Notes How Do I … Guide January 4, 2019
The Florida Safe Families Network (FSFN) How Do I Guide helps you understand the steps to complete your work in the FSFN system. It is a desk reference companion to the User Guide that includes additional details. Visit the DCF FSFN Website (http://fsfn.dcf.state.fl.us) for the User Guide and additional resources.
How Do I… Create Case Notes ...... 2
Create a Commencement Note and Face-to-Face Contact ...... 5
Document Face-to-Face Contact from within an Investigation ...... 6
Document Non Face-to-Face Contact within a Case Note ...... 7
Create Substance Abuse Mental Health (SAMH) Case Notes ...... 8
Create Substance Abuse Mental Health (SAMH) Case Notes ...... 9
Access Case Notes ...... 9
Search for a Case Note ...... 11
View current Case Notes or History (all versions) ...... 12
Upload an Image (file) to a Case Note ...... 13
Create Provider Notes ...... 14
Access Provider Notes (Continued) ...... 15
Search for a Provider Note ...... 16
View current Provider Notes or History (all versions)...... 17
FSFN Notes
January 4, 2019 Page 1 of 17
Create Case Notes
How Do I…? Selections Tips & Guidelines
Create a Case • From Desktop, click Case Work on Create Case Notes three (3) ways from Note page from Banner. Desktop: Desktop • On Create Case Work page, select ▪ Click Case Work on Desktop category from Narrative drop down. Banner
• In Cases group box, select case. ▪ Click Create > Case Work menu on Desktop
• In Case Participants group box, select ▪ Click Actions hyperlink next to a participant(s). Case or Participant, select Create • Click Create. Case Note on Actions pop-up page
• On Case Notes page, enter Contact Hold down ‘Ctrl’ key to select multiple Begin Date/Time. participants. • From the Category drop down, select applicable value. A single Case Note can have many “types” assigned to it. Although you may select • From Type group box, select all several “types” for a note, it is still just one appropriate checkboxes. (1)Case Note. • If applicable, choose the hyperlink for either Add Face- Types available for selection are to-Face Contacts or Add Non dynamically displayed based upon the Face-to-Face Contacts to Category that you select. document the details of the contact. The Add Non Face-to-Face Contact hyperlink remains hidden or becomes • In Participants group box, select available based upon the Category and appropriate Applies To checkbox(es). Types selected. • In Narrative field, enter text. Only the worker who creates the Case Note • Enter other data as needed. or the supervisor of the worker who creates • Click Save. the Case Note can update a Case Note.
• Click Close.
FSFN Notes
January 4, 2019 Page 2 of 17
Create Case Notes
How Do I…? Selections Tips & Guidelines
Create a Case Note • From Case Actions List Box, click Case You can also click the Create Case Work page from Case Book Notes hyperlink. hyperlink at the top-center of Case Book to create a Case Notes page. • On Case Notes page, enter Contact Begin Date/Time. Types options change depending on • From Category group box, select Category selected. appropriate category. The Add Non Face-to-Face hyperlink • From Type group box, select all dynamically displays based upon appropriate checkboxes. Category and Types selected. • In Participants group box, select appropriate Applies To checkbox(es). Security is required to select Substance • In Narrative field, enter text. Abuse Mental Health (SAMH) category.
• Enter other data as needed. Only the worker who creates the Case Note
• Click Save. or the supervisor of the worker who creates the Case Note can update a Case Note. • Click Close.
A single Case Note can have many “types” assigned to it. Although you may select several “types” for a note, it is still just one (1) Case Note.
Case Notes cannot be created from Case Book if it is launched from Search.
FSFN Notes
January 4, 2019 Page 3 of 17
Create Case Notes
How Do I…? Selections Tips & Guidelines
Create a Case Note • From Desktop, click Search on Banner. Case Notes can be created for ‘open’ and page from Search ‘closed’ Cases from Search. (Utility) • Conduct search on Case, Person, or Worker tabs. Case Notes cannot be edited (including by • Click Actions hyperlink next to Case or the creator) when created from Search. Participant in search results. • On Actions pop-up page, select Create The Add Non Face-to-Face hyperlink Case Notes checkbox. dynamically displays based upon Category and Types selected. • Click Continue.
