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FFSMIS User Guide
 

FFSMIS User Guide

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    FFSMIS User Guide FFSMIS User Guide Document Transcript

    • User GuideGuide Chapter 1: Welcome to FFSMIS ................................................... 6  Chapter 2: My FFSC .................................................................................. 8   Workload.................................................................................................................................... 8   Action Items .............................................................................................................................. 9   Requests.................................................................................................................................. 10  Chapter 3: The Search Function ............................................................ 12   Searching for Clients ............................................................................................................. 12   Searching for Clients from My FFSC Screen ................................................................ 12   Searching for Clients from a Case Folder ...................................................................... 13   Searching for Sponsors, Spouses and Family Members ............................................ 14   Searching from the Main Client Search screen:............................................................ 14   Client Search Results ........................................................................................................ 14   Searching for a Case............................................................................................................. 14   Case Search Results......................................................................................................... 15  Chapter 4: Managing Cases .................................................................... 18   The Case Folder..................................................................................................................... 18   Components of the Case Folder...................................................................................... 18   Creating a Case Folder ......................................................................................................... 20   Email Notification Rules .................................................................................................... 21   Assigning a Primary Provider to Case Folder................................................................ 22   Managing Case Folders ........................................................................................................ 22   Adding Forms to a Case Folder....................................................................................... 22   Adding Forms to Closed Cases ....................................................................................... 23   Adding Clients to the Case Folder................................................................................... 23   Viewing Client Case Folders ............................................................................................ 24   Removing a Client from a Case Folder .......................................................................... 24   Managing Forms .................................................................................................................... 25   Creating Forms................................................................................................................... 25   Viewing Forms .................................................................................................................... 25   Editing Forms...................................................................................................................... 25   Appending to a Form ......................................................................................................... 25   Committing Forms.............................................................................................................. 26   Co-Sign/Approve/Deny Approval of Forms.................................................................... 26   Deleting Forms ................................................................................................................... 26   Special Rules for Forms.................................................................................................... 26   Forms Requiring a “Super Commit” ................................................................................ 27   Forms Summary................................................................................................................. 28   Relating a Case Folder to Another Case............................................................................ 29   Granting Proactive Access to a Case Folder..................................................................... 29   Granting Proactive Case Folder Transfer without Retaining Access......................... 29   Managing Client Case Folders............................................................................................. 30  FFSMIS User Guide Version 4.3.3 Page |1
    • User Guide Closing a Case ....................................................................................................................... 30   Rules for Closed Cases .................................................................................................... 30   Closing a Case as an I&R................................................................................................. 30  Chapter 5: Managing Clients................................................................... 32   Adding Pre-Existing Clients .................................................................................................. 32   Creating a New Client............................................................................................................ 32   Editing a Client........................................................................................................................ 33   Adding or Editing Commands .......................................................................................... 33   Removing Sponsors and Editing Relationship .............................................................. 34   Adding Sponsors, Spouses, and Family Members....................................................... 34   Editing Family Members.................................................................................................... 34   Deleting Family Members ................................................................................................. 35   Viewing Client Case Folders ................................................................................................ 35  Chapter 6: Managing Programs .............................................................. 36   Creating an I&R Contact Note.............................................................................................. 36   Creating an Individualized Contact Note (1 on 1 Contact) .............................................. 36   Creating a Group Contact Note ........................................................................................... 37   Creating PFM Program Folders and PFM Contact Notes ............................................... 37   Creating a PFM Program Folder...................................................................................... 38   Creating a PFM Contact Note .......................................................................................... 38  Chapter 7: Managing NPS Cases............................................................ 39   The NPS Case Flow .............................................................................................................. 39   Creating a New Case Folder ................................................................................................ 39   Adding People to a Case ...................................................................................................... 40   Completing the Privacy Act and Consent Forms .............................................................. 41   NPS Case Forms ................................................................................................................... 42   Forms Stored in the Client Case Record........................................................................ 42   Forms Stored in the Main Case Folder........................................................................... 43   Closing an NPS Case............................................................................................................ 44   Adding Batch Information on NPS Screeners ................................................................... 44  Chapter 8: Generating Reports ............................................................... 47   Access to the Reporting Module.......................................................................................... 47   Running a Report ................................................................................................................... 47   Reading a Report ................................................................................................................... 48  Chapter 9: The Central Registry ............................................................. 51   Search for a DD-2486............................................................................................................ 51   Create a Non-Native DD-2486............................................................................................. 52   Edit a Non-Native DD-2486 .................................................................................................. 52   Download DD-2486s.............................................................................................................. 52   Central Registry Manager..................................................................................................... 52  FFSMIS User Guide Version 4.3.3 Page |2
    • User Guide Expunge a Non-Native DD-2386 ..................................................................................... 52   Create Central Registry Reports...................................................................................... 53   Creating Central Registry Users ...................................................................................... 53  Chapter 10: Managing Commands ......................................................... 55   Access to the Command Management Module ................................................................ 55   Managing Commands ........................................................................................................... 55   Creating a Command ............................................................................................................ 55   Editing a Command ............................................................................................................... 56  Chapter 11: User Management ............................................................... 58   Overview.................................................................................................................................. 58   User Location and Roles....................................................................................................... 58   A User’s Location ............................................................................................................... 58   User Roles........................................................................................................................... 58   User Rights.............................................................................................................................. 59   FAP Roles ........................................................................................................................... 59   Clinical Case Roles............................................................................................................ 59   User Administrative Module.................................................................................................. 60   FAP Administrative Roles ................................................................................................. 60   Clinical Counseling Administrative Roles....................................................................... 60   Managed Site Sub Roles .................................................................................................. 60   Central Registry Roles ...................................................................................................... 62   User/Staff Records............................................................................................................. 63   Programs Roles.................................................................................................................. 64   Command Management Roles ........................................................................................ 64   Using the User Management Module ................................................................................. 64   Searching For A User ........................................................................................................ 64   Creating a User .................................................................................................................. 65   Editing a User ..................................................................................................................... 68  Appendix A: Uploading Letters and Non-Native Documents ............. 70   Uploading a Document.......................................................................................................... 70   Viewing an Uploaded Document ......................................................................................... 70  Appendix B: Related Policy and Procedural Changes for Fleet andFamily Support Programs ....................................................................... 71   Information and Referral ....................................................................................................... 71   Definition.............................................................................................................................. 71   Policy.................................................................................................................................... 71   I&R Summary Form ........................................................................................................... 71   Group Programs..................................................................................................................... 74   Definition:............................................................................................................................. 74   Policy:................................................................................................................................... 75   Group Programs Form ...................................................................................................... 76  FFSMIS User Guide Version 4.3.3 Page |3
