Services Interrupted Case Note

Services Interrupted (Status 24) is used when a consumer must stop (interrupt) his/her program for an extended period of time while in a service status (Counseling and Guidance and Placement; Restoration; or Training).

Because the individual will be out for an extended period of time without receiving services, but is expected to return within a reasonable amount of time, the individual can go into a non-service status(24) for the interim. The individual remains in status 24 until he/she returns to the previous status or the case is closed.

The Services Interrupted Case Note documents the reason for going into Status 24.

In order for an individual to go into the Services Interrupted status, the case must be in status 14, 16, 18, 20 or 22.

With the case open:

1. On the Menu Bar

Click: Case Process

Point: Services Interrupted

Point: Services Interrupted Case Note

Alternately:

Click: Case Process

Point: Create Case Note

From Create Case Note Drop Down Box:

Click: Down Arrowhead to see list of case notes

Click: Services Interrupted Case Note

Click: OK

2. The Services Interrupted screen includes:

Date:

Enter: Services Interrupted Date

Required - defaults to today's date

Final Check Box

Disabled. Automatically checked when the case note is finalized.

Tabs

Two horizontal tabs appears across the top:
Reason for Services Interrupted (Reas Serv Inter) and Next Steps.

The tab highlighted in blue (Reason for Services Interrupted) is required in order to finalize the case note. Tabs that are not highlighted (Next Steps) are optional.

When a tab is selected (Click), the full name appears, for example, Reason for Services Interrupted displays immediately below the tab.

Below that, a prompt or cue card appears to identify the documentation requirements, for example, Document reason for moving case into Services Interrupted Status (Status 24).

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

Authored by

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

3. Enter Case Note Text

Click: Reason for Services Interrupted

Enter: Reason for moving the case into Services Interrupted, as per cue card.

Enter free text, or

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

Click and enter for all Mandatory Tabs and identified Optional Tabs.

4. Saving

The Services Interrupted 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 Services Interrupted Case Note Date, in the Tree View.

At any time you wish to access the Services Interrupted 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 any draft or finalized Case Notes will display

Click: Plus (+) sign to the left of Services Interrupted Case Note

Click: Draft date you wish to open

Note: If you cannot read the entire draft date, point to the option and the entire text will appear (example: 05/05/2010 Draft, to the right).

The identified draft Services Interrupted Case Note will display for review/editing.

5. To Finalize the Services Interrupted Case Note:

Click: File (while in Services Interrupted Case Note)

Click: Finalize or click Finalize icon.

Note: If you do not fill in optional headers, you will be message 004250. If there is missing data, you will get Error 004220.

Get Status Change Window

  • Current Status: 14, 16, 18, 20 or 22

    Effective Date: The date the 14, 16, 18, 20 or 22 was made effective.

    Description of 16: Physical and Mental Restoration (for example)

  • Next Status: 24

    Effective Date: The Status 24 Effective Date will default to today's date. It can be edited, but must be on or after the Status 14/16/18/20/22 date and on or before today's date. (If the Effective Date is edited, the Services Interrupted Case Note date will be changed to comply wit the Status 24 Effective Date)

    Description of 24: Services Interrupted

  • Reason for Closure: This field is disabled; it is not a closure.
  • Reminders: Reminders appear only if appropriate

Click: OK to go into Status 24, or

Click: Cancel to cancel the status change

When finalized, the Case Status will change from the previous status to 24 in the Title Bar.

The Print Documents screen appears; the Services Interrupted Case Note (CN24) will be automatically assembled for print.

The finalized Services Interrupted Case Note will appear in the Tree View, under Case Note Category/Services Interrupted Case Note, as Final.

7. Errors

If required items or documents are missing, notification or error 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 Services Interrupted Case Note screen.

Required Data Missing

Required Data Missing

If the message: Required Data Missing appears in the lower left corner of the Services Interrupted Case Note, you are being advised that data is needed for Status 24. 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 Services Interrupted Case Note, and required data for Status 24 is missing (as noted in the lower left corner of the Case Note), 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.