• On Case Notes page, enter Contact Security is required to select Substance Abuse Begin Date/Time. Mental Health (SAMH) category.
• From Category group box, select appropriate category.
• From Type group box, select all appropriate checkboxes.
• In Participants group box, select appropriate Applies To checkbox(es).
• In Narrative field, enter text.
• Enter other data as needed.
• Click Save.
• Click Close.
FSFN Notes
January 4, 2019 Page 4 of 17
Create a Commencement Note and Face-to-Face Contact
How Do I…? Selections Tips & Guidelines
Create an Initial • From Desktop, expand investigation. All Initial and Additional Intakes/Referrals Commencement require a commencement note. You can • Click Investigation hyperlink. Note for an commence more than one intake/referral on Investigation • From Intakes tab, click Commencement a note. hyperlink. Intakes/Referrals display on the • On Case Notes page, enter Contact commencement note in sequential order with Begin Date/Time. a checkbox (to ensure an intake/referral is • In Participants group box, select not skipped over). appropriate Applies To checkbox(es). • In Narrative field, enter text. Selecting the checkbox associates the Intake/Referral with the commencement • Enter other data as needed. activity and displays the date. • Click Save. Only the first date displays as hyperlinks for • Click Close. notes commencing multiple intakes.
Clicking the hyperlinked Commencement date opens the note for editing by the user creating the note or the supervisor/acting supervisor of that user. Others have read- only access.
Create • Within Commencement Note, click Add The Different Date checkbox allows the user Face-to-Face Face-to-Face hyperlink. to indicate the Face-to-Face was conducted Contact from on a different date. If there is no change to • In Contact Information group box, rows Commencement the date, FSFN uses the Contact Begin and were added for each person selected in Note End times for the Face-to-Face Contact. Participants group box. This is important to remember for reporting, • From Face-to-Face Contact drop down, which needs to reflect the accurate Face-to- select appropriate value and reason not Face date/time. seen, if applicable. If the Different Date checkbox is selected, • If visit occurred on a different date, select the date entered must be equal to or later Different Date checkbox and enter than the Contact Begin and End times correct date and time. documented on the note.
FSFN Notes
January 4, 2019 Page 5 of 17
Document Face-to-Face Contact from within an Investigation
How Do I…? Selections Tips & Guidelines
Create Initial • From Desktop, expand open investigation. You may enter Initial Face-to-Face Face-to-Face Contacts on a Commencement Note or • Click Investigation hyperlink. Contact from within other Home visit note. FSFN does not look the Investigation • On Contacts/Notifications tab within for the specific type of “Initial Face-to-Face” Contacts group box click Insert. as a note type for reporting purposes. FSFN will look across all notes to calculate • Enter Contact Begin Date/Time. and document the Initial Face-to-Face date, • From Type drop down, select Initial Face- time, and outcome. to-Face. The Different Date checkbox allows the • In the Participants group box, select user to indicate the Face-to-Face was appropriate Applies To checkbox(es). conducted on a different date. If there is no • In Narrative field, enter text. change to the date, the system uses the Contact Begin and End times for the Face- • Enter other data as needed. to-Face. This is important to remember for • Click Add Face-to-Face hyperlink. reporting, which needs to reflect the accurate Face-to-Face date/time. • In Contact Information group box, rows
were added for each person selected in If the Different Date checkbox is selected, Participants group box. the date entered must be equal to or later • From Face-to-Face Contact drop down, than the Contact Begin and End times select appropriate value and reason not documented on the note. seen, if applicable.
• If visit occurred on a different date, select Different Date checkbox and enter correct date and time.
FSFN Notes
January 4, 2019 Page 6 of 17
Document Non Face-to-Face Contact within a Case Note
How Do I…? Selections Tips & Guidelines
Document a • Within a Case Note, click Add Non Case notes provides the ability to Non Face-to- Face-to-Face hyperlink. document non face-to-face contact Face Contact details when the contact being made • In Non Face-to-Face Contact within a Case is by telephone, email, fax, or other Information group box, rows were Note correspondence. added for each person selected in
Participants group box. The Add Non Face-to-Face hyperlink • From Non Face-to-Face Contact drop dynamically displays within the Case down, select appropriate value and Note once certain Category and reason not completed, if applicable. Types have been selected, which includes types that are related to • If contact is made on a different date, telephone, email, fax, or other select Different Date checkbox and correspondence. enter correct date and time.
