Closure 26 Case Note

The individual's case is Closed Rehabilitated: Status 26 upon successful completion of an Individualized Plan for Employment (IPE). Documentation of a successful Rehabilitation shows the provision of services under the individual's IPE has contributed to the achievement of the employment outcome:

  • The employment outcome is consistent with the individual's strengths, resources, priorities, concerns, abilities, capabilities, interests, and informed choice; and
  • The employment outcome is in the most integrated setting possible, consistent with the individual's informed choice; and
  • Appropriate vocational rehabilitation services were provided in accordance with the IPE; and
  • The individual achieved an employment objective that has been maintained for a period of not less than 90 days.

In order to do a Closure 26, the case must be in Status 22: In Employment.

1. On the Menu Bar

Click: Case Process

Point: Closed Rehabilitated (26)

Click: Closed Rehabilitated Case Note

Alternately:

Click: Case Process

Point: Create Case Note - A Create Case Note Drop Down Box will appear

Click: Down Arrowhead

Click: Closed Rehabilitated Case Note

2. If a Status 22 (In Employment) finalized Case Note exists, the following prompt displays a warning.

3. Click: OK Information from the In Employment Case Note will import to corresponding headers in the "Closed Rehabilitated Case Note".

4. The 26 Closure Summary Case Note screen includes:

Date Enter: Closure 26 Date
Final Check Box Disabled. Automatically checked when the case note is finalized.

Tabs

 

 

 

 

 

 

 

One horizontal tab appear across the top: Job Place

The tab highlighted in blue (Job Place) is required in order to Finalize a 26 Closure.

When a tab is selected (Click), the full name appears immediately below the tab (Job Placement).

Below that, a prompt or cue card appears to identify the documentation requirements (Summarize job placement information. Consider Job Title, Employer Name and Address, Job Duties, Date Employment Started, Weekly Salary and Hours, Medical and Other Employee Benefits, how individual obtained job, anticipated difficulties.)

The information that is entered in the Tab field will be entered onto the Case Note and saved as Header text.

Tool Bar The Tool Bar has a drop down list to change the font and point size. It also has buttons for Bold, Italics, Underline, Strikethrough, Left Align, Center, Right Align, and Justify
Text Area Click identified tab to enter information
Required Data Missing The message Required Data Missing may appear in the lower left corner. This indicates that information is still needed in the Data Folder to go into Status 26. Later, when you attempt to Finalize the 26 Closure Summary Case Note, you will be prompted to enter identified data.
Authored by: Defaults to the Primary Administrator (this can be changed via drop-down list of authors).

3. Click: Job Place Tab

Enter: Enter documentation, as per cue card.

Enter free text, and/or

Apply Standard Language Phrases via the Push Pin in the Tool Bar.

4. Saving

The 26 Closure Summary Case Note can be saved as a draft document at any time:

Save as a Draft:

Click: Save icon or File Save or

Press: Ctrl-S

The draft will be entered, with 26 Closure Summary Date, in the Tree View.

At any time you wish to access the 26 Closure Summary Case Note to edit the draft:

Click: Plus (+) sign to the left of Case Note Category in the Tree View

The plus will change to a minus sign. A list of all Case Note Categories completed will display

Click: Plus (+) sign to the left of 26 Closure Summary Case Note

The plus will change to a minus sign. A list of any draft or finalized 26 Closure Summary Case Notes will display

Click: Draft date you wish to open

The identified draft 26 Closure Summary Case Note will display for review/editing.

5. Prior to finalizing the 26 Closure Summary Case Note, complete required information:

Data items required for an Status 26 Closure:

  • Closure Tab
    • Work Status
    • Weekly Earnings
    • Weekly Hours
    • Primary Source of Support
    • Competitive Employment
    • SOC Code
    • Medical Insurance
    • Placement Agency Type
    • Employer Name
    • Employer City
    • Employer State
    • SIC (Standard Industrial Classification)
    • Secondary Impairment

If these items are not completed, you will be prompted to complete missing data.

6. To Finalize the 26 Closure Summary Case Note:

Click: File (while in 26 Closure Summary Case Note)

Click: Finalize or click Finalize icon

Get Status Change Window

  • Current Status: (example: Status 14)
    • Effective Date: The date the current status was made effective.
    • Description of Current Status: (example: Counseling and Guidance)
  • Next Status: 26
    • Effective Date: The Status 26 Effective Date will default to the date of the Case Note. It can be edited, but must be 90 days after the current status date and on or before today's date.
      (If the Effective Date is edited, the 26 Closure Summary Case Note date will be changed to comply with the Status 26 Effective Date)
    • Description of 26: Closed Rehabilitated
  • Reason for Closure: Because this is a Status 26 Closure, we know the reason for closure is Rehabilitated.
  • Reminders: Reminders appear only if appropriate

Click: OK to go into Status 26; or

Click: Cancel to cancel the status change

(If a message comes up, see Errors/Messages, #7)

When finalized, the Case Status will change to 26 in the Title Bar. The screen will become disabled/gray, and the Final Check Box will be checked.

The Print Documents screen appears: the Notification to Consumer of 26 Closure (C26LTR) and the 26 Closure Case Note (CN26) will automatically be assembled for print.

The finalized 26 Closure Summary Case Note will appear in the Tree View, under Case Note Category/26 Closure Summary, as Final.

7. Errors/Messages

If required items or documents are missing, a message will appear:

Blank Headers

Blank headers may or may not be mandatory. Messages appear depending on the type of header that is not completed:

004053: Case Note Detail Text is bland for mandatory headers. This error message indicates that information has not been entered into one or more of the mandatory headers (highlighted in blue). The Case Note cannot be finalized until information is entered.

004250: There are blank headers - continuing will delete them.

This message reminds you that there is no information in an optional header (not highlighted in blue).

Click: OK to continue without completing the optional header.

Click: Cancel to return to the 26 Closure Summary Case Note screen.

Required Data Missing

Required Data Missing If the message: Required Data Missing appears in the lower left corner of the 26 Closure Summary Case Note, you are being advised that data is needed for Status 26. When you attempt to Finalize the Case Note, you will be prompted to enter identified data.

004220: Prompt for Required Missing Data.

 

If you attempt to Finalize a 26 Closure Summary Case Note, and required data for Status 26 is missing (as noted in the lower left corner of the Case Note - above), you will receive this error message.

Click: No to cancel out of Finalize and return to the Case Note screen.

Click: Yes to identify missing data in the Data Folder.

Prompts indicated missing data in the tree view with the key icon. Missing data is also highlighted in the data section in blue.

Once missing data is completed, you must access the Case Note again and start the finalize process again. The Status Change Form will appear when you finalize. If there is a missing document, you will be prompted at this time.