Closure 38 Case Note

Post Employment Services are discontinued for Intervening Reasons.

In order to do a Closure 38, the case must be in Status 32 (Post Employment Services).

With the case open:

1. On the Menu Bar

Click: Case Process

Point: Closure (08, 28, 30, 38)

Click: Closure 38 Case Note


Click: Case Process

Point: Create Case Note

A Create Case Note Drop Down Box will appear

Click: Down Arrowhead

Click: Closure 38

2. The Closure 38 Case Note screen includes:

Date Enter: Closure 38 Date Required.
Final Check Box Disabled. Automatically checked when the case note is finalized.

One horizontal tab appears across the top: 38 Summary (38 Closure Summary).

The tab highlighted in blue (38 Summary) is required in order to finalize a Closure 38 Case Note.

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

Below that, a prompt or cue card appears to identify the documentation requirements (example: Document reason for closure, including closure discussion, if appropriate.)

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

Tool Bar The tool bar has drop down lists 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 appears in the lower left corner. This indicates that information is still needed in the Data Folder to go into Status 38. Later, when you attempt to Finalize the Closure 38 Case Note, you will be prompted to enter identified data.

Authored by Defaults to the Primary Administrator (this can be changed from a drop-down list of authors).

3. Enter Case Note Text

Click: 38 Summary Tab

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 Closure 38 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 Closure 38 Case Note Date, in the tree view.

At any time you wish to access the Closure 38 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 drop-down list of any draft or finalized Case Notes will display

Click: Plus (+) sign to the left of Closure 38 Case Note

Click: Draft date you wish to open

The identified draft Closure 38 Case Note will display for review/editing.

5. Prior to finalizing the Closure 38 Case Note, complete required information:

Data items required for a Closure 38 Closure:

  • Closure Tab
    • Closure Reason

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

6. To finalize the Closure 38 Case Note:

Click: File (while in Closure 38 Case Note)

Click: Finalize or click Finalize icon.

Get Status Change Window

  • Current Status: 32
    • Effective Date: The data Status 32 was made effective.
    • Description of Current Status: (Post Employment Services)
  • Next Status: 38
    • Effective Date: The Status 38 Effective Date will default to case note date. It can be edited, but must be on or after the current status date and on or before today's date.
      (If the Effective Date is edited, the Closure 38 Case Note date will be changed to comply with the Status 38 Effective Date)
    • Description of 38: Closed PES - Other Reasons
  • Reason for Closures: Shows the reason for closure that was previously entered in the Data Folder: Closure: Reason for Closure (in this case, "Individual in Institution").
  • Reminders: Reminders appear only if appropriate

Click: OK to go into Status 38; or

Click: Cancel to cancel the status change

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

When finalized, the Case Status will change to 38 in the Title Bar.

The Print Documents screen appears; the Notification to Consumer of Status 38 Closure (C38LTR) and the 38 Closure Case Note (CN38) will be automatically assembled for print.

The finalized Closure 38 Case Note will appear in the tree view, under Case Note Category/Closure 38 Case Note, 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 blank 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 Closure 38 Case Note screen.

Required Data Missing

Required Data Missing If the message: Required Data Missing appears in the lower left corner of the Closure 38 Case Note, you are being advised that data is needed for Status 38. 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 Closure 38 Case Note, and required data for Status 38 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.

The prompts indicate 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, the Status Change Form will appear when you finalize. If there is a missing document, you will be prompted at this time.