    • User Guide One-On-One Contact ............................................................................................................ 89   Definition:............................................................................................................................. 89   Policy:................................................................................................................................... 89   Individual Consultation Note Form: ................................................................................. 89   Personal Financial Management Contact Note Form ...................................................... 91   Purpose: .............................................................................................................................. 91   Policy:................................................................................................................................... 91  Appendix C: Related Policy and Procedural Changes for FAP/FINSand Clinical Cases ................................................................................... 92   Opening Case Folders and Client Case Records............................................................. 92   FAP/FINS System of Records.............................................................................................. 92   Client Demographic Form................................................................................................. 93   Documentation of FAP Clinical Interventions ................................................................ 93   Clinical Counseling System of Records.............................................................................. 93   Group Counseling (e.g., AMAC, Men’s DV Group, Children Who Witness Violence, etc.)....................................................................................................................................... 94   FAP/FINS Forms and Processes ........................................................................................ 94   Subsequent Incidents ........................................................................................................ 94   Open Records Generated Outside of FFSMIS.............................................................. 95   Open Records Generated Inside FFSMIS ..................................................................... 95   Incident Report ................................................................................................................... 95   Safety Assessment ............................................................................................................ 96   Safety Response ................................................................................................................ 96   Initial Risk Assessment Interview .................................................................................... 96   Risk Assessment................................................................................................................ 96   Intervention Plan ................................................................................................................ 97   Contact Notes ..................................................................................................................... 97   Victim Advocate Contact................................................................................................... 98   Initial CRC Presentation.................................................................................................... 98   Initial CRC Review ............................................................................................................. 98   Risk Assessment Update................................................................................................ 100   Periodic CRC Review ...................................................................................................... 100   Requested CRC Review ................................................................................................. 101   Clinical Forms and Processes............................................................................................ 101   Initial Assessment Note................................................................................................... 101   Treatment Plan ................................................................................................................. 102   Contact Notes ................................................................................................................... 102   Treatment Summary ........................................................................................................ 102   Clinical Closing General Records Management ............................................................. 102   Non-Native Documents ................................................................................................... 102   Transferring Cases .......................................................................................................... 103   Relating Cases ................................................................................................................. 103   Closed Cases.................................................................................................................... 103   Summary ........................................................................................................................... 103  FFSMIS User Guide Version 4.3.3 Page |4
    • User GuideAppendix D: Data and Field Definitions .............................................. 105  Appendix E: Creating an Allegation Determination Form ................. 108   Pre-Populating the Demographic Data............................................................................. 108   Entering Data Into the Allegation Determination Form .................................................. 108   Alleged Victim Information .............................................................................................. 110   Sponsor Information ........................................................................................................ 111   Alleged Offender Information ......................................................................................... 112   Entering Comments and Saving the Form................................................................... 114  Appendix F: Business Rules for Determining the Sponsor inDomestic Abuse and Child Abuse Incidents ....................................... 116  FFSMIS User Guide Version 4.3.3 Page |5
    • User GuideChapter 1: Welcome to FFSMISFFSMIS is the official information system for the Commander, Navy Installations Command,Fleet and Family Support Programs (FFSP).FFSMIS is five systems in one: A Case Management System, a Client Management System, aProgram Management System, a Central Registry System, and a Command ManagementSystem.With FFSMIS, you can:  Manage FAP and FINS cases  Manage Clinical Counseling cases  Manage New Parent Support cases  Manage Client Demographics  Query the Central Registry  Create DD-2486s  Edit DD-2486s  Capture I&R activity  Capture Group Program activity  Manage Program records  Manage Command Locations  Generate Reports for Program and Clinical activitySecure Socket Layer (SSL)FFMSIS is a secure system that operates within a Secure Socket Layer (SSL). SSL providesfor encryption of plain text. This encryption is invoked only when the user initiates the SSLlayer. In order to invoke the SSL, the user must add an “s” to the http:// URL by typing in thefollowing: https:// in the Web address field in the browser.Tip: Use the URL https://ffsmis.persnet.navy.mil to reach the FFSMIS site.FFSMIS Training and Live Production EnvironmentsThere are two FFSIMS sites available to the users:  Training Environment: https://ffsmis-trng.persnet.navy.mil  Live Production Environment: https://ffsmis.persnet.navy.milThe Training Environment is available for users to learn and practice using FFSMIS. When newfunctionality, new forms, or new system modules are released, users can go into the TrainingEnvironment to practice using the new feature sets before trying to use them in the LiveProduction Environment. The Training Environment will be operational for as long as FFSMIS isoperational.FFSMIS is a role-based system.Each user is assigned one or more roles within the system. Each role allows the user to accessspecific sections and to perform certain tasks. Thus, one user may see more content on ascreen, or be able to access more sections, compared to another user with a more restrictedrole.FFSMIS User Guide Version 4.3.3 Page |6
    • User GuideFFSMIS is a location-based system.Each user is designated as a site-level, region-level, or headquarters-level user. The user canexercise the rights corresponding with his role within these geographical constraints.FFSMIS is ModularThe FFSMIS system is comprised of seven core modules. The modules are:  Case Management (FAP/FINS, Clinical, and NPS)  Client Management  Programs Management  User Management  Central Registry  Command Management  ReportingHow the User Guide is OrganizedThe User Guide is organized based on each of the seven core modules plus a narrative aboutthe My FFSC homepage.  My FFSC  The Search Function  Managing Cases  Managing Clients  Managing Programs  Managing Commands  The Central Registry  Generating Reports  Managing NPS Participation  User ManagementFFSMIS User Guide Version 4.3.3 Page |7
    • User GuideChapter 2: My FFSCThe My FFSC screen is the first screen that a user sees after logging in. Depending on theUser’s access rights, the My FFSC screen can contain up to three sections:• Workload: A listing of cases and clients that the user has in his or her caseload.• Action Items: For users with case assignment and/or form approval rights, this is a listing of “To-Do” items not related to the user’s own caseload.• Requests: For users with case allocation rights, this is a listing of requests for case transfer and access. A view of a My FFSC screenWorkloadAll users will see a Workload section. The Workload table provides summary informationregarding a user’s case load. It displays the following columns:Clients: • The Workload table is sorted, by default, by client name. • If no client has been added to a particular case, this will be blank. • Clinking on the linked client name will take the user to the corresponding Client Case Folder.The Icon: • If no client has been added to a particular case, this icon will not appear. • Clicking on the star icon will take the user to the client’s Client Case Folders screen.FFSMIS User Guide Version 4.3.3 Page |8
    • User GuideThe Icon: • If no client has been added to a particular case, this icon will not appear. • Clicking on the person icon will take the user to the client’s Demographics screen.Cases: • A list of the open cases to which the user is assigned. • Closed cases will not be displayed in the Workload tableCategory: • “Category” is FAP/FINS, Clinical, or NPS. • A case’s Category is set on the main Case Folder screen.Case Number • The Case Number is a unique ID number assigned by the system to each new case folder. • Clinking on the Case Number will take the user to that case’s main Case Folder screen.Type: • For FAP/FINS cases, the Case Types are DV (Domestic Violence), CA (Child Abuse), or CSA (Child Sexual Abuse). • For Clinical Counseling cases, the Case Types are Individual, Marriage, Family, and Group. • NPS cases do not have a Type.Opened • The date that the Case Folder was created.Modified • The most recent date that a form was last saved or committed within a case folder or within a client case folder associated with the case folder.CRC Date (Days) • For FAP/FINS cases, the CRC Date contains the number of days left before the CRC Review for that case needs to be conducted. • This is based on the Incident Report Date for that case.In addition, the Workload section contains the following: • A button for creating a new case folder. • A button for creating a new client. • A search interface.Action ItemsFor users with case assignment rights, this section will contain a listing of cases belonging tothe user’s geographical area that need to be assigned to providers. For users with formFFSMIS User Guide Version 4.3.3 Page |9
    • User Guideapproval rights, this section will contain a listing of forms that have been submitted for approval.For users with both of these rights, this section will contain a listing of both cases than needassignment and forms that need approval.RequestsThe Requests section of the My FFSC screen is where requests for case transfer and accessare displayed for users who have the role of Case Allocation.Reactive Granting of Access and TransfersReactive requests for access and transfer are made by a user in one location for a case that isowned at another location. Once the request is made, the user(s) with the role of CaseAllocation will be notified via email of the request and the request will appear in the Requestssection of their My FFSC screen. Requests can be granted or they can be denied. If a requestis denied by the case allocation role, the requestor receives a notification that the request wasdenied.Granting a Reactive Request for AccessTo grant a reactive request for access from the My FFSC page, the user performs the followingsteps: 1. From the My FFSC screen, select the case folder to which you want to grant access. 2. Click the “Grant Access” button. 3. The page will refresh and the request will be removed from the Request section of the My FFSC page. The requestor will receive a notification that the request for access was accepted.To Deny a Request for Access 1. From the My FFSC screen, select the case folder to which you want to deny granting access. 2. Click the “Deny” button. 3. The page will refresh and the request will be removed from the Request section of the My FFSC page. The requestor will receive a notification that the request for access was denied.Granting a Reactive TransferTo grant a reactive transfer from the My FFSC page, the user performs the following steps: 1. From the My FFSC screen, select the case folder to which you want to transfer access. 2. Select from the dropdown “With Access” or “Without Access.” 3. Click the “Transfer” button. 4. The page will refresh and the request will be removed from the Request section of the My FFSC page. The requestor will receive a notification that the transfer request was accepted.Note: Transferring with access allows eligible users in your location to continue to access thecase folder after it is transferred. Transferring without access may result in users at yourlocation not being able to access the caseTo Deny a Request for TransferTo deny a request for a reactive transfer from the My FFSC page, the user performs thefollowing steps:FFSMIS User Guide Version 4.3.3 P a g e | 10
    • User Guide 1. From the My FFSC screen, select the case folder to which you want to deny the transfer request. 2. Click the “Deny” button. 3. The page will refresh and the request will be removed from the Request section of the My FFSC page. The requestor will receive a notification that the transfer request was denied.FFSMIS User Guide Version 4.3.3 P a g e | 11
    • User GuideChapter 3: The Search FunctionFFSMIS users can perform four types of searches: searches for clients, searches for individualsconnected to clients (such as sponsors), searches for cases, and searches for user accountinformation about other FFSMIS users. (Within the Central Registry module, it is also possible tosearch for DD2486 forms, however this access is restricted to comparatively few users and iscovered in Chapter 8: The Central Registry.)Searching for ClientsIt is important to avoid creating duplicate demographic records. For this reason, FFSMIS usersare required to first search for a pre-existing person record before being allowed to create andadd a new person record.Search Tip: FFSMIS contains nearly a million demographic records. Therefore, the system will prompt you to refine your search should too many records be included in your search results. Allowing these results to be displayed would cause a very slow response time and/or the crashing of your browser.The client search function is available throughout the system. Client searches can be initiatedfrom the following :  The My FFSC screen  The search button on the navigation bar.  The Case Folder by clicking on the button.  The Client Demographics form (when adding other family members or a sponsor to an existing client record).Searching for Clients from My FFSC ScreenThe search function on the My FFSC screen is located beneath the Workload section: 1. Type in search string. Note that the user can search by Last Name, First Name, SSN, Last 4 Digits of SSN, and—for some users—Case Number 2. Specify the geographic area to search. (Users with site-level access can search for clients at their own site. Users with regional-level access can search for clients withinFFSMIS User Guide Version 4.3.3 P a g e | 12
    • User Guide their own region. Users with HQ-level access can search for clients within the entire FFSMIS system.) 3. Select appropriate search filter from the dropdown list (Last Name, Last Name, First Name, SSN, Last 4 Digits of SSN, or Case Number). 4. Click “Search.” 5. The Search Results page appears. 6. To access the Client Demographics page, click on the icon associated with the applicable client. 7. To access the Client Case History page, click on the icon associated with the applicable client.Note: Only users with case (Clinical Counseling, NPS, and/or FAP) roles will have Case Number available in the search drop down filter list. Users without these roles will not be able to see Case Number nor will any cases appear in the search results.Searching for Clients from a Case FolderBefore adding an individual to a case, the user must search to see if a record for that individualis already in the system.The following steps are used to add pre-existing clients to a case folder: 1. Open a case folder. 2. Click on the “Add” button in the Client section. 3. The user is taken to the Client Search screen. 4. Enter search parameters and click Search button. 5. Select the applicable client by clicking on the checkbox next to the client’s name in the Client Search Results screen. 6. Click on the “Add to Case Folder” button. 7. User is returned to the Case Folder. Client is added to the case.FFSMIS User Guide Version 4.3.3 P a g e | 13