FSFN Notes
January 4, 2019 Page 7 of 17
Create Substance Abuse Mental Health (SAMH) Case Notes
How Do I…? Selections Tips & Guidelines
Create a SAMH • From Desktop, click Case Work on Security required for creating SAMH Case Case Note page Banner. Notes. from Desktop • On Create Case Work page, select Create Case Notes three (3) ways from Substance Abuse Mental Health Desktop: (SAMH) from Narrative drop down. • Click Case Work on Desktop Banner • In Cases group box, select case. • Click Create > Case Work menu on Desktop • In Case Participants group box, select participant(s). • Click Actions hyperlink next to a Case or Participant, select Create Case • Click Create. Note on Actions pop-up page
• On Case Notes page, enter Contact Hold down ‘Ctrl’ key to select multiple Begin Date/Time. participants. • From Type group box, select Substance Abuse Mental Health (SAMH) checkbox. The SAMH expando is automatically expanded when the Case Note Category of • In Participants group box, select "Substance Abuse Mental Health (SAMH)" appropriate Applies To checkbox(es). Category is selected and is only enabled • In Substance Abuse Mental Health and required when the Category is (SAMH) group box, select appropriate "Substance Abuse Mental Health (SAMH)". radio button to indicate progress. One (1) of the radio buttons must be • In Narrative field, enter text. selected in order to successfully save the • Enter other data as needed. Case Notes page.
• Click Save. Upon selecting Not Adequate or No Progress and saving the Case Notes page • Click Close. successfully, an automated message will be generated and sent to the most recently assigned Primary Case Worker that states the following: ‘A Substance Abuse Mental Health (SAMH) Case Note has been documented as "Not Adequate" or "No Progress" for Case ID: XXXXXXX to which you are currently assigned as the Primary. Please review the Case Note to determine next steps
FSFN Notes
January 4, 2019 Page 8 of 17
Create Substance Abuse Mental Health (SAMH) Case Notes
How Do I…? Selections Tips & Guidelines
Create a SAMH NOTE: If an update is subsequently made to
Case Note page the Case Notes page, upon successfully from Desktop saving the new version of the note, another automated message will be generated if the radio button selection is “Not Adequate” or “No Progress.” Regardless if the radio button selection has changed, if upon save it is “Not Adequate” or “No Progress” the automated message will be generated Only if the radio button selection is now “Excellent” or “Adequate” will the automated message not be generated.
Access Case Notes
How Do I…? Selections Tips & Guidelines
Access a Case Note • From Desktop or Search page, expand You can access a Case Note from Desktop, from the Desktop or Outliner to display Cases > Narratives. Case Book, Person Book, and Utility Search Search. • Click appropriate Case Notes Category- Type hyperlink. Case Notes associated to an Investigation / Special Conditions Referral (SCR) do not display under Narratives. They display with the Investigation/SCR.
Only the worker who creates the Case Note or the supervisor of the worker who creates the Case Note can update a Case Note.
A single Case Note can have many “types” assigned to it. Although you may select several “types” for a note, it is still just one Case Note.
Case Notes cannot be edited if launched from Search.
FSFN Notes
January 4, 2019 Page 9 of 17
Access a Case Note • On Case Book or Person, select Case Case Book displays Case Notes associated from Case Book or Notes for work type on center group box. to a specific case. Person Book displays Person Book Case Notes associated to a person cross all • Case Notes display in center panel of FSFN Cases, open or closed. Case Book page. Click appropriate Case Notes Category- Type hyperlink. Only Case Notes created or updated within the last 3 months display.
Sorted by Contact Begin Date
Case Notes associated to an Investigation/ Special Conditions Referral (SCR) display with the Investigation/SCR.
