * If the Referral Receive Date is wrong, contact your CAMIS Trainer to have the referral received date changed.

3. To browse referrals, click Browse, select Referral to review referral.

4. If you do not know the Referral ID, select Search, select Referral.

A. Search By Date

i. Type a Received Start Date. Use the drop down arrow to access the calendar.

ii. Type a Received End Date. Use the drop down arrow to access the calendar.

5. Check all of the Program Codes, Decisions Codes, Risk Tags, Complaints and Non-Complaints that you wish to search by. Click Search.

6. Select the Referral ID from the list of Referrals that meet your search criteria. To edit, right click on the Referral ID, select Open Referral (e.g. 12338). You must open the Referral in order to make any changes.

1. Click Browse, select Worker, click OK

2. From the Options list on the left, click Worker Referrals.

3. A list of all referrals for that Worker ID will display to the right. Right click on a Referral, select Browse Referral # (e.g. 12666). From the drop down list, select any of the following;

• General Referral Information
• Family/Relationships
• Allegations
• Referral Facility Complaints
• CPS Investigations for allegations and findings
• Risk Factors/Risk Tag
• Worker List
• Referral History
• Facility Complaint History
• Case List
• Cases related to Persons in this Referral
• Law Enforcement Report
• Intake Summary Report
• Intake Summary Report No Referral History
• Intake Quick Glance Report
• Initial Referral Snapshot
• CPSRA All Assessments List
• Action Logs
• SERs
• All Assessments List
• All Assessments Details

Initial SnapShot (Below is an example of an Initial Referral SnapShot viewed through Browse Referral - Options).

Print Initial Referral SnapShot

1. To Print all of the information displayed on the Initial Referral Snapshot.

• Click Print, select Initial Referral Snapshot for Referral ID: e.g. 16693.

2. To Print just the first portion of the Initial Referral Snapshot, jsut what you see on your screen.

• Click Print, select Screen Print.

 

1. Open the Referral.

2. Click Print.

3. Select one of the following Print options.

A. Screen Print to print out what you see on the screen.

B. From the Select a Law Enforcement Agency dialog box, this will generate a LE report, this will display a Print dialog box, click OK or Cancel. From Select a Law Enforcement Agency dialog box, select your Agency. Click OK

C. Intake Summary to generate an Intake Summary Report, this will display a Print dialog box, click OK or Cancel. This report will include the History of referrals for any person named in the current Referral and will show cases related to that referral.

D. Intake Summary no Ref History to generate an Intake Summary Report No Referral History report, this will display a Print dialog box.

i. Click OK or Cancel.

E. Intake Quick Glance to generate an outline report, this will display a Print dialog box.

i. Click OK or Cancel.

1. Click Tools, select Application Settings

2. Select Modules, click Referral.

3. When Ripple Reminder is checked, you will be reminded to do an address ripple on a referral if all of the following are true;

A. Either Default or Incident address has changed.

B. None of the persons involved are marked for address ripple.

4. Click OK or Cancel. When you click OK, it automatically applies your selection.