    • User GuideSearching for Sponsors, Spouses and Family MembersBefore adding an individual to a client demographic record, the user must search to see if arecord for that individual is already in the system. 1. From the client demographics page, click the button corresponding to the section to edit. 2. Click the button. 3. The client search screen will appear. 4. Enter search information and click Search. 5. Select the person(s) to add. 6. Click the applicable Add Sponsor, Add Family Member or Add Spouse button (FFSMIS will display the appropriate button).Searching from the Main Client Search screen:Note: To add a person to a case or client demographic record, initiate the person search from either the case folder or demographic record screen. Person searches initiated from either My FFSC or the main Client Search screen will not allow the user to automatically add persons to a case or demographic record.The following steps are used to perform a general person search within FFSMIS: 1. Click the search button on the navigation bar. 2. On the Search screen, type in a search string. Note that the user can search by Last Name, First Name, SSN, Last 4 Digits of SSN, and—for some users—Case Number 3. Specify the geographic area to search. (Users with site-level access can search for clients at their own site. Users with regional-level access can search for clients within their own region. Users with HQ-level access can search for clients within the entire FFSMIS system.) 4. Select appropriate search filter from the dropdown list (Last Name, Last Name, First Name, SSN, Last 4 Digits of SSN, or Case Number). 5. Click “Search.” 6. The Search Results page appears.Note: Only users with case (Clinical Counseling, NPS, and/or FAP) roles will have Case Number available in the search drop down filter list. Users without these roles will not be able to see the Case Number option, nor will any cases appear in the search results.Client Search ResultsSearching for a CaseThe case search function is available throughout the system. Case searches can be initiatedfrom the following:• The My FFSC screenFFSMIS User Guide Version 4.3.3 P a g e | 14
    • User Guide• The Case search button on the navigation bar.• The “Add” button in the Related Cases section of a case folder. The Search InterfaceThe following steps are used to perform a case search: 1. Type in search string. Note that the user can search by Last Name, First Name, SSN, Last 4 Digits of SSN, and—for some users—Case Number 2. Specify the geographic area to search. (Users with site-level access can search for clients at their own site. Users with regional-level access can search for clients within their own region. Users with HQ-level access can search for clients within the entire FFSMIS system.) 3. Select appropriate search filter from the dropdown list (Last Name, Last Name, First Name, SSN, Last 4 Digits of SSN, or Case Number). 4. Click “Search.” 5. The Search Results page appears.Note: Only users with case (Clinical Counseling, NPS, and/or FAP) roles will have Case Number available in the search drop down filter list. Users without these roles will not be able to see Case Number nor will any cases appear in the search results.Case Search ResultsAfter a user performs a search, the search results screen appears. The search results includethe following columns:Case Folder Number • The Case Number is a unique ID number assigned by the system to each new case folder. • Clinking on the Case Number will take the user to that case’s main Case Folder screen. • In some cases, depending on User Access Rights, the case number will be displayed but will not allow access to the Case Folder.Name: • If no client has been added to a particular case, this will be blank. • Clinking on the linked client name will take the user to the corresponding Client Case Folder.FFSMIS User Guide Version 4.3.3 P a g e | 15
    • User Guide • In some cases, depending on User Access Rights, the Client Name will be displayed but will not allow access to the Case Folder.The Icon: • Clicking on the star icon will take the user to the client’s Case History screen. (A listing of cases and DD-2486 forms to which the client is associated.) • If no client has been added to a particular case, this icon will not appear.The Icon: • Clicking on the person icon will take the user to the client’s Demographics screen. • If no client has been added to a particular case, this icon will not appear.Category: • “Category” is either FAP/FINS, Clinical, or NPS case.Type: • For FAP/FINS cases, the case types are DV (Domestic Violence), CA (Child Abuse), and CSA (Child Sexual Abuse). • For Clinical Counseling cases, the Types are Individual, Marriage, Family, and Group. • NPS cases do not have a Type.FFSC • The name of the Site that owns the case.Point of Contact • The name of the case’s Primary Provider. • Clicking the Primary Provider name will display the Contact Information screen for that provider.Access • The “Access” column indicates what access rights the user has to the case listed in the search results. The values listed in the Access column are as follows: o Case: The user has access to the case. o Blank: The user does not have access to the case. There are two possible reasons for this: the user does not have access to the case because the user does not have access to cases of that Case Category (FAP/FINS, Clinical, or NPS), or the case is owned by a site outside of the user’s location.Opened • The date that the Case Folder was created.DD-2486 Search Tip: Users will need to search the Central Registry as a separate search step to determine if the client has a presence in a DD- 2486 within the Central Registry. Please refer to the Central Registry Search feature discussed in Chapter 8.FFSMIS User Guide Version 4.3.3 P a g e | 16
    • User GuideUsers can also perform the following from the search results screen: • Request access to a case. • Request a transfer of a case. • Create a new case folder. • To create a new case folder with clients pre-assigned to it, select the checkboxes for each client to add to a case and click the button. A Search Results screenFFSMIS User Guide Version 4.3.3 P a g e | 17
    • User GuideChapter 4: Managing CasesThis section of the User Guide covers the process of managing FAP/FINS and ClinicalCounseling cases within FFSMIS.The Case FolderThe Case Folder is the focal point of the Case Management component of the FFSMIS system.Cases are managed by managing the contents within the Case Folder. A Case Folder screenComponents of the Case FolderCase Folder Number: The Case Number is a unique number assigned by the system to eachnew case folder.Category: A Category describes the primary purpose of the case folder. • There are four possible categories: FAP/FINS, Clinical, NPS (New Parent Support) and TBD (To Be Determined). • The selected category controls the Primary Provider dropdown list. • Only providers who have rights corresponding to the category selected will be displayed when assigning a case folder.FFSMIS User Guide Version 4.3.3 P a g e | 18
    • User Guide • Should the category selected be TBD, then notifications are sent to both FAP and Clinical Case Assignment user roles.Type: A case folder Type corresponds to the type of FAP/FINS or Clinical case. • For FAP/FINS, the types are: DV (Domestic Violence), CA (Child Abuse), and CSA (Child Sexual Abuse). • For Clinical Counseling cases, the Types are, Individual, Marriage, Family, and Group. Within the Workload section of My FFSC • Type is set on the main Case Folder screen.Status: The status is either Open or Closed.Opened: The Opened column contains the date that the Case Folder was created.Primary Provider: The Primary Provider is the user who has primary responsibility for theCase Folder. • A user who has FAP-Full or Clinical-Full user rights can create and assign a folder to themselves. • A Primary Provider can also assign a Case Folder to a colleague who is within the same geographic location.Modified Date: The Modified column contains the date that a form was last saved or committedwithin a case folder or the client case folders associated with the case folder.The Client Section: Client Section contains controls for adding and removing clients andcontains any clients that have been added. Additionally, each client name links to their ClientCase Record, each icon corresponds to the Client Case Record and the icon.Forms List: Contains a list of forms that are specific to the Category selected in the Headersection.Forms Created Section: contains all forms that have been created and added to the casefolder. It displays the following information about each form: • Name: The name of the form • Contact Date: The Contact Date value submitted with the form. • Commit Date: The date the form was submitted • Status: Either “Draft” or “Committed” • Provider: The person who submitted the form • FFSC: The site that submitted the formRelated Cases: Contains cases that are related to the case folderAudit Trail: Contains a log of activity associated with the case folder such as form creationdates, commit dates, transfer dates, etc. About the “Contact” Column: The “Contact Date” is the date on whichNote: the events pertaining to the form took place. For example, On theFFSMIS User Guide Version 4.3.3 P a g e | 19
    • User Guide Initial CRC Review form, this is the date the case was presented to CRC. See below for more details. Form Name “Contact” Date Source Administrative Note Contact Date Field Clinical Case Closing Summary Closure Date Field Clinical Counseling Contact Note Contact Date Field Collateral Contact Note Contact Date Field FAP Contact Note Contact Date Field FAP Incident Report Date Reported Field Initial Assessment Note Contact Date Field Initial CRC Presentation Date Reported Field (From FAP Incident Report) Initial CRC Review Date Presented to CRC Field Initial Risk Assessment Interview Contact Date Field Intervention Plan Completion Date Field Periodic CRC Review Date Presented to CRC Field PFM Contact Note Contact Date Field Requested CRC Review Date of Requested Review Field Risk Assessment Date Field Risk Assessment Update Date Field Treatment Plan Date Completed Field Treatment Summary Date Field Victim Advocate Contact Contact Date FieldThe following forms have no Date field so there will be no value displayed in the “Contact”column: • Safety Assessment • Safety ResponseCreating a Case FolderCreating a Case Folder is the equivalent of “opening a case” in clinical jargon. The CaseFolder is the main folder of a case. In it the user can add clients, case forms, and notes. Onlyspecific user roles can create and access Case Folders.There are four steps to creating a case folder: 1. Click button in My FFSC or in the Search Results screen. 2. Select the Category, if known. If not, select TBD. 3. Select the Primary Provider, if applicable. 4. Click on .FFSMIS User Guide Version 4.3.3 P a g e | 20
    • User GuideCase OwnerEach Case Folder is “owned” by a site. The site is determined by the user who created thecase. In this example, if the user who created the Case Folder belongs to Sasebo, Sasebo isthe “owning site” of the case folder. The user’s site is set during the creation of that user’sFFSMIS user account.Commit and Cancel ButtonsThe Commit ButtonClicking on the button results in the three simultaneous actions: • The case folder is created. • A case number is assigned to the case folder. • The user is returned to the newly created Case Folder screen.The Cancel ButtonThe button cancels the creation of the case folder and returns the user to the previousscreen.Email Notification RulesIn the User Management Chapter, there is a discussion regarding Administrative roles andManaged Sites email notifications. Email notifications are triggered when a user initiates certainactions within the Case Folder. The triggering events are: 1. Category is TBD: The Primary Provider is by default TBD. This triggers a need to assign the case. The system automatically sends notifications to both Clinical and FAP Case Assignment roles. 2. If the Primary Provider is set to TBD and the Category is set to FAP/FINS, the FAP Case Assignment role will receive an email notification that the case needs assignment. 3. If the Primary Provider is set to TBD and the Category is set to Clinical, the Clinical Case Assignment role will receive an email notification that the case needs assignment.Email notifications will automatically be sent to the Case Assignment administrative rolescorresponding to the case assignment rules discussed below.Upon committing the case folder, the system will assign a unique Case Folder number to thecase.FFSMIS User Guide Version 4.3.3 P a g e | 21
    • User GuideAssigning a Primary Provider to Case FolderCases need to be assigned to a Primary Provider. The FFSMIS system uses several rules inthe assignment of case folders.Assignment rules  Cases can be assigned only after they have been created.  Assignment can only be made to users who have access to the cases based on the category of the case folder (e.g., if the category of the case folder is FAP, then only FAP full users will be eligible to be listed as a potential primary provider to which the case can be assigned).  Users who create a case folder and who are “full” (FAP full and Clinical Full) can assign themselves as the Primary Provider once the case has been committed (created).  A Primary Provider can assign the case to another provider.  Providers to a case cannot assign the case. Only the existing primary provider and the case assignment role for the case category can assign the case.The user can assign a case consistent with the above rules by initiating the following steps: 1. From within the case folder that needs assignment, select a name from the dropdown list. 2. Click on the “Assign” button. 3. The user who has been assigned the case will receive an email notification that the case has been assigned to him/her.Managing Case FoldersAdding Forms to a Case FolderThe following steps are used to add forms to a Case Folder: 1. Open or create the Case Folder in which forms are to be added. 2. The case folder Category will control which forms are displayed in the Forms list. 3. Select a form from the Forms List by clicking on it. 4. The Form will appear. 5. Enter information into the form. Click Save as Draft or Commit to create the form and add it to the Case Folder. 6. The form will appear in the Forms section of the Case Folder.Note: Forms will display based on the case folder category and the role of the user. Users mayor may not be able to view or create forms depending on their role(s).Special Rules for Who Can Create Clinical and FAP FormsThere are special rules regarding Clinical and FAP forms. They are: • FAP Full users can view and create both clinical and FAP/FINS forms. • Clinical Full users can view and create clinical forms. • Click on the appropriate form, enter your information and save the form. The user will be returned to the Case Folder or the Client Case Record.FFSMIS User Guide Version 4.3.3 P a g e | 22
    • User Guide •Saving a Form as a DraftThe user can save a form as a draft as many times as necessary. The user creates the form,enters the required information button and clicks the “Save as Draft” button.User is returned to the Case Folder or Client Case Record, depending on where the form wascreated.Special Rules for Saving a Form as a Draft: • A user with the appropriate co-sign/approve rights can edit a draft version of a form. • A form that has not been committed cannot have Appendages added to it.Adding Forms to Closed CasesCertain forms may be added to a Case Folder or Client Case Record after the case has beenclosed. These forms are as follows: • FAP/FINS Case Folder o Requested CRC Review o Clinical Counseling Contact Note o Collateral Contact Note o Administrative Note o FAP Contact Note • FAP/FINS Client Folder o FAP Contact Note o Victim Advocate Contact Note o Clinical Counseling Contact Note o Collateral Contact Note o Administrative Note • Clinical Case Folder o Clinical Counseling Contact Note o Collateral Contact Note o Administrative Note • Clinical Client Folder o Clinical Counseling Contact Note o Collateral Contact NoteIn addition, Non-native Documents may be added to a closed caseAdding Clients to the Case FolderThe following steps are used to add clients to a case folder:FFSMIS User Guide Version 4.3.3 P a g e | 23
