Document Request

Introduction

A Document Request is basically a case management tool. It tracks Forms/Letters in CaMS that request information/action from the consumer or from an organization or other individual regarding the consumer. If the information does not return in a specified amount of time, a tickler will appear in the Tickler File to remind you of the situation.

For instance, an Are you Working Letter contacts the individual to get an update on their employment status. After 10 days, a tickler will appear in the Tickler File to remind the user to check Document Requests - that there is an outstanding Request for the individual. Similarly, an IPE Original Cover Letter asks that the consumer sign and return a copy of the IPE. In this case, the tickler indicating there is an outstanding Document Request will appear after 14 days. Document Requests can also be created for organizations; for instance, the Work Try-Out Agreement Form asks that form be completed and sent back to VR regarding a specific consumer. In this case, a tickler will appear after 10 days.

As you may have noticed, Document Requests have various "response dates" or "Due Dates." Based on the specific letter, a "typical" time period was determined for the completion of the action. At the end of that time, a tickler regarding that Document Request appears in the tickler file. The CaMS Forms/Letters List identifies whether a letter will generate a Document Request (Document Details/Request Log) and the number of days until the tickler will appear (Document Details/Response Days).

Document Requests can also be created by the user regarding a consumer (again, the letter may go to the consumer or an organization, but it is always regarding a consumer).

Document Requests can be read within a case (for Document Requests for that case, only) or outside a case (for a specific individual, primary administrator or organization).

Viewing Document Requests Within a Case - Tree View

This method will show Document Requests for a selected case.

With a case open on the screen:

DoubleClick: Documents in Tree View (or SingleClick the plus sign to the left of Documents)

DoubleClick: Documents Requests (or SingleClick the plus sign to the left)

You will see three options for view:

Open: Requested information/action that has not been received or recorded in the Document Request Log as received.

Completed: Requested information/action that has been received and recorded with a receipt data in the Document Request Log.

All: Both Open and Completed Requests.

Click: Open, Completed or All to open the Document Request Log.

The Document Log includes the following columns:

Receipt Date:

This is the data that the material requested is received or the action is completed. The default is 00/00/0000: If there is no Receipt Date, the Document Request is open. When a data is entered by the user, the Document Request is considered completed. If the date is prior to the Due Date, no tickler will appear in the tickler file to indicate that there is an outstanding Document Request.

For instance, if you had sent an Original IPE Cover Letter to the consumer and received the signed IPE before the "Due Date," you would still get a tickler on the "Due Date" since the system doesn't know you received the IPE. However, if you "tell" the system by entering a "Receipt Date," it will not display a tickler on the "Due Date."

Due Date:

This is the date by which a response is expected. The Due Date is automatically generated if it is in response to a Form/Letter. CaMS calculates the "Due Date" based on the number of response days set in CaMS. The response days are based on a "typical" amount of time expected before a response is received: Each form/letter is based on a specific number of days.

If a user generates a Document Request, the default "Due Date" or "response date" is seven days; however, this can be changed by the user.

On the Due Date, a tickler will display in the tickler file indicating Information Requested Due for the individual. The User can then go into the Document Request Log to see the specific information.

Void Date:

Default to 00/00/0000. If a Void Date is filled in by the user, a tickler will not be generated, whether or not the action has been completed. As with the Receipt Date, the Document request will be considered "Completed."

For example, if I had sent out a IPE Follow-up Signature Letter and then realize I already had the signed IPE, I could enter a "Void Date" to "tell" the system that it doesn't have to display a tickler on the "Due Date."

Document Name:

Name of the Form/Letter that generated the Document Request. If it was created by a user, it will display Verbal Information Request.

Comments:

If the user creates the Document Request, comments can be entered. If the Request is generated by a Form/Letter, there will be blank space allowing the user to fill in any comments regarding the Request.

If the comments are too long to be seen in the field on the screen, DoubleClick on the item to see comments in a Comments box with scroll bar.

Contact/Consumer:

Consumer's Last Name, First Name and ID Number.

Requested From:

If the Document Request is via a Form/Letter, the consumer's name will appear in the Requested From column.

However, if the Request is generated by the user (Verbal Document Request) and an Organization is identified, the Organization will appear in the Requested From column.

Request Date:

Date the Document Request was made. This would be the date the Form/Letter was printed (not the date on the form/letter) or the Request Date entered on a Verbal Information Request (created by the user).

Request Number:

No number will default if it is a first request. If it is a follow-up request, the number of the follow up (2nd, 3rd, etc.) will appear. If it is a Verbal Document Request generated by the user, there is a field in which to enter the request number.

Authored By:

This is the individual who is identified as "Authored By" on the Form/Letter or on the Verbal Document Request generated by the user. (This defaults to the individual who signed on to CaMS, but may be changed by changing the "Authored By" field.)

Case ID:

The consumer's CaMS ID number.

Request Type:

The Request Type is either Written or Verbal.

Written indicates that the Document Request was generated by a Form/Letter within CaMS.

Verbal indicates that the Document Request was generated by the user via the menu items Documents/Document Request/New. Although it is termed "Verbal," and may most frequently be used to document a verbal request (e.g., a phone call or face-to-face interaction requesting a response/action), it may also be used if the individual was contacted through written means other than a CaMS Form/Letter (e.g., Word letter).

