Add a case

Task card 9

A case is the first step in recording service delivery information within the Data Exchange. A case reflects how you deliver a service on the ground. Depending on the nature of your program, a case may relate to an individual, a couple, a family or a group of unrelated individuals.

A case captures where the service was or will be delivered, the program activity under which it was funded, and the client(s) who have or will attend this service.

Step 1 – Add a case

From the Data Exchange home page, select under the Add menu.

Figure 1 – The Data Exchange home page

The Add a case – Case details screen will display.

Step 2 – Enter case details

Enter the case details.

Fields marked with an * are mandatory and must be completed before you can move to the next screen.

Figure 2 – Add a case – Case details screen

Step 3 – Attach clients to a case

Figure 3 – Add a case – Attach clients screen

Attach the relevant client(s) to the case.

This can be done using the Search clients field at the top of the screen, or by the Results section.

To attach a client:

Select the tick box next to the client’s name/profile, select ATTACH SELECTED CLIENTS and then select NEXT.

Refer to ‘Add a Client’, for more information on Tags.

Step 4 – Review

The last stage of creating a new case is the review screen:

Check the information for the new case is correct and select < BACK to edit the details if required.

Select SUBMIT if all the details are correct.

The new case is now created. A numeric Case ID will be created if no case ID has already been defined.

The Partnership Approach

If your organisation has opted-in the Partnership Approach you can record where the client was referred from and the reasons they are seeking assistance. To record this information select the REFERRAL SOURCE AND REASONS button in the Add a case – Finish screen.

Figure 4 – Add a case – Finish screen shot

The Referral source and reasons screen will display.

Figure 5 – Add referral source and reasons screen

Select the Referral source if desired, from the drop down list.

Select the Primary (main) Reason for seeking assistance. You can also add secondary (additional) reasons.

Select SAVE and the Referral source and reasons screen will display with the updated information.

Special Data Entry Fields

Additional information for sub-contracted or consortia arrangements

Sub-contracted or consortia arrangement

If you are delivering a program activity under a sub-contracted or consortia arrangement:

Select the Programme activity which shows the delivery partner’s name in brackets.

For example:

Figure 6 – Program activity showing as a sub-contracted or consortia arrangement

If you are directly funded to deliver the program activity only the name of the program activity will be shown. For example:

Figure 7 – Program activity delivered by directly funded organization

Additional fields for the Family Law program cases

Parenting agreement outcome

This field only applies to the Family Dispute Resolution and Regional Family Dispute Resolution program activities. This field can be completed at the time of creating the case, or at a later stage through the edit case process.

Figure 8 – Additional Program activity specific information

Select the Parenting agreement outcome.

Select the Section 60(l) certificate type.

Select Next to finish.

The +Add a case – Attach clients screen will display.

Additional fields for Commonwealth Home Support Programme (CHSP) cases

Referral source and reasons

Extra referral sources and reasons are available for CHSP. To record a client’s referral source and reason, open the existing case record and select the person silhouette (black).

Figure 9 – Case screen

The Referral source and reason screen will display.

Figure 10 – Referral source and reasons screen

Select EDIT REFERRAL SOURCE AND REASONS.

The Edit referral source and reasons screen will display.

Figure 11 – Edit referral source and reasons screen

Select from the Referral source and the Reasons for seeking assistance drop down list the applicable source and reason.

NOTE: There are CHSP specific Referral sources. These include the Linkages Program and the CoS program.

Select SAVE.

Extra Client profile information

CHSP specific client profile data requirements will only appear if a client is attached to a case that has a CHSP specific programme activity.

Once a client has added to the Data Exchange and attached to a CHSP specific programme activity case, a yellow exclamation mark will display next to their name indicating that extra client profile information needs to be added for this client.

Figure 12 – Case screen highlighting yellow exclamation mark

Select the client’s name next to the yellow exclamation mark.

The Edit client details screen will display with the items that need to be completed.

Figure 13 – Edit client details screen

Scroll to the Programme specific client details section.

Figure 14 – Programme specific client details

All the fields found under the Programme specific client details section are mandatory.

Select SAVE.

Once the information has been added, the yellow exclamation mark will be replaced with a person silhouette (purple).

Figure 15 – Case screen with updated programme specific client data

Exiting a Commonwealth Home Support Programme client from a case

To record a client has exited from a CHSP case, open the existing case record and select the person silhouette (black).

Figure 16 – Case screen

The Referral source and reason screen will display.

Figure 17 – Referral source and reasons screen

Select EDIT REFERRAL SOURCE AND REASONS

The Edit referral source and reasons screen will display.

Figure 18 – Edit referral source and reasons screen

Select from the Reason for client leaving this case drop down list the applicable exit reason.

Select SAVE.