FSFN Notes
January 4, 2019 Page 10 of 17
Search for a Case Note
How Do I…? Selections Tips & Guidelines
Search for a Case • From Desktop or Search, expand Cases Notes cannot be edited from Case Notes Note from Desktop, expando. Search Criteria. Search, or Case • Click Actions hyperlink; Actions pop-up Book displays. Start Date defaults to 60 days prior to the current date. End Date defaults to the • Select Case Notes Search Criteria radio current date. Both fields are user button. modifiable. • Click Continue. Upon selecting an Invs/Assessment OR Number, the Start Date automatically • Click Case Notes Search Criteria defaults to the date 01/01/1900. hyperlink at top-center of Case Book. Upon selecting the applicable Category/ies, • On Case Note Search Criteria page, the Types list box dynamically updates to select start and end dates. display the applicable Case Note Types • In Category and Type Criteria group box, available for selection. select category or categories from Categories list box. If all Categories or all Types are desired, click Add All. Case Note Search can be • Click Add to move highlighted categories to Selected Categories list box. narrowed further by selecting a specific Case Participant(s) but is not required. • Select Note Types from Types list box. • Select a specific participant in Remove Categories and Types in the same Participants’ group box. manner in which they are added using the Remove and/or Remove All button. • Click Search.
• Case Notes Search Results Page returns case notes per your selected search criteria.
• Click View hyperlink to view note.
• Click Print hyperlink to print note.
• In Options drop down, select View All Notes.
• Click Go.
• All Provider Notes in search results display.
• Click Close.
FSFN Notes
January 4, 2019 Page 11 of 17
View current Case Notes or History (all versions)
How Do I…? Selections Tips & Guidelines
View current Case • Access Case Notes page. Editing the Microsoft Word document does Notes from Case not update the FSFN Case Notes page. • Click View Note hyperlink in Actions List Notes page Box.
• Microsoft Word document opens current version of Case Notes.
View Case Notes • Access Case Notes page. A versioned history of a note is available by History from Case selecting the View History hyperlink on the • Click View History hyperlink in Actions Notes page Case Book page. A Version Number field is List Box. displayed within the Case Note header • Microsoft Word document opens with all group box, which indicates to the user if versions of Case Notes, Chronological there are additional, historical versions of Notes Report, sorted by versions, starting the current note. with first one.
View Case Notes • On Case Book or Person Book, select Case Book displays Case Notes associated History from Case Case Notes for work type on center group to a specific case. Person Book displays Book box. Case Notes associated to a person cross all FSFN Cases, open or closed. • Case Notes display in center panel of Case Book page. Only Case Notes created or updated within • Click appropriate View History hyperlink. the last 3 months display.
Sorted by Contact Begin Date
Case Notes associated to an Investigation / Special Conditions Referral (SCR) display with the Investigation/SCR.
FSFN Notes
January 4, 2019 Page 12 of 17
Upload an Image (file) to a Case Note
How Do I…? Selections Tips & Guidelines
Upload an Image • After first successful save of Case Notes The Upload Image hyperlink only displays page, click Upload Image hyperlink in once the Case Notes page is saved Actions List Box. successfully for the first time.
• On Imaging page, enter Date Document Scanned in Image Details group box. You can upload multiple Images to a single Case Notes page. • From Image Type drop down, select type.
• Click Browse. Each time the Upload Image hyperlink is clicked, a new Image is uploaded and • Locate and select file to upload from attached to the Case Notes page. Windows Explorer page.
• Click Open. When an Image is uploaded to the Case Notes page, both the Image Category and • Selected file displays in File Name. Image Type fields default to “Case Notes” • In Comments field, enter description (up to and are disabled. 500 characters). If “Other” is selected for Image Type, • Click Save. additional description is required. • Click Close. • Case Notes page displays and View Acceptable file formats: .bmp, .jpg, .jpeg, Attached Images hyperlink displays in .rtf, .doc, .xls, and .pdf. Actions List Box. File name must be less than 50 characters. File size restricted to 25 MB.
Important: Check information before saving. You cannot edit after save.
FSFN Notes
January 4, 2019 Page 13 of 17
View Attached • Access Case Notes page. The View Attached Images hyperlink Image displays only after at least one (1) Imaging • If images are attached, View Attached page has been created in association with Images hyperlink displays in Actions List the Case Notes page. Box.
• Click View Attached Images hyperlink. Imaging page cannot be edited from View Attached Images page. • All images or files attached to Case Notes page display on Image History page with a View hyperlink for each image or file.
• Click applicable View hyperlink.