    • User Guide 1. Open a case folder. 2. Click on the “Add” button in the Client section. 3. The On the Client Search screen, enter search parameters and click Search button. 4. Select the appropriate client by clicking on the checkbox next to the client’s name in the Client Search Results screen. 5. Click on the button. 6. User is returned to the Case Folder. The clients are added to the case folder an displayed in the “Clients” section of the main Case Folder screen.Viewing Client DemographicsTo view client demographics, click on the icon. The client demographics screen will bedisplayed.Note: Once a case is closed, the client demographic information for that case cannot be edited.To edit a persons current information, perform a search for that person and edit the informationin the main Client Demographics section. Note that any changes made in the main ClientDemographics section will not update any demographic information in a closed case file. Aclosed case file always reflects the information that was current when the case was closed.Viewing Client Case FoldersThere are two types of Client Folders: the Client Case Folder that belongs to a specific case,and the client folder that lists all of the cases with which the client has been associated.To view a Client Case Folder for a specific case: • Open the case • In the Clients section of the Main Case Folder screen, click the clients name.To view a Case Folder for a specific client’s history: 1. Click on the icon next to the client’s name listed in the Clients section of the case folder. 2. The Client Case Folders screen will appear. 3. Depending on user rights, the user can click on any of the case folder numbers to display the corresponding case folder.Note: the user must have access rights to the underlying case folder.Removing a Client from a Case FolderThe following rules apply to removing a client from a case folder: • There can be no forms created in the Case Folder. • There can be no forms created in any associated Client Case Record.To remove a client: 1. From within the case folder, identify the client to remove within the Clients section.FFSMIS User Guide Version 4.3.3 P a g e | 24
    • User Guide 2. Click on the Remove link. 3. A popup box will appear asking if you are sure you want to remove the client. 4. Click OK. 5. The user is returned to the case folder. 6. The client will be removed from the Case Folder.Note: To remove a client from a case that has committed forms in it, contact the Regional Point-of-Contact for FFSMIS.Managing FormsForms are available for creation in both the Case Folder and the Client Case Record. Thefollowing list summarizes the actions needed to manage forms in a case.Creating FormsTo create a form, the user clicks on the selected form in the forms list, enters information (someinformation is required) and clicks either Save as Draft or Commit.Form ControlsThere are up to five control buttons in a form. Not all forms have these control buttons,however, depending on the logic required for supporting the case management process. Thecontrols are: Commit Button: Clicking “Commit” saves and freezes the form. When a form is committed, it can no longer be edited, however, additional comments can be added via the Append option. Appendages are displayed at the end of the form. Save As Draft Button: Clicking Save as Draft saves the form. A form is considered “created” when it is saved as a draft. To save as a draft, the user merely clicks “Save as Draft” at the bottom of the form. When the status of a form is “Draft” only the author of the form and the co-sign/approve user can view the form. Delete Button: The Delete button is available only when a form is in a Draft status. Clicking the Delete button deletes and removes the form from the case folder or the client case record.Viewing FormsTo view a created form, the user clicks on the form name link in theForms section of the Case Folder or in the Client Case Record.Editing FormsThe user views the form, enters changes to the form and saves the form or commits the form.Appending to a FormA form that has been committed can be appended by any user with a role that allows access tothe form. To append a form:FFSMIS User Guide Version 4.3.3 P a g e | 25
    • User Guide 1. Click on the form in the Forms section of the case folder or the client case record. This will open up the form. 2. Click on the Append button. This will open up the Append text box. 3. Enter your information. 4. Click Commit button. 5. The user will be returned to the screen where the form is located.Committing FormsThe user creates or opens an existing form and clicks Commit.Co-Sign/Approve/Deny Approval of FormsSome forms within the Case Folder and the Client Case Record require co-signing approvalwhen committed by a Tier 1 user. There are two actions: the triggering action that occurs whena Tier 1 commits a form requiring co-signing and the approving or denying action by the Co-sign/Approving role corresponding to the form category (FAP or Clinical).Tier 1 Committing of a FormWhen a Tier 1 commits a form, the status of the form in the Case Folder or Client Case Recordappears as “Needs Approval.” Upon committing, a notification email is sent to users with theCo-sign/Approve role corresponding to the category of the form. When a Tier 1 user commits aform requiring co-signing, their name and date are added to the signature and date fields in theform. Should the Co-sign/Approve user Deny approving the form, the status of the form willchange to “Draft” and the Tier 1 author of the form will receive an email notification that theapproval was denied. The Tier 1 user can commit the form as many times as necessary until itis ultimately approved by a Co-sign/approve user.Co-signing/Approving a FormWhen a Tier 1 user commits a form, the Co-sign/Approve user that has the Tier 1 user in theirlocation will receive an email notification informing them that a form requires co-signing/approving. Additionally, the form will appear in the Co-sign/Approve user’s Action Itemssection in their My FFSC screen. The item is removed from the Action Item section of My FFSCwhen the user either approves or denies approval of the form.Deleting FormsA user can delete any form that he/she has created as long as it is in Draft status. The userviews the form and clicks the Delete button. For information on how to delete a form that hasbeen committed, see “Special Rules for Forms” below.Special Rules for FormsForms are located in either the Case Folder or the Client Case Record. Some forms havespecial rules. The special rules that may apply to a form are: • A form may require co-signing approval when committed by a Tier 1 provider. • The user may create more than one instance of some forms.FFSMIS User Guide Version 4.3.3 P a g e | 26
    • User Guide • A form may not have a “commit” button in the form but is committed when a “Super Commit” is executed.Special Rule for Clinical Forms in a FAP/FINS Category Case FolderWhen the category of a case folder is set to FAP/FINS, clinical counseling forms can be addedto the case folder. Special rules apply when clinical counseling forms have been created in aFAP/FINS case folder.A committed closing Periodic Review will close the Case Folder. When a Case Folder is closed,forms created prior to case closing can no longer be edited, although they can be appended.Committing the Clinical Closing Summary will not close a FAP/FINS case folder. Only a closingPeriodic Review will result in the automatic committing of Draft versions of all clinical counselingforms in the case folder and in the associated client case record.Special Rule for Deleting FormsIf a form has been committed to the Case Folder or the Client Case record, it can be deletedonly by a FFSMIS Regional Supervisor or Point of Contact (POC). Therefore, if a user needs todelete a form that has been committed, the user should contact the Regional Supervisor or POCfor their area. The following forms cannot be deleted even by the Regional Supervisor or POC: • FAP Incident Report • Initial CRC Presentation • Initial CRC Review • Periodic CRC Review • Requested CRC Review • FINS CRC Review • Clinical Case Closing Summary • DD2486Forms Requiring a “Super Commit”Some forms require a “Super Commit” to change their status from “Draft” to “Committed”. ASuper Commit is triggered when a form is submitted which logically requires some or all of theother forms in the case to be committed. An example of this type of form submission is thecommitting of a form that will close the case. Forms that trigger Super Commits are as follows:• The Initial CRC Review form• The Requested CRC Review form• The Periodic CRC Review (if this form is submitted to close the case)• Clinical Case Closing Summary (if this form is submitted for a Clinical case)Before allowing a Super Commit the system will prompt the user to confirm the action:FFSMIS User Guide Version 4.3.3 P a g e | 27
    • User GuideForms SummaryThe following table summarizes where to find a form, whether there is a Commit button on theform, whether a form requires co-signatures when committed by a Tier 1 user and whether theform requires a super commit.FFSMIS User Guide Version 4.3.3 P a g e | 28
    • User GuideRelating a Case Folder to Another CaseTo relate a case folder to one or more other case folders:1. Open the Case folder from which you want to relate another case folder2. Click on the Add button in the Related Case Folders section.3. On the Case Search screen, enter search information and click search.4. On the Case Search Results page, click the checkbox corresponding to the case sought.5. Click the “Relate to Case” button.6. The user is returned to the case folder. The related case appears in the Related Case Folders section of the case folder.Note: the user must have access rights to the related case in order to be able to view thecontents therein.Granting Proactive Access to a Case FolderProactive granting of access to a case folder is initiated by a user with the Case Allocation rolewith ownership access rights to the case folder. To grant proactive access, the user must havethe case allocation role corresponding to the category of the case folder. To grant proactiveaccess:1. Open the case folder that will be made accessible.2. Select the site name from the dropdown list.3. Click “Grant Access” button.Note: only users with Case Allocation roles will be able to see the user controls for grantingaccess and transfers. All other roles will not see these controls.Granting Proactive Case Folder Transfer without Retaining AccessProactive transfers can be granted from within the case folder by users who have a CaseAllocation role and their location contains the site that owns the case. To grant a proactivetransfer, the user must have the case allocation role corresponding to the category of the casefolder. Transfers can be initiated with or without retention of access rights to the case folder.Once a transfer is initiated, the site that granted the transfer loses the right to transfer the case.For this reason, the user may want to retain access to the case so that providers may continueto monitor and write to the case.To grant a proactive transfer, the user performs the following steps:1. Open the case folder that will be made accessible.2. Select the site name from the dropdown list.3. Select “With access” or “Without access” (default setting is “With Access”).4. Click the “Transfer” button.Note: only users with a Case Allocation role will be able to see the user controls for grantingaccess and transfers. All other users will not have access to these controls.FFSMIS User Guide Version 4.3.3 P a g e | 29
    • User GuideManaging Client Case FoldersThe Client Case Folder is similar to the main Case Folder. The Client Case folder containsforms to be used for documenting case activity specific only to the named client. The sameaction sequences used in the Case Folder also apply to the Client Case Record. Client Folder ScreenClosing a CaseTo close a case: • FAP/FINS: Submit a Periodic CRC Review form with the “Close Case” field value set to “Yes” • Clinical: Submit a Clinical Case Closing Summary formRules for Closed CasesWhen a case folder has a status of “closed” the following rules apply: • Users can search on and open closed cases (if they have access rights to the case). • Forms created prior to case closure cannot be edited, but they can be appended. In addition, certain forms can be added to a case after it is closed. For more information, see “Adding Forms to Closed Cases”. • The granting of transfers and case access can continue to be granted by the owning FFSC site. • The case folder can be linked to other Case Folders.Closing a Case as an I&RTo close a case as an I&R, special rules apply. They are:FFSMIS User Guide Version 4.3.3 P a g e | 30
    • User Guide  The case can be closed only by the current Primary Provider or a user with the role of Co-Sign/Approve corresponding to the category of the case and having the case in their location.  A case cannot be closed as an I&R if it is a FAP/FINS case that has already gone before a CRC.To close a case as I&R, the user performs the following: 1. Open up the Case Folder to close as I&R. 2. Identify the I&R closing control in the upper right corner of the case folder. Select Yes in the dropdown. 3. Click Yes when the dialog box appears asking “Are you sure you want to close the case as I&R?” 4. The case will be closed.FFSMIS User Guide Version 4.3.3 P a g e | 31
    • User GuideChapter 5: Managing ClientsManaging a case’s client information includes the following:  Adding Pre-Existing Clients  Creating New Clients  Editing Client InformationAdding Pre-Existing ClientsIt is important to avoid creating duplicate demographic records. For this reason, FFSMIS usersare required to first search for a pre-existing person record before being allowed to create andadd a new person record.Search Tip: FFSMIS contains nearly a million demographic records. Therefore, the system will prompt you to refine your search should too many records be included in your search results. Allowing these results to be displayed would cause a very slow response time and/or the crashing of your browser.To add a client to a case folder, first search for the client: 1. Open a case folder. 2. Click on the “Add” button in the Client section. 3. The user is taken to the Client Search screen. 4. Enter search parameters and click Search button. 5. Select the applicable client by clicking on the checkbox next to the client’s name in the Client Search Results screen. 6. Click on the “Add to Case Folder” button. 7. User is returned to the Case Folder. Client is added to the case.Note: Clients can be removed from a case only if no forms have already been committed for that case. If a client has been accidentally added to a case folder and cannot be removed, contact your Regional POC to have the error corrected.Creating a New ClientTo create a client, the user must first initiate a search to see if the client already exists within theFFSMIS. In the event that no pre-existing client record is found, the following steps are used toadd a new client record: 1. After performing the client search, click the “Create Client” button on the Search Results screen. 2. The Client Demographic screen appears. Enter information and click “Create New Client” button. 3. User is returned to the Case Folder. Client is added to the case.FFSMIS User Guide Version 4.3.3 P a g e | 32
    • User GuideTip: The minimal information needed to create a new client record is First Name and Last Name. However, additional information may be required later in order to complete some forms, such as the Allegation Determination Form. See Appendix D: Data and Field Definitions for more information.Editing a ClientThe steps to editing a client are similar to creating a client. The user performs the following:1. Search for the client.2. Click on the link associated with the applicable client.3. The client demographics screen appears.4. Click on the corresponding button.5. Enter the information.6. Click on the button.7. The client demographic information will be saved.Note: The “Last Update Date” on the Client Demographics screen displays the date that thatperson’s demographic record was last changed.Adding or Editing CommandsThe steps below are followed for adding or changing a Command for a Client:1. Search for the client.2. Click on the link associated with the applicable client.3. The client demographics screen appears.4. Click on the corresponding button under Personal Information.5. Click on the Command dropdown.6. Select the command from the drop-down list.7. Click on the button.FFSMIS User Guide Version 4.3.3 P a g e | 33