Notes:

  • Any Document Request column can be sorted by clicking on the column header. Each click will toggle between ascending and descending order.
  • The list of Document Requests can be printed as a report by clicking on File, Print Screen or the Print Screen toolbar button.
  • While Document Requests can be "Completed" by entering a Receipt Date or Void Date, they cannot be deleted. All Document Requests remain in the Document Request Log for the individual consumer.
  • If a Document Request is created while the consumer's case is on the Document Request screen, you must click Edit, Refresh or the Refresh button on the Tool Bar to see the new request.

Viewing Document Requests Outside a Case

This method will allow you to access Document Requests for an individual, a Primary Administrator or an Organization.

Whether or not a case is on the screen, you can open a Search Document Request Responses dialog box to search for Document Requests in a variety of ways.

On the Menu Bar:

Click: Documents

Click: Document Request

Click: Open

The Search Document Request Responses dialog box will appear.

You can search by one of the following Search Criteria:

Case ID Number

Contact/Consumer Name (via drop-down)

Primary Administrator (via drop-down)

Organization Type (via drop-down)
Note: If the user chooses Organization Type, Organization must also be completed.

Organization (via drop-down)
Note: If an Organization is entered, the More Information button will become enabled, allowing the user to find more information about the identified Organization.

If you wish, you can refine your search with Status of Document Request. Radio button options are:

Open:

Requested information/action that has not been recorded with a "Receipt Date" or "Void Date."

Completed:

Requested information/action that has been recorded with a "Receipt Date" or "Void Date."

All:

Both Open and Completed Requests.

You can also refine your search by entering Due Dates:

From:

To search for a Document Request due on a specific date, enter date in the From Date.

Time Frame:

To search for a Document Request within a specific timeframe, enter that range by completing From Date and To Date.

Click: OK to generate the search results.

As noted in Viewing Document Requests Within a Case, the columns include: Receipt Date, Due Date, Void Date, Document Name, Comments, Contact/Consumer, Requested From, Request Date, Request Number, Authored By, Case ID and Request Type. Please see Viewing Document Requests Within a Case for more information.

Notes:

  • Any Document Request column can be sorted by clicking on the column header. Each click will toggle between ascending and descending order.
  • The Search Results screen can be printed as a report by clicking on File, Print Screen or the Print Screen toolbar button.
  • While Document Requests can be "Completed" by entering a Receipt Date or Void Date, they cannot be deleted. All Document Requests remain in the Document Request Log for the individual consumer.
  • If a Document Request is created while the Search Results are on the screen, you must click Edit, Refresh or the Refresh button on the toolbar to see the new request.

Creating A Document Request

Document Requests can only be created from the Menu Bar. Document Requests are always related to a specific case.

On the Menu Bar:

Click: Documents

Click: Document Request

Click: New

The Create Document Request dialog box appears. A Document Request is generated when the fields are completed and saved.

Request Type:

Defaults to Verbal and cannot be changed. If it were Written Request, it would be generated from a Form/Letter. Verbal is the only option if creating a Document Request. Remember, it does not necessarily mean you spoke to the individual or organization - you may have sent a letter or note or communicated in some other way outside of CaMS.

Document Name:

Defaults to Verbal Information Request: It is assuming you are requesting information outside of CaMS. However, there is a drop-down that includes all Forms/Letters.

Request Date:

This is the date that the information/action was requested. Although it defaults to today's date, it can be changed to a date before today - it cannot be dated in the future. (Note: If the date is changed to a past date, it will appear as today's date in the Document Request Log.)

Due Date:

This is the date on which it is expected that the action should be completed. The Due Date defaults to seven days, but can be edited, as appropriate.

Request Form:

Identified who the information/action is requested from. Although this field defaults to the consumer, there is also a radio button to identify an Organization. When this button is clicked, an Organization field is activated and the Organization must be chosen from the drop-down list. In addition, the More Information button is activated.

If the Organization is identified in this way, it will appear on the Requested From column in the Document Request Log.

Comments:

Enter documentation of the discussion or request/action that was requested. Please note that documentation gets entered without wrapping around: All information is entered on one line as you type. The text will appear normally in this field in the Document Request Log. See Document Request as Case Documentation, below, for more information.

Request Number:

This field can be left blank or can be filled in with 2, 3, etc. to identify the number of times the request was made without response.

Authored By:

Defaults to the individual who signed onto CaMS. The Author can be changed by choosing another Primary Administrator from the drop-down list.

Click: Save

Click: X in the upper right corner to close the Create Document Request dialog box.

To read the Document Request, follow the directions above for:

Viewing Document Request Within a Case or Viewing Document Requests Outside a Case

If the Document Request is already open on the screen, note that the new Document Request will not automatically appear. To see it, you need to Refresh the screen by clicking Edit, Refresh or clicking the Refresh button on the toolbar. If the Document Request Log is not open on the screen (whether or not the case is open on the screen), the screen is refreshed automatically when you bring up the Document Request Log.

Document Request as Case Documentation

Document Requests an be printed and filed in the case note section of the hard copy case folder to serve as documentation of an action and/or contact made with or about the individual. This information does not need to be repeated in a case note if the information sufficiently explains the situation.

The Document Request is printed from the Create Document Request Screen.

Click: Save

Click: Print Screen button on the toolbar or File, Print Screen.

Special care must be made in entering information if you plan to print the Create Document Request screen as case documentation:

When entering text, it will not "wrap around" from line to line; rather, it will enter on one line. Care must be taken to enter text as if using a typewriter - be sure to press Enter if it appears a word is about to go off the screen.

In addition, a printed version of the new Document Request will only show the information in the Comments Box on the screen - if there is so much information that it would necessitate a scroll bar, you will only see the portion on the screen when you print. If there is more information than that which appears on the screen, please consider writing a case note to document the information.