• On Imaging page, click View hyperlink to open image or file. Image or file displays in compatible application (e.g., Microsoft Word or Browser).
Create Provider Notes
How Do I…? Selections Tips & Guidelines
Create a Provider • From Desktop, click Provider Work on Create Provider Notes three (3) ways from Note page from Banner. Desktop: Desktop • On Create Provider Work page, select ▪ Click Provider Work on Desktop category from Narrative drop down. Banner
• In Providers group box, select provider. ▪ Click Create > Provider Work menu on Desktop • Click Create. ▪ Click Actions hyperlink next to a • On Provider Notes page, enter Contact Provider, select Create Provider Begin Date/Time. Note on Actions pop-up page
• From Type drop down, select appropriate Only the worker who creates the Provider type. Note or the supervisor of the worker who • In Narrative field, enter text. creates the Provider Note can update a Provider Note. • Enter other data as needed.
• Click Save.
• Click Close.
FSFN Notes
January 4, 2019 Page 14 of 17
Create a Provider • From Desktop, click Search on Banner. Provider Notes can be created for ‘active’ Note page from and ‘inactive’ providers or organizations from • Conduct search on Search (Utility) Search. Provider/Organization tab.
• Click Actions hyperlink next to Provider in Provider Notes cannot be edited (including search results. by the creator) when created from Search. • On Actions pop-up page, select Create Provider Notes checkbox. A Provider Note is not editable from Search.
• Click Continue. You can create a Provider Note for an • On Provider Notes page, enter Contact inactive provider but cannot edit the Begin Date/Time. Provider Note once saved and the Provider Notes page is closed. • From Category drop down, select appropriate category.
• From Type drop down, select appropriate type.
• In Narrative field, enter text.
• Enter other data as needed.
• Click Save.
• Click Close.
Access Provider Notes (Continued)
How Do I…? Selections Tips & Guidelines
Access a Provider • From Desktop or Search page, expand You can access a Provider Note from Note from the Outliner to display Provider > Narratives. Desktop and Utility Search. Desktop or Search • Click appropriate Provider Notes Category-Type hyperlink. Only the worker who creates the Provider Note or the supervisor of the worker who creates the Provider Note can update a Provider Note.
Provider Notes cannot be edited from Search.
FSFN Notes
January 4, 2019 Page 15 of 17
Search for a Provider Note
How Do I…? Selections Tips & Guidelines
Search for a • From Desktop or Search, expand Notes cannot be edited from Provider Notes Provider Note from Providers expando. Search Criteria. Desktop or Search • Click Actions hyperlink; Actions pop-up displays. Start Date defaults to 60 days prior to the current date. End Date defaults to the • Select Provider Notes Search Criteria current date. Both fields are user radio button. modifiable. • Click Continue. Upon selecting the applicable Category/ies, • On Provider Note Search Criteria page, the Types list box dynamically updates to select start and end dates. display the applicable Provider Note Types • In Category and Type Criteria group box, available for selection. select category or categories from categories list box. If all Categories or all Types are desired, click Add All. • Click Add to move highlighted categories to Selected Categories list box. Remove Categories and Types in the same • Select Note Types from Types List Box. manner in which they are added using the Remove and/or Remove All button. • Click Search.
• Provider Notes Search Results Page returns provider notes per your selected search criteria.
• Click View hyperlink to view note.
• Click Print hyperlink to print note.
• Select View All Notes in Options drop down.
• Click Go.
• All Provider Notes in search results display.
• Click Close.
FSFN Notes
January 4, 2019 Page 16 of 17
View current Provider Notes or History (all versions)
How Do I…? Selections Tips & Guidelines
View current • Access Provider Notes page. Editing the Microsoft Word document does Provider Notes not update the FSFN Provider Notes page. • From Options drop down, select View from Provider Note. Notes page • Click Go.
• Microsoft Word document opens current version of Provider Notes.
View Provider • Access Provider Notes page. A Version Number field is displayed within Notes History from the Provider Note header group box, which • From Options drop down, select View Provider Notes indicates to the user if there are additional, History. page historical versions of the current note. • Click Go.
• Microsoft Word document opens with all versions of Provider Notes, Chronological Notes Report, sorted by versions, starting with first one.
FSFN Notes
January 4, 2019 Page 17 of 17