    • User Guide Editing a Client’s CommandTip: If you do not see the command you seek, contact your Regional POC so they can addthe command.Removing Sponsors and Editing Relationship 1. To remove a sponsor, click the button. 2. A pop up message will appear. Click “Yes” to fully remove the relationship between the client and the Sponsor. 3. To edit the relationship, click the button. 4. Make the selection from the pick list and click the button.Adding Sponsors, Spouses, and Family Members 1. From the client demographics page, click the button corresponding to the section to edit. 2. Click the button. 3. The client search screen will appear. 4. Enter search information and click Search. 5. Select the client to add. 6. Click the applicable Add Sponsor, Add Family Member or Add Spouse button (FFSMIS will display the appropriate button).Editing Family Members 1. From the client demographics page, click the “Edit” link.FFSMIS User Guide Version 4.3.3 P a g e | 34
    • User Guide 2. Enter in the edits and clicks the button.Deleting Family Members 1. From the client demographics page, click the “Delete” link corresponding to the applicable family member. 2. A pop up message will appear. Click “Yes” to remove the family member.Viewing Client Case FoldersClient Case Folders are accessible via the following screens: 1. My Workload section of My FFSC when a case exists with clients. 2. Client Search Results screen. 3. The client section of a Case Folder and Client Case Record. 4. By clicking on the button in the Client Demographic module.To view a client’s Client Case Folders screen, the user performs the following: 1. Search for the user. 2. Click on the icon or the button in the Client Demographic module. 3. The Client Case Folders screen appears.FFSMIS User Guide Version 4.3.3 P a g e | 35
    • User GuideChapter 6: Managing ProgramsPrograms Management consists of the following activities: • Creating I&R contact information. • Creating Group Programs contact information. • Creating Individualized Consultation contact forms.These forms are accessible via buttons on the Navigation Bar. These buttons are only visible tousers with Program access rights.Additionally, for PFM (Personal Financial Management) users, the following are also accessible: • PFM Program Folders. • PFM Contact Notes.Creating an I&R Contact NoteTo create an I&R Contact Note: 1. Click on the “I&Rs” button on the navigation bar. 2. Enter information into the I&R contact form. 3. Click “Commit” to commit the form, “Clear” to clear the form, or “Cancel” to cancel the form. I&R Contact Note formCreating an Individualized Contact Note (1 on 1 Contact)To create an Individualized Contact Note: 1. Click on the “1 on 1 Contact” button on the navigation bar. 2. Enter information into the 1 on 1 Contact form. 3. Click “Commit” to commit the form, “Reset” to clear the form, “Print” to print the form, or “Cancel” to cancel the form.FFSMIS User Guide Version 4.3.3 P a g e | 36
    • User Guide One on One Contact Note formCreating a Group Contact NoteTo create a Group Contact Note, the user initiates the following action steps: 1. Click on the “Group Programs” button on the navigation bar. 2. Enter information in the Group Program contact form. 3. Click “Commit” to commit the form, “Clear” to clear the form, or “Cancel” to cancel the form. Group Program Form: Partial ViewCreating PFM Program Folders and PFM Contact NotesFor users with the “PFM Full” access rights, the PFM Folders and Contact Notes are accessiblevia the “Programs” tab in the Client Case Folder: Client Case FolderFFSMIS User Guide Version 4.3.3 P a g e | 37
    • User GuideCreating a PFM Program FolderTo create a Program Folder: 1. Initiate a Client Search from My FFSC Screen 2. Click on the (demographics) icon in the Search Results screen. 3. The Client Record is displayed. 4. Click on the Programs button. 5. On the main Programs screen, click on “Create New Program Folder” button. 6. Click the “Commit” button. 7. The new folder will be created. A link to the PFM Contact Note form will appear on the right side of the folder: Main Program Folder ScreenCreating a PFM Contact NoteTo create a PFM Contact Note: 1. Click on the PFM Contact Note link to display the PFM Contact Note form. 2. Enter the information into the form and click Commit. 3. The main Program Folder screen will be displayed: Main Program Folder Screen with PFM Contact NoteFFSMIS User Guide Version 4.3.3 P a g e | 38
    • User GuideChapter 7: Managing NPS CasesThe NPS Case FlowThe basic process to follow when setting up an NPS Case is as follows: • Create a new case folder • Add participants to the case • Complete the Privacy Act and Consent forms for each case participant • Use the Nurturing Quiz/AAPI-2 Scores form (found in each case participant’s Client Case folder) to record pre-test scores on the test instruments • Fill in other case forms as the case progresses, using the Case Note form to record the details of each home visit or other contact with the case participants • Update the Nurturing Quiz/AAPI-2 Scores form(s) with post-test data before you close the case • Use the NPS Case Closing Summary form to close a completed NPS caseThe NPS module also permits you to enter information on batches of NPS screeners that arefilled out in doctors’ offices and clinics. This feature is discussed in the section entitled “AddingBatch Information on NPS Screeners” at the end of this chapter.Each of these steps will be described in detail below.Creating a New Case Folder1. From the MyFFSC screen, click the “New Case Folder” button2. From the Category drop-down box, select NPS.3. Click the “Commit” button at the bottom of the form.4. In response to the prompt, click “OK” to create the case.FFSMIS User Guide Version 4.3.3 P a g e | 39
    • User GuideNote: You will notice that the case status is set to “Pending.” All new NPS cases have a statusof Pending until the Consent form for the Primary Case Participant has been committed to thesystem. This act automatically changes the case status to “Open.”Adding People to a CaseNote: Use this method to add to the case only those people who will be active caseparticipants; i.e., those who will sign Privacy Act and Consent forms. For example, if the baby’ssponsor will not be an active case participant, do not add that person to the list of caseparticipants. You will be able to add more participants to the case in the future if you need to.You will see the blank case folder on the screen. At the upper right is a list of case participants(clients), which is empty.1. Click the “Add” button to add the first participant to the case.2. You will see a search string.3. Type the first few letters of the person’s last name and click Search. Note: If you see an error message stating that there are too many search results to display, type in the person’s entire last name and click Search again.4. The screen will display a list of people already in the database whose names match your search criteria. If your person is among them, check the box next to the person’s name to click the “Select and Add to Case Folder” button, as shown below: Note: If you find a name match and you aren’t sure whether it is the same person, click the person icon ( ) next to the name to view the person’s demographic information (address, date of birth, SSN, etc.). This will help you verify that the identities are the same. 5. If your person is not on the list, click the “Create Client” button.FFSMIS User Guide Version 4.3.3 P a g e | 40
    • User Guide 6. You will see the Client Demographics screen 7. Fill in as much information as you have for the person and click “Create New Client.” Last Name and First Name are the only required fields. 8. You will see that the person has been added to the case folder.Repeat steps 1 through 7 above to add all the case participants to the case.Completing the Privacy Act and Consent Forms 1. Click on the name of the first case participant in the list. 2. You will see the participant’s Client Case Record. This is the portion of the case folder that stores information that pertains only to that client.FFSMIS User Guide Version 4.3.3 P a g e | 41
    • User Guide 3. On the forms list, click on the link to the NPS Privacy Act form. 4. Complete the Privacy Act form. If desired, you may upload a scanned copy of the signed paper Privacy Act form, but this is not required. 5. When you are finished, click the Commit button. 6. Click on the link to the NPS Consent Form. 7. Complete the Consent Form. Again, if desired, you may upload a scanned copy of the signed paper form.Note: Be sure to answer the question “Is this the Primary Case Participant?” correctly. As soonas the Consent form for the Primary Case Participant is saved, the case status changes toOpen.When you have finished committing the Privacy Act and Consent forms for the first CaseParticipant, return to the main case folder by clicking on the case number at the top of thescreen. Then, select all other case participants in turn and complete the Privacy Act andConsent forms using steps 1 through 7 above.When you have finished completing the Privacy Act and Consent forms for each participant,click the case number to return to the main case folder. You are ready to complete other caseforms as the case progresses.NPS Case FormsThe electronic case forms in NPS are available in two places: the Client Case Record and theMain Case Folder. The Client Case Record contains forms that pertain only to a specificperson. The Main Case Folder contains forms that pertain to the case in general. Most of yourcasework will involve forms stored in the Main Case Folder.When you are filling out NPS forms, you will notice that some fields are marked with a redasterisk (*). These fields are mandatory; you must enter information into these fields in order tosave the form.Forms Stored in the Client Case RecordThe following forms are stored in the Client Case Record: • Privacy Act form • Consent form • Social History • Nurturing Quiz/AAPI-2 ScoresFFSMIS User Guide Version 4.3.3 P a g e | 42
    • User GuideTo fill out one of these forms, click on the case participant’s name in the client list to view thatperson’s Client Case Record. Then, click on the name of the form in the Forms list to open theform. Fill in the form and click on the Save or Commit button when you are finished.The Social History and Nurturing Quiz/AAPI-2 Scores forms may be edited and re-saved asmany times as necessary over the course of an NPS case. Before you close the NPS case, besure to record post-test scores for all case participants in their respective Nurturing Quiz/AAPI-2Scores forms. After the NPS case is closed, these forms are no longer editable.Forms Stored in the Main Case FolderThe following forms are stored in the Main Case Folder: • Administrative NoteUse the Administrative Note to keep track of missed, rescheduled, or cancelled appointments. • Collateral Contact NoteUse the Collateral Contact Note to record contacts concerning the NPS case with individualsand entities outside the military. • NPS Concepts FormThe NPS Concepts form exists in read-only status at all times. It is updated automatically fromthe information entered in the Case Note form. The Concepts form tracks each topic on theNPS Concepts list, along with the date it was first discussed, the date it was most recentlydiscussed, and the number of times it was discussed. • NPS Positive Screener/Case SummaryThe NPS Positive Screener/Case Summary form contains basic information about the NPScase and its participants. When you are filling out this form, make sure that you know theidentity of the baby’s Sponsor, since you will not be able to save the form without it. Thesponsor information is pulled automatically from the sponsor who is listed on the demographicrecord of the Primary Case Participant. If the sponsor information has not been added yet whenyou fill in the NPS Positive Screener/Case Summary form, click on the “Please assign sponsorto [client]” link to edit the Primary Case Participant’s demographic record and add the sponsorinformation there. • NPS Case NoteThe NPS Case Note is used to record information on each home visit or other form of clientcontact (phone call, email, etc.) Information entered in the Concepts section of the Case Noteform is used to automatically update the electronic Concepts form. Complete a new Case Noteform to record the information for each home visit or other significant case contact that you havewith the participants.FFSMIS User Guide Version 4.3.3 P a g e | 43
    • User GuideAfter a Case Note form has been saved, it can be edited only by an NPS Supervisor. (An NPSHome Visitor may append a note onto the bottom of a saved Case Note form.) The NPSSupervisor can edit all sections of the form except the Concepts section. Because theConcepts section automatically updates the Concepts form, it cannot be edited after the formhas been saved. The NPS Case Note is one of only two forms that are available while an NPScase exists in Pending status (the other is the Collateral Contact form). In addition, a Case Notecan be created for an NPS Case even after it has been closed. • NPS Case Closing SummaryWhen the Case Closing Summary form is saved, the case status automatically changes toClosed. After a case is closed, the only forms that can be added to the case record are theCase Note and the Collateral Contact Note. This permits you to enter information into the caserecord in the event that you have meaningful contact with the case participants after the case isclosed.Forms SummaryThe following table illustrates basic information about the NPS Case forms.Form Name Form Location Number per case Editable after saving?NPS Privacy Act Client Case Folder 1 per case participant YesNPS Consent Client Case Folder 1 per case participant YesSocial History Client Case Folder 1 per case participant YesNurturing Quiz/AAPI-2 Client Case Folder 1 per case participant YesScoresAdministrative Note Main Case Folder Unlimited YesCollateral Contact Note Main Case Folder Unlimited YesNPS Positive Screener/ Main Case Folder 1 per case YesCase SummaryConcepts Form Main Case Folder 1 per case NoCase Note Main Case Folder Unlimited NoCase Closing Summary Main Case Folder 1 per case NoClosing an NPS CaseTo close an NPS Case, complete and save the NPS Case Closing Summary form. The casestatus will change automatically to Closed when the form is saved. Forms previously created inthe case will no longer be editable. The only two forms that can be added to a closed case arethe Case Note and the Collateral Contact Note.Adding Batch Information on NPS ScreenersThe NPS module permits you to add information about batches of NPS screeners that are filledout at doctors’ offices, clinics, and other locations. This information is used primarily to providereports required by Headquarters staff concerning NPS program activities.Use the following process to add information about NPS screeners into the NPS module:FFSMIS User Guide Version 4.3.3 P a g e | 44
    • User Guide 1. Click the tab labeled NPS Screeners at the top of the MYFFSC screen. 2. You will see the NPS Screeners form. 3. Select a Month and a Year for the batch of screeners that you are entering. Note that all screeners in the batch should have been filled out in the same month and year. If your batch contains screeners from two months (February and March, for example), divide it into two separate batches, one for each month. 4. Enter the numbers for the total number of Negative Screeners, Positive Screeners/Declined Services, Positive Screeners that are moving forward into NPS cases, and Positive Screeners not offered services in the appropriate boxes. 5. Enter the numbers for Positive and Negative Screeners that were referred for alternate services. 6. Enter the totals for the screeners that have been collected by Branch of Service.FFSMIS User Guide Version 4.3.3 P a g e | 45
    • User Guide 7. Note that the system automatically totals the numbers of Screeners and the number by Branch of Service and compares the two. You will not be permitted to save the form until the totals match. 8. When you have entered all the information, click the Save button to save the form.FFSMIS User Guide Version 4.3.3 P a g e | 46
    • User GuideChapter 8: Generating ReportsThe Reporting module allows users to create reports based on the information contained withinthe system. This module contains a menu of “canned” reports that can be tailored to the needsand preferences of an individual user. There are four categories of canned reports: FAPreports, Clinical reports, NPS reports, and Program reports.Access to the Reporting ModuleAccess to the Reporting module will be restricted to only those users assigned a Reporting roleby their System Administrator. A user may be assigned any combination of rights to createProgram, Clinical, or FAP canned reports. The user’s Location also determines the dataincluded in the selected report. For example, the following user has Region-level access foronly FAP Reports:Running a ReportTo create a report: 1. Click on the “Reporting” button on the navigation bar. 2. Select a reports from the Reports List:FFSMIS User Guide Version 4.3.3 P a g e | 47
    • User Guide 3. The page will refresh and the Reports Filters for the selected report will be displayed: 4. Enter the preferred parameters. 5. Click the “Run the Report” button. 6. The report will be opened in a new windowNote: Instructions for creating each individual report can be found within the Reporting module:Reading a ReportEach report is composed of three distinct sections: the Action Bar, the Report Results, and theReport Parameters.Action BarFFSMIS User Guide Version 4.3.3 P a g e | 48
    • User GuideThe Action Bar (shown below) displays the following functionality:  Allows the user to export the report.  Allows the user to print the report.  Allows the user to show/hide the group tree (the left panel of the page is hidden and the full report is displayed).  Allows the user to navigate through the report if there are numerous pages. If the user clicks on the the user navigates page-by-page. If the user clicks , the user is taken to the last page of the report.  Displays the page number of the report results that is currently displayed.  Allows the user to select a sub-report, if a sub-report exists. There will not be any sub-reports to the 22 canned reports.  Allows the user to search for text included in the report results.  Allows the user to change the size of the report.Report ResultsThe date and time the report was run, the report heading, and the report data are common fieldsto each report. The rest of the report result fields are dependent on the particular report andparameters selected by the user, but are included in a table format for each report similar to thegeneric report depicted below:Report ParametersThe Report Parameters section displays the parameters selected by the individual user and isindependent to each report. The parameters are shown on the last page of the report. Thefollowing is an example of report parameters for an executed report:FFSMIS User Guide Version 4.3.3 P a g e | 49
    • User GuideFFSMIS User Guide Version 4.3.3 P a g e | 50
    • User GuideChapter 9: The Central RegistryThe Central Registry has five main components. Access to each of the components isdependent upon the rights of the user. The five main Central Registry components are:  Search for a DD-2486.  Create a Non-native DD-2486.  Edit a Non-native DD-2486.  Download DD-2486s.  Central Registry Manager.Search for a DD-2486To search for a DD-2486, the user initiates the following: 1. Click on the button in the navigation bar. Note that CR Partial users must enter a full social security number in order to be able to search.Note: Central Registry users may not see all elements in this screen depending on their useraccess rights. 2. Enter search information. There are two dropdown filters from which to choose. 3. Click “Search” 4. The Central Registry search results screen appears.Note: Selecting a service branch (e.g., Navy, Army, etc.) will return results with a Sponsor orOffender of that specific service branch only. To ensure that you see all possible hits, searchesshould be performed using the “All” filter.FFSMIS User Guide Version 4.3.3 P a g e | 51
    • User GuideFor users who have access to view a DD-2486, by clicking on the Central Registry ID, the DD-2486 will be displayed.Create a Non-Native DD-2486The Central Registry is the only location to create a non-native DD-2486. To create a non-nativeDD-2486: 1. Click on the Central Registry button in the navigation bar. 2. Click on “Create a DD-2486” button. 3. The “Create a DD-2486” form appears. 4. User enters all required information. 5. Click “Commit” to commit the form, “Cancel” to cancel the form and “Reset” to clear your entries on the form.Edit a Non-Native DD-2486Only non-native DD-2486s are editable directly via the Central Registry. To edit a DD-2486: 1. Click on the Central Registry button in the navigation bar. 2. Search for the DD-2486 by entering a search string followed by clicking “Search.” 3. Click on the CRID (Central Registry ID). 4. The DD-2486 is displayed. 5. Click the “Edit” button. 6. The Edit DD-2486 view is displayed. 7. Enter appropriate changes. 8. Click “commit.”Download DD-2486sTo download DD-2486s: 1. Perform a search. 2. Click the Download button. 3. Save the downloaded file.Central Registry ManagerThe Central Registry Manager has rights to  Expunge non-native DD-2486s  Create Central Registry reports  Create Central Registry only usersExpunge a Non-Native DD-2386To expunge a non-native DD-2486: 1. Search for the DD-2486 2. Click on the corresponding CRID in the search results 3. The DD-2486 will be displayed. 4. Click on Edit 5. The Edit DD-2486 screen will be displayed. 6. Click Expunge.FFSMIS User Guide Version 4.3.3 P a g e | 52
    • User GuideCreate Central Registry ReportsThe Central Registry manager can create reports on Central Registry activity for all DD-2486screated in the system. To create reports, the manager performs the following steps: 1. Click on Central Registry in the navigation bar. 2. Click on the search parameters. 3. Click on the applicable Monthly Report of Yearly Report button. 4. The report results are displayed.Creating Central Registry UsersThe Central Registry Manager role can create Central Registry users who only have a CentralRegistry role and no other roles in FFSMIS. Central Registry users will not be able to accessother components of FFSMIS.To create a Central Registry user, the manager initiates the following action steps: 1. Click on the User Management button in the top right corner of the screen. 2. Click on “Create User” button. 3. The User Information screen appears. 4. Enter applicable user information. 5. Click submit. 6. A message stating that the submission was successful will appear.FFSMIS User Guide Version 4.3.3 P a g e | 53
    • User Guide 7. Click on the “User Rights” button. 8. The User Rights screen will appear. 9. Select one of the radio buttons corresponding with the access level needed for the user. 10. Click “Save.” 11. A message stating that the submission was successful will appear.FFSMIS User Guide Version 4.3.3 P a g e | 54
    • User GuideChapter 10: Managing CommandsThe Command Management module allows sites and regions to identify services provided to aspecific command. The Command Module is administered at the Regional Level by selectregional staff. Commands that are added appear in a dropdown list in selected forms and in theClient Demographics view. Furthermore, all users irrespective of their role can view Commandinformation that was set up in the Command Management Module by clicking on the CommandLink in the Group Programs, Individual Consultation and the Client Demographic forms. Theuser can only read and not change any of the information unless the user has been granted theCommand Management role.Access to the Command Management ModuleOnly users who have Regional Location rights can be assigned the Command ManagementRole.Managing CommandsTo access the Command Management Module, click on the “Commands” link an the top of theFFSMIS screen. The following view will appear:From this screen, you can create (add) a command or edit the information in an existingcommand.Creating a Command 1. Click on the Create New Command button. The following screen appears:FFSMIS User Guide Version 4.3.3 P a g e | 55
    • User Guide 2. Enter the applicable information and click Submit at the bottom of the screen.Note: Each command must be associated with a Generic Command Category. This willprovide continuity for summary level reporting. Non-Navy commands will be associated to thecorrect service branch or annotated as Non-Military as appropriate.Editing a CommandTo edit a command:1. Select the command in the dropdown list in the Command Management view.FFSMIS User Guide Version 4.3.3 P a g e | 56
    • User Guide 2. Click the “Edit Command” button 3. The Command Information view appears. Enter your edits and click on “Submit”.Note: Clicking “Discard” will cancel your edits. Clicking “Deactivate” will deactivate thecommand and the command will not appear in the Command Picklists in forms where theCommand picklist option exists.FFSMIS User Guide Version 4.3.3 P a g e | 57
    • User GuideChapter 11: User ManagementOverviewBefore a user can access FFSMIS, they must have a FFSMIS user account. This sectiondescribes how to create new users and how to edit existing user rights. The only roles that cancreate and edit user accounts are the System Administrator and the Central Registry Manager.This chapter is divided into six sections:• User Location and Roles• User Rights• User Administration Module• Searching for Users• Creating Users• Editing UsersThe Users section of FFSMIS contains several main screens including:• Search screen• Search Results screen• User Contact Information screen• User Rights screenUser Location and RolesA User’s LocationA user’s location will be either at the site level, the regional level, or the Headquarters (HQ)level. • A site-level user can only access information for his or her site. • Region-level users can access information for each site within their assigned region. • HQ-level users can access site information for any site.For example, a site-level user at the Pensacola site can only access information submitted byusers at the Pensacola site. A region-level user at the Pensacola site would be able to accessinformation for all sites in the Gulf Coast region.User RolesEach user within FFSMIS has one or more roles. Roles define what content a user can access.Roles allow the user to access specific sections within FFSMIS. For example, a Clinical Clericalrole can create a case folder and add/remove clients to the case folder, but they won’t have anyaccess to forms in the forms list or the forms section of the case folder and client case folder. AFFSMIS User Guide Version 4.3.3 P a g e | 58
    • User Guideuser can have multiple roles assigned to them. For example, FAP-Full and CR Full will allow theuser to search the Central Registry and search cases while also reading and writing to FAPcases.User RightsUser rights are based on roles that are assigned to a user. There are six main role categories.The six categories are:  FAP  Clinical  NPS  Central Registry  User Management  User Managed SitesFAP RolesThere are four FAP roles in FFSMIS.FAP Clerical RoleThis role allows the user to support other FAP roles. This user role can create cases, add &remove clients from cases, change case categories, upload case documents, and requestaccess to cases. They can also view all FAP forms in a case.FAP Full RoleThis role has FULL access to both FAP and Clinical case records. The FAP Full role canrequest access to a case or request the transfer of a case. This user role can create cases, addand remove clients from cases, change case categories, upload case documents, requestaccess to cases, and read/write to clinical counseling and FAP forms to Case Folders and ClientCase Records.FAP Victim Advocate RoleThis role can create, edit or commit only one form: the Victim Advocate form that is located inClient Case Records. Additionally, this role can create a case folder, add clients and removeclients from a case folder. They can also view all FAP forms in a case.FAP None RoleThis role has no access rights to any FAP/FINS cases.Clinical Case RolesClinical Clerical RoleThis role has limited access to case information. This user role can create cases, add & removeclients from cases, change case categories, and request access to cases. They cannot accessor create any forms in the case folder or client case record.Clinical Full RoleThis role has FULL access to Clinical case records. This role can search for clinical cases andrequest access to a clinical case as well as request a transfer of a clinical case.FFSMIS User Guide Version 4.3.3 P a g e | 59
    • User GuideClinical None RoleThis role has no access rights to any clinical cases.User Administrative ModuleThe administrative roles are for administrative/supervisory actions that are necessary to supportthe case management workflow process within FFSMIS. Administrative roles are case categoryspecific: users with FAP administrative roles can only apply their role to FAP/FINS cases;clinical administrative roles can only apply their roles to Clinical cases.FAP Administrative RolesFAP Case Allocation Administrative RoleThis role is for granting requests for access to and transfer of FAP/FINS cases.FAP Case Assignment Administrative RoleThis role is for assigning/reassigning FAP/FINS cases to a primary provider.FAP Co-Signature/Approve Administrative RoleThis role is for co-signing/approving FAP forms that were committed by a Tier 1 user. Tier 1providers must have some of the forms in FFSMIS co-signed/approved by a Tier 3 provider.This user role allows the user to open “draft” versions of FAP forms created by other providers.Clinical Counseling Administrative RolesClinical Case Allocation Administrative RoleThis role is for granting requests for access to and transfer of clinical counseling cases.Clinical Case Assignment Administrative RoleThis role is for assigning/reassigning clinical counseling cases to a primary provider.Clinical Co-Signature/Approve Administrative RoleThis role is for co-signing/approving clinical counseling forms (excluding those submitted as partof a FAP/FINS case) that were committed by a Tier 1 user. This user role allows the user toopen “draft” versions of clinical counseling forms created by other providers.Managed Site Sub RolesManaged Sites are the specific sites where activity associated with an administrative role resultsin an email notification. The figure below summarizes the administrative action (assigning acase, co-signing a form, etc) and the corresponding Managed Site Role that must be activatedfor a user to have the rights to perform the administrative action. Administrative Action FFSMIS RoleCo-signing/Approving Tier 1 Forms Co-Sign/ApproveAssigning cases Case AssignmentGranting case access and transfer Case AllocationrequestsFFSMIS User Guide Version 4.3.3 P a g e | 60
    • User GuideAdministrative users may have administrative responsibilities beyond their own site dependingon their location. Users with an administrative role at the site location level will receive emailswhen users trigger an event within the location of the administrative user (e.g., a case is createdand needs assignment). Users who have Regional Location rights must select the “managedsites” within their region; managed sites selected will result in emails and listings on the MyFFSC page when a triggering event is initiated from a site listed in the Managed Sites selectionbox.Managed Sites Example:In the following example, the user has been given rights to co-sign FAP forms and assign FAPcases. They will be notified via email of the need to co-sign and assign cases when a user inthe Corpus Christi or Kingsville sites trigger an event requiring co-signing a FAP form orassignment of a FAP case. The user with the rights below will not receive emails nor have“action items” in their My FFSC view when events are triggered for co-signing FAP forms orassigning a FAP case in sites other than Corpus Christi or Kingsville.Email NotificationsFFSMIS User Guide Version 4.3.3 P a g e | 61
    • User GuideEach of the administrative roles has a built in email notification mechanism. When an eventoccurs affecting the administrative role, an email notification is sent either to the user with theadministrative role or to the requester who is requesting administrative action.Triggering Events that Result in Email NotificationsThe table below summarizes triggering events that result in an email notification.System Administrator Tip: If a user has any of the Managed Site Subroles and if they haveRegional Location Rights, be sure to select applicable sites they manage in the Managed Sitessection of the User Roles Menu. If no managed sites are selected, the user will not be notifiedvia email nor have an action item/request in their My FFSC view even though a triggering eventoccurred.Central Registry RolesThe roles within FFSMIS differentiate between having the ability to search, view and create DD-2486s. The six roles corresponding to access to the Central Registry are as follows:CR Create/Edit RoleThis role can create and edit non-native DD-2486s. Additionally, this role can search and viewall native and non-native DD-2486s in the Central Registry.CR Full Access RoleThis role can search and view all DD-2486’s in the Central Registry and FFSMIS CaseManagement System. However, they cannot create non-native DD-2486s.CR Full Access with Download RoleFFSMIS User Guide Version 4.3.3 P a g e | 62
    • User GuideThis role can search and view all DD-2486s in the Central Registry. Additionally, the role candownload DD-DD-2486s pertaining to their branch of service.CR Manager RoleThis role can create, edit and expunge non-native DD-2486s. This role can also search, view,and report on all DD-2486s in the Central Registry. Additionally, this role can create CentralRegistry users.CR Partial RoleThis role can search the Central Registry based on a full social security number to see if a DD-2486 exists associated with a specific social security number. This role, however, cannot viewany DD-2486s.None RoleOne who has no Central Registry role and thus no access rights in the Central Registry.User/Staff RecordsAll roles associated with internal users will be able to view and update their personaldemographic information.User Staff-Full View RoleThis role can view and edit user contact information.User Staff - System Administrator RoleThis role can add, edit, and delete user contact information and rights in the FFSMIS system forthe purpose of creating other users. They cannot change their own rights however as a SystemAdministrator at a higher level can only set up and entitle system administrators at lower levels.Note: if you are a System Administrator, it is best to have two FFSMIS user accounts: onesolely for your system administrator activity and the other for all non-system administratoractivity.None RoleOne who has no role. At a minimum, the user can view and edit select fields in their owncontact information form. They can also search on other users and view their partialdemographics form.Credentialing/Privileging RoleThis role can access the Credentialing and Privileging section of the User Information. Theycan also create documents and upload them in the Credentialing and Privileging section.QA RoleThis role can access the QA section of User Information. This role can create and add QA noteswithin the QA section.FFSMIS User Guide Version 4.3.3 P a g e | 63
    • User GuidePrograms RolesBy default, all FFSMIS users with the exception of CR Full Access with Download can accessthe programs content and user demographics. The default access to Programs sections withinFFSMIS allows the users to access the following:  I&R  Individualized Consultation Forms (1 on 1)  Group ProgramsEach user can create an I&R, Group Program, and individual program contact recordscontained in the Individual Program Folder. However, these users cannot access the PFMProgram Folders or the notes contained therein. PFM Full RoleIn addition to accessing all Program forms, this role can also access the PFM Program Folderand read/write PFM Contact Notes.Command Management RolesThe Command Management module where the command drop down list is maintained is onlyaccessible if the user has the Command Management role. Users must have a location at theRegional level (User Managed Sites must be at the Region level). Furthermore, the CommandManagement section will only appear in the screen if the user has regional User Managed Sitesactivated.Using the User Management ModuleSearching For A UserFFSMIS allows a collaborative approach to sharing and contributing to Program Folders, CaseFolders, Client Case Records, and Client Records. One mechanism for facilitating thiscollaborative approach is to enable users to search for other users located at other sites. Allusers in the system can search for other users. The mechanism for performing the search is viathe User Management module. Links to FFSC site contacts are also contained via the Casesearch results mechanism. 1. To search for a user: 2. Click on the User Management link in the upper right corner. 3. The User Search screen appears 4. Enter the last name of the user or the first letter of the last name.FFSMIS User Guide Version 4.3.3 P a g e | 64
    • User Guide 5. Click the “Search” button. 6. The search results page will appear:Note: Leaving the search box blank will yield all users in the system. The search may take aconsiderable amount of time to process, and it will take a considerable amount of time to reviewall of the search results.Special Rules on User Search ResultOnly users who have the System Administrator role can view and access the User Rightscolumn containing the icon. Depending on the level and System Administrator’s location,they will only be able to see the user rights for users within their location.Creating a UserOnly users who have a System Administrator role can create other users. The process ofcreating users is a two-step process. To set up a user account within FFSMIS, the SystemAdministrator role completes two forms. The first is the User Contact information form. Thesecond form is the User Rights form. The User Contact information contains two sections –Office Contact Information and Personal Contact Information.It is recommended that the Office Contact Information be completed in its entirety and keptcurrent. This information will be used as an address book for locating/contacting other FFSMISusers and will particularly useful for Clinical case management. The Personal ContactInformation section is optional and can only be seen by users with User Staff full view role andSystem Administrators. This role is normally assigned to a supervisor.To create a FFSMIS user: 1. Click on the User Management button in the top right corner of the screen.FFSMIS User Guide Version 4.3.3 P a g e | 65
    • User Guide 2. Click on “Add New User” button. 3. The User Contact Information screen appears. Partial View of the User Contact Information Screen 4. Enter user information. Note: “Tier” identifies the privileging level of clinical providers. 5. Click submit. 6. A message stating that the submission was successful will appear at the top of the form: 7. Click on the “User Rights” button. 8. The User Rights screen will appear.FFSMIS User Guide Version 4.3.3 P a g e | 66
    • User Guide The User Rights Screen 9. Select one of the radio buttons corresponding with the access level needed for the user. 10. Click “Save.” 11. A message stating that the submission was successful will appear at the top of the form.Tip: Note that the Command Management section of the Roles Menu is only accessible ifRegion is selected under the User Managed Sites section.Special Rules for Creating System AdministratorsFFSMIS User Guide Version 4.3.3 P a g e | 67
    • User GuideNote: if you are a System Administrator, it is best to have two FFSMIS user accounts: onesolely for your system administrator activity and the other for all non-system administratoractivity.FFSMIS has a layered user role structure. Each layer represents a geographic “footprint” towhich a user’s rights extend within FFSMIS. The layers are as follows:  HQ (Headquarters)  Region  SiteThe hierarchy of access rights starts at the HQ level and extends down to the site level. SystemAdministrators at the HQ level can create access rights for any user at any location (i.e., withinthe region’s “footprint”) except for themselves. Regional level System Administrators can createrights for any user within the region. Site level System Administrators can create rights for anyuser at their site except for themselves. To change a System Administrator’s rights, a SystemAdministrator one level higher must initiate the change.Editing a UserEach user can edit their own contact information with an exception to several fields (Site andClinical Tier). System Administrators and users with User Information Full role can edit usercontact information within their location. The steps for editing a user’s contact information areas follows: 1. Click on the User Management button in the upper right corner of the screen. 2. Search by clicking Search button and entering search information 3. Click on the icon. The user’s contact information screen will appear. 4. Enter edits and click Save.Editing a User’s PasswordUsers can edit or change their own password. As a security measure, changing your passwordfrequently is a good practice. Users can change their passwords using the following steps: 1. Log into FFSMIS 2. Click on the “users” link in the upper right corner of the screen. 3. Enter your last name and click the “Search” button. 4. Click on user information icon . 5. Scroll to the bottom of the User Information screen. You’ll see the following section:FFSMIS User Guide Version 4.3.3 P a g e | 68
    • User Guide 6. Type in your old password 7. Type in your new password 8. Type in your new password again to confirm. 9. Click “Save” button.Note: User Accounts will be disabled by the System Administrator by changing the user’spassword.Tip: System Administrators can reset a password without filling in the “old password” field.They simply enter the new password twice and click the box associated with ‘Reset Password’at the lower left portion of the screen.Editing a User’s User Rights 1. Click on the User Management button in the upper right corner of the screen. 2. Search for the user by entering search information and clicking Search. 3. The Search Results screen will appear. 4. Click on the icon. The user’s User Rights screen will appear. 5. Make new entries for roles and managed sites. 6. Click Save.FFSMIS User Guide Version 4.3.3 P a g e | 69
    • User GuideAppendix A: Uploading Letters and Non-Native DocumentsThroughout FFSMIS, there is a need to upload documents, whether a letter created on yourlocal network or various reports, resumes, etc. The Non-Native Document Upload featureallows the user to add a document from their hard drive or local network.Uploading a DocumentTo upload a document, the user initiates the following: 1. Click on Non-Native Documents in the Forms List section of a Case Folder, Client Case Record or Program Folder. 2. The following screen will appear. 3. Enter the description of the file (this is what will appear on the screen after you complete uploading). 4. Click UploadViewing an Uploaded DocumentNon-Native Documents are located along with other created forms in the Forms section of aCase Folder, Client Case Record or Program Folder. To view an uploaded document, click onthe linked name of the document.FFSMIS User Guide Version 4.3.3 P a g e | 70
    • User GuideAppendix B: Related Policy and Procedural Changes forFleet and Family Support ProgramsInformation and ReferralDefinitionInformation and referral is the provision of basic information, referral, or materials by an FFSCprovider on behalf of, or for, customers. I&R contact is typically brief, i.e., less than 15 minutes,and resolved at termination of the contact. Each occurrence with a customer counts as onecontact, regardless of whether multiple categories of information, referrals, and/or materials areprovided. A customer contact is NOT counted as I&R when the contact is limited to transferringthe customer to another FFSC provider or program area. Example: If the customer calls and makes a request for materials to be mailed, the contact is counted as a phone contact. The mailing of the materials is NOT counted as a separate contact regardless of the number sent. If the same customer calls again later with a new request, it is counted as a separate contact.PolicyAll staff members will count I&R contacts as applicable, using the I&R Summary Form. I&Rdata will be entered on a daily basis or no later than the end of the working week. This willensure accurate, real-time reporting. FAP allegations screened out as I&R are countedelsewhere and shall not be included here.I&R Summary FormNote: * Denotes a required entry.* Contact Type:-- Phone: When information and/or referral are provided over the phone to, or on behalf of, thecustomer.-- Walk-In: When information, referral and/or materials are provided in face-to-face contact.-- E-mail: When information, referral and/or materials are provided via e-mail to, or on behalf of,the customer.“-- Career Resource Computer: Select when a customer uses a computer in the CareerResource Center.-- Website: Each hit to the FFSC website counts as one I&R contact. If the website can trackhow the customer used the website, this information can be used to determine what programcomponent to place the information under, e.g., Relocation, Deployment Support, etc. Wherethe website count is based on the Home Page or the customer’s website activity cannot betracked, the count should be assigned to the Life Skills Component.Date: Defaults to current date. Select date I&R provided if entry is made on another date.FFSMIS User Guide Version 4.3.3 P a g e | 71
    • User Guide* Action Type:-- Referral: When information and/or referral are provided to, or on behalf of, the customer.-- Provide Materials: When materials are provided to, or on behalf of, the customer.Note: When I&R contact involves the provision of both information/referral and materials, theprovider should select the most prevalent action type.* I & R Was For:Note: Use the categories below as content areas, rather than specific FFSC programs orservices.-- Clinical: When basic information, referral and/or materials are provided that relate to clinicalcounseling services within the FFSC, other military organizations, or the community.-- Deploy: When basic information, referral and/or materials are provided that relate to militarydeployments and deployment support services, within the FFSC, other military organizations, orthe community.-- Family Advocacy Program (FAP): When basic information, referral and/or materials areprovided that relate to family violence (child abuse/neglect, domestic violence), state child/adultprotective services, military FAP or available services to address family violence within theFFSC, other military organizations, other governmental agencies, or the community. This doesnot include allegations of suspected abuse or neglect that are ultimately screened out asineligible for FAP. These contacts are counted (and documented) in the FAP/Clinical RecordSystem.-- New Parent Support (NPS): When basic information, referral and/or materials are providedthat relates to the prenatal, newborn or toddler period or support services for expectant/newparents that are available through the FFSC, other military organizations, or the community.-- Ombudsman: When basic information, referral and/or materials are provided that relates tothe Ombudsman Program or services.-- Personal Financial Management (PFM): When basic information, referral and/or materials areprovided that relates to personal financial management or related services within the FFSC,Command, other military organizations, or the community.-- Relocation: When a customer indicates that they are seeking basic information, referraland/or materials about an area in relation to a recent or upcoming move. Also includesprovision of basic information, referral and/or materials related to military relocation benefits orrelocation assistance services available through the FFSC, other military organizations, or in thecommunity.-- Sexual Assault Victim Intervention (SAVI): When basic information, referral and/or materialsare provided that relate to sexual assault, the SAVI Program, or to sexual assault advocacy andservices available through the FFSC, other military organizations, or in the community.FFSMIS User Guide Version 4.3.3 P a g e | 72
    • User Guide-- Family Employment Readiness Program (FERP): When basic information, referral and/ormaterials are provided that relate to family member employment, or to employment servicesavailable through the FFSC, other military organizations, or in the community.-- Transition Assistance Management Program (TAMP): When basic information, referral and/ormaterials are provided that relate to active duty or family member transition from military tocivilian life, including any transition assistance services available through the FFSC, othermilitary organizations, other governmental agencies, or in the community.-- Life Skills Education: When basic information, referral and/or materials are provided thatrelate to psycho educational information, skill building, or services available through the FFSC,other military organizations, or in the community.-- Mobilization/Repatriation: When basic information, referral and/or materials are providedrelating to mobilization, demobilization, or repatriation assistance or services within the FFSC,other military organizations, or in the community.-- Casualty/Disaster Response: When basic information, referral and/or materials are providedrelating to casualty or disaster preparedness and response within the FFSC, other militaryorganizations, or in the community.-- Victim Advocacy: When basic information, referral and/or materials are provided relating todomestic violence victim advocacy or support within the FFSC, other military organizations, or inthe community.-- Critical Incident Intervention: When basic information, referral and/or materials are providedrelating to crisis response or small or large-scale critical incident intervention services within theFFSC, other military organizations, or in the community.-- Other Agency: When basic information, referral and/or materials are provided with respect toprograms or services outside the FFSC that do not readily fit into any of the content areasabove. For example, information regarding Cancer Support Groups meeting at the localcommunity hospital would be captured as an “Other Agency” I&R.-- Volunteer: When basic information, referral and/or materials are provided that relate tovolunteerism within the FFSC, other military organizations, or within the community.* Deployment Related:Select “Yes” if the information, referral or materials are provided to: (a) a family member of aservice member who is currently deployed; (b) a service member or family member of a servicemember who recently returned from deployment (1-6 months); or (c) a service member or familymember of a service member who will be deployed in the near future (within the next 1-6months).* Number of Contacts:Defaults to “1”, but can be changed to any number between 1 and 50. Providers may enter dataseparately for each I&R contact or may enter I&R contacts in “batch numbers” by content areafrom daily tallies.FFSMIS User Guide Version 4.3.3 P a g e | 73
    • User GuideGroup ProgramsNote: Three types of FFSC contact are counted in Group Programs in FFSMIS.Definition:1. Group Education and Training: Includes briefs/workshops involving an audience of 2 ormore persons and use of standard/formal curricula. Each brief/workshop in support of a specificFFSP program category is counted as one, regardless of the number of facilitators whoprovided that workshop. Multi-session classes or workshops in support of a single programcategory (e.g., TAP, [TAMP], Anger Management [Life Skills]) are counted as one session, withthe total length of the workshop reflected. Time spent refers to the actual instruction time anddoes NOT include brief/class/workshop preparation time. The number of attendees is alsocounted for each brief, class, or workshop entered into FFSMIS. For multi-session classes orworkshops, the maximum number of participants at any one session should be counted andentered for the number of participants. Examples: -- A command requests two 30 minute briefs on Car Buying, Basic Money Management and one 60 minute brief on Suicide Prevention that are provided during three separate sessions to 10, 8 and 12 participants, respectively. Three group programs contacts would be entered into FFSMIS, one under the PFM Program Category lasting 0 hours, 30 minutes with 10 attendees, one under the PFM Program Category lasting 0 hours, 30 minutes with 8 attendees and one under the Life Skills Education Program Category lasting 1 hour, 0 minutes with 12 attendees. -- Three FFSC staff members presented briefs on general FFSC programs/services, FAP and SAVI to 150 people at the Base Indoctrination. Three group program contacts would be entered, one by each staff member, specifying the Program Category, Program Type, time spent briefing, and number of participants. -- A Stress Management workshop is presented on Mondays, for three consecutive weeks, for 1.5 hours each to 6, 9 and 8 participants. One facilitator conducted the first session. Another facilitator conducted the remaining two sessions. One group program contact would be entered into FFSMIS for 4 hours, 30 minutes under the Life Skills Education Program Category with 9 participants. The two facilitators should decide who enters the group program contact. -- A TAP workshop is provided over two, 8-hour days to 65 and 50 attendees, respectively. TAP material was presented for 6 hours by FFSC staff and 6 hours by a Department of Labor speaker. The remaining 4 hours covered spouse employment information. Two group programs contacts are entered into FFSMIS. The first group program contact would be entered into FFSMIS for 16 hours under the TAMP Program Category, with 65 participants, 6 hours of which were delivered by FFSC staff and 6 of which were delivered by Partner/Guest Speaker. A second group contact note would be entered under the FERP Program Category for 4 hours with 65 attendees.2. Outreach: Groups, meetings or events with two or more customers where an FFSP staffmember provides general or specific FFSP information. The purpose of outreach is to educateabout or market available FFSP programs and services. Outreach excludes formalFFSMIS User Guide Version 4.3.3 P a g e | 74
    • User Guidebriefs/workshops, such as Indoctrination under the Relocation Assistance Program. Examplesof Outreach are Command Rep meetings at the commands, and FFSP Resource Tables atevents. Outreach contacts are counted for each group, meeting or event held. Each customerprovided information or materials at the group, meeting or event is also counted. Note: Whenan Outreach event provides general information regarding a range of FFSP services, thecontacts for this event should be, if possible, attributed to one program area in the currentversion of FFSMIS. To do this, staff members should select the Program area for which themajority of customers sought information. If this is not possible, attribute to the “Other Agency”program category. Examples: -- A Command Rep meeting is held with the XO, CMC, Ombudsmen and CFS to provide information on FFSP predeployment programs and services. One outreach contact under the Deploy Program Category with 4 participants would be entered into FFSMIS. -- An FFSP information booth is manned at the base Family Fair Day in which 90 individuals stopped to pick up materials or inquire about FFSP services. An informal review of the remaining materials and event indicated that a majority of individuals sought information related to their personal finances. One outreach contact under the PFM Program Category with 90 participants would be entered into FFSMIS.3. Collateral: Includes meetings held or attended by FFSP providers, with more than one individual from outside the FFSP, where the goal is to plan, enhance or coordinate FFSP services or service delivery. Examples of Collateral are meetings with Housing to streamline Welcome Aboard Packages, recurring quarterly coordination committees (e.g., TAMP, FAP), FAP Case Review Committee meetings, SAVI Case Review Group meetings, and participation in military/civilian coalitions, boards, or committees are counted as collateral group contacts. Internal FFSP meetings are NOT counted as Collateral group contact. Each meeting held is counted as one collateral group contact. Each representative at the meeting from an organization outside the FFSP is also counted. When more than one FFSP provider attends the meeting, one provider is designated to enter the count into FFSMIS. Note: Collateral contact within the context of providing a clinical service is counted through documentation of that contact in the FAP/Clinical Client Case Record. Examples: -- A TAMP Quarterly Coordination meeting is held with 16 attendees, three of which are FFSP providers. One Collateral Contact under the TAMP Program Category would be entered into FFSMIS with 13 attendees. -- The FFSP Regional Program Director, while visiting the installation FFSC, holds an All Hands meeting to provide a regional update to the 16 staff in attendance. This is NOT a collateral contact and will NOT be entered into FFSMIS.Policy:All staff members will count group program contacts, as applicable, using the Group ProgramsContact Form. Group programs data should be entered on a daily basis or no later than the endFFSMIS User Guide Version 4.3.3 P a g e | 75
    • User Guideof the working week. This will ensure accurate, real-time reporting. Use of Group Programs isrequired to capture all non-clinical group services/meetings delivered on behalf of Fleet andFamily Support Programs. Data entered will auto-populate required reporting templates and isused to satisfy DoN, DoD, and Congressional reporting requirements.Completion of all data fields on this form is mandatory for all FERP, PFM, and TAMP programs.Group Programs FormNote* Denotes a required entry. Definitions for form fields are ordered differently in thisdocument than on the form.* Group Type:-- Client: Group education and training (see definition above) program that is generallyadvertised and scheduled for an open FFSC audience.-- Command: Group education and training (see definition above) program that is specificallypresented to/for a command.-- Outreach: See definitions section.-- Collateral: See definitions section.* Program Category and Program Type:Casualty/Disaster Response Program Category: When group education and training,outreach, collateral contacts are provided that relate to casualty or disaster preparedness andresponse (e.g., hurricanes, fires, training or wartime accidents). May also be used to countsmaller incidents in which support services are provided to command and families in aconcentrated and/or extended time such as a plane accident. Collateral Program Type: -- Casualty/Disaster Training Exercise: Any training exercise in which FFSP staff are involved in planning or taking part in exercises, either table top or full scale within the installation, region or community. Contacts are counted during the planning, implementation, and hot-washup stages of the exercise. -- Collateral/Outreach: Selected when Group Type is Collateral or Outreach. -- Family Information Call Center: Disregard this entry. It will be removed in a future version. -- Family Assistance Center (On Site): An established location to provide briefings, information, counseling, and other support for families needed during a crisis situation.Critical Incident Intervention Program Category: When group education and training,outreach, collateral contacts are provided that relate to crisis response or small or large-scalecritical incident intervention services.FFSMIS User Guide Version 4.3.3 P a g e | 76
    • User Guide Critical Incident Program Types: -- Collateral/Outreach: Selected when Group Type is Collateral or Outreach. -- Crisis Incident Response: Provision of immediate, short-term assistance in response to an acute crisis situation, designed to initiate actions necessary for restoration of functioning to the pre-crisis level. Crisis assistance is limited in scope. -- Crisis Incident Training: Any training or program in which the FFSP staff is involved in planning or implementing in response to crisis incidents.Deploy Program Category: When group education and training, outreach, or collateral contactis provided that relates to military deployments and deployment support services. Deploy Program Types: -- Collateral/Outreach: Selected when Group Type is Collateral or Outreach. -- Deployment and Kids (School Personnel): Briefs/workshops provided to school personnel to assist them in understanding the concepts of extended deployments and the impact on possible behavioral changes of children that may affect peer relationships, authority figure relationships and school performance. -- Deployment and Kids (Briefs for Children): Briefs/workshops conducted to assist children in understanding and coping with the absence of a parent for extended periods of deployment. May occur during any phase of deployment, e.g., pre-deployment puppet shows. -- Mid-Deployment: Briefs/workshops provided to families to enhance successes of families during deployment and/or project plans for completion of activities prior to return. This includes information and services provided to family support groups. -- Post-Deployment: Briefs/workshops for servicemembers & families to assist in the transition from extended separation to reintegration. -- Pre-Deployment: Briefs/workshops for families and servicemembers provided in preparation of extended separations to meet mission requirements. -- Return & Reunion (R/R): Briefs/workshops conducted at command request to assist command members to be prepared for the dynamics and issues faced upon return after an extended period of deployment. Generally conducted by FFSC staff while command is transiting back to homeport. -- Other Briefs/Workshops: Any other deployment related briefs/workshops that do not fit into a specific program type.Family Advocacy Program (FAP) Program Category: When group education and training,outreach, or collateral contact is provided that relates to family violence (child abuse/neglect,FFSMIS User Guide Version 4.3.3 P a g e | 77
    • User Guidedomestic violence) or the FAP. Counseling groups are documented in the FAP Case Recordsystem. FAP Program Types: -- Basic FAP Prevention – CDC/Youth Services: Briefs/workshops provided to increase awareness/prevention of family violence and facilitate coordination between Military Child and Youth Services and FAP. -- Basic FAP Prevention/GMT: Briefs/workshops provided to any type of audience to increase awareness/prevention of family violence and understanding of FAP. -- Collateral/Outreach: Selected when Group Type is Collateral or Outreach. This is not be used when the contact is case specific. -- Command Leadership Training: Briefs/workshops provided to increase awareness/prevention of family violence and facilitate coordination between command and FAP. -- CRC Training: Briefs/workshops provided to CRC Members to meet training requirements. -- FAP POC/Command Rep Training: Briefs/workshops provided to increase awareness/prevention of family violence, identify responsibilities of the command representative and facilitate coordination between command and FAP. -- First Responder Training: Briefs/workshops provided to increase awareness/prevention of family violence, identify responsibilities of first responders and facilitate community coordination with FAP. -- Victim Support Group: Psychoeducational, non-clinical groups designed to provide information, resources and support to victims of domestic abuse or child abuse. -- Other Briefs/Workshops: Any other FAP or family violence related briefs/workshops that do not fit into a specific program type.Family Employment Readiness Program (FERP) Program Category: When groupeducation and training, outreach, collateral contacts are provided that relates to family memberemployment. FERP Program Types: -- Career Exploration: Briefs/workshops designed to assist clients in identifying career interests and evaluating skills in support of developing a career plan. -- Collateral/Outreach: Selected when Group Type is Collateral or Outreach and is not a job fair, command briefing, community briefing, Chamber of Commerce meeting, or brief to a prospective employer.FFSMIS User Guide Version 4.3.3 P a g e | 78
    • User Guide -- Community Briefs: Briefs/workshops provided to community agencies about FERP and to promote employment of military family members. -- Chamber of Commerce: Selected when FFSC attends a Chamber of Commerce meeting and/or provides a brief about FERP at a Chamber of Commerce meeting. -- Job Fairs: Selected when FFSC participates in a job fair either on base or in the local community and/or FFSC staff provided a brief about employment at a job fair. -- Job Search Strategies: Briefs/workshops relating to job search strategies such as job search resources, job search methods, networking and how to “work a job fair”. -- Resume Writing: Briefs/workshops relating to self-marketing tools including business cards, various types of resumes, cover letters and thank you letters. -- Interviewing Skills: Briefs/workshops related to the interview process. -- Self Employment: Briefs/workshops designed to introduce participants to basic concepts associated with self-employment. -- Federal Employment System: Briefs/workshops relating to the federal employment system. -- Command Briefs: Briefs/workshops provided to commands to educate participants about FERP. -- Brief to Prospective Employers: Briefs/workshops provided to prospective employers in the community about FERP. -- Youth Employment: Briefs/workshops related to youth employment.Life Skills Education Program Category: Life Skills Education includes core programs; i.e.,stress management, anger management, relationship enrichment, communication skills, suicideprevention, and parenting classes. Life Skills Program Types: -- Anger Management: Workshops/seminars/briefs specifically related to the understanding and management of anger. May include topics such as: Identification of triggers; behavioral influencers; understanding