The Why
"...it didn't happen."
"If it wasn't case noted..."
This should happen at LEAST every 30 days
Contacting each participant
Documents everything that occurs during the period of active and follow-up enrollment period of a participant.
When using templates, case notes still need to be...
Individualized
Where can you find the case note guide and policies?
Teams->Desk Aids->Files
What is the purpose of case noting?
An important part of case management.
Help others understand the full story.
True or false:
Dates for service case notes should be dated to when you entered the case note, even if it doesn't match the service.
False: Case note dates should match service dates.
What should you avoid in your case notes?
Opinions, feelings, or personal biases.
If you are recording an MSG, where should that be case noted?
Inside the MSG tab.
If you speak with a training provider or an employer about your participant, you should use......
job titles, not names.
True or false:
If you're transferring a file, you don't need to be detailed on the case notes because the TDS can just reach out and ask you about the file.
False. Your case notes should help others understand the full story.
This date should reflect the last date of service.
Exit Date
Contacts with these entities are also a part of participant's case management and should be case noted:
Training providers, employers, OJT/WEX providers, referral agencies, co-enrolled agencies, emergency contacts
Based on NevadaWorks Data Entry policy, what are three qualities of a well-written case note?
Clear, objective, and reflect the purpose and outcome of each interaction.
Case notes need to be entered within how many calendar days of occurrence?
7 days. Best practice: same day.
Avoiding jargon and abbreviations in case notes ensures this.
Clarity and understanding
You call your participant for their 30 day check in and they don't answer but you leave a message. They don't return your call.
They will soft exit in 4 days. What do you do?
Did you case note all your unsuccessful attempts so far?
Case note and talk to your PM about closing them out.
These things should be included in what type of case note?:
Type of item needed and funding used.
How it's linked to WIOA services (career or training).
Efforts made to secure funding from other organizations/no resources available.
Support Service Case Note
How should you end a case note?
With future steps, next contact attempt, etc.
NevadaWorks Case Note Technical Assistance Guide states this about long emails and full forms:
Don't copy long e-mails or full forms into the narrative, upload and reference instead.
When documenting client statements, this technique ensures accuracy without misinterpretation.
What is using direct quotes?
Bonus: what if we can't quote directly?
We should paraphrase and leave out any assumptions.
When updating a participant's file, these are some things that should be case noted:
Extending an OST Projected End Date
Updating participant’s IEP
Updating participant’s Current Address in the application
Requesting a correction
We should use phrases like these to as proof that an interaction with a participant actually happened.
"Today I met with my participant to....."
"Spoke to participant today to discuss..."
"During our meeting today we developed a plan to..."
Participant data in EmployNV must be supported by these.
Case Notes, Source Documentation and Appropriate file uploads
According to the NNV document Case Notes Desk Guide, these items need to be included in a correction request case note.
What correction(s) assistance was requested.
The reason for the request.