Case Recording Details

The Case Recording Details page allows you to add a new case recording record or update details for an existing case recording that is in Draft status. Only the “Creator” of the recording OR the employee identified as “Recorded for” can update a case recording in Draft status and change the status of the recording to “Completed.”

After a case recording status is changed to "Completed" status, the details cannot be changed. However, you can create one or more addendums to a completed case recording to add additional details. Anyone can create an addendum to a case recording in “Completed” status.

If the recording was made in error, you can change the status of the recording to "Marked In Error" (only "Creator” of the recording OR the employee identified as “Recorded for“can mark a case recording in error). Recordings with a status of “Marked In Error” can be excluded from reports but will remain visible in the case record.

You have thirty (30) calendar days from the contact date (date contact occurred) to move the recording from “Draft” status. If the “Draft” recording is not moved to either “Completed” or “Marked In Error” status by the thirtieth (30^th) calendar day, TFACTS will automatically set the status to “System Completed”. A case recording in “System Completed” status cannot be edited and will not be TCM (Targeted Case Management) billable.

Fields on this screen

*Recording Detail Section*
Recording ID	Unique identification number automatically assigned by TFACTS to each case recording created.
Created By	Displays the name worker who creates the case recording. This is derived and displayed by TFACTS based on the logged in user. It is not editable.
Created Date	Displays the system date at the time the case recording was added to the case. This is derived and displayed by TFACTS and is not editable.
Contact Date	This represents the date the contact actually occurred. It cannot be a future date.
Recorded For:	This is used when entering recordings on behalf of another employee. Click Employee Search to search for and select the worker for whom the recording is being made.
*Contact Information That Pertaining to CPS Investigations ONLY.*
Contact Time	This contact time is used in determining whether response times are met. Use the format HH:MM.
Contact Type	Select the type(s) of contact made. Multiple contact types can be selected.
Contact Sub Type	For those contact types that have sub-types, select the appropriate sub-type value. Only one sub-type value can be selected per contact.
*Contact Type Section*
select	Click on the select hyperlink under the Contact Type section to choose appropriate contact type(s) for the recording. Refer to help topic for Contact Type page for additional information regarding contact types.
Worker Present?	Will enable after certain Contact Types are selected. Not all contact types require this information. Options are Yes and No. Indicating ‘Yes’ means that the worker was either present (F2F) or participated (phone) in the contact. This is a key element in reporting for Targeted Case Management (TCM).
Contact Method	Select the method of contact with the family. Only one method value per contact can be selected. This is a key element in reporting for Targeted Case Management (TCM).
*Location Type Section*
Location Type	Select the location where the contact was made. If the location is a resource home or facility, click Resource Search to select the resource.
If Court, School or Other, Describe	If you select a location type of Court, School, or Other, you will be required to describe the location type.
Resource Search	If the location took place at a resource home or other placement/facility, you can associate the specific resource to the recording by clicking on the Resource Search button to search and select it.
Copy to Resource Record	Select this check box to copy the case recording details to resource recordings for the selected resource.
*Purpose*
Available Purposes	Select one or more Available Purposes under the Purpose section. You can highlight the purpose by clicking on it and then clicking on the Add>> button. This action will move the highlighted purpose to the Selected Purposes section. NOTE: If all the available purposes you desire are grouped together under the Available Purposes section, you can select the files by clicking on the top purpose and press and hold the 'Shift' button. Using your down arrow key, select the rest of the files, all while you are holding the 'Shift' button. After all files are highlighted, click on the Add>> button and TFACTS will move all highlighted files to the Selected Purposes section.
Add	Click on the Add button to add a Selected Purpose from the “Available Purpose" column. After clicking on the Add button, the highlighted purpose(s) will move to the "Selected Purpose" column.
Remove	Click on a Selected Purpose value and then click on the Remove button to return it to the Available Purpose column.
*Participants*
Add Participant	Click on the Add Participant button to search and select the participants associated with the case recording. Refer to help topic for the Participant page for additional information regarding adding participants to a recording.
*Narrative Details*
Narrative	Enter a description of the activity or contact.
Expand	Click on the Expand button to view an entire narrative and any addendums.
Spell Check	Click on the Spell Check button to check the spelling of the narrative. The spell check is only available when the case recording is in "Draft" status.
Add Addendum	Click on the Add Addendum button to enter new information to a recording in “Completed” status.
Status	After all required information has been entered, change the status to "Completed" by clicking on the down arrow and selecting "completed". The system defaults to "Draft" until you select "Completed."
*All Other Sections*
Apply	Click on the Apply button to save all the data and stay on the same page.
Save	Click on the Save button to save all the data and return to the list page.
Cancel	Click on the Cancel button to cancel without saving the data.
Mark In Error	Click on the Mark In Error button to change the case recording status to ‘Created In Error’. Case recordings with a status of “Created In Error” can be excluded from reports but are still visible in the case record.

Fields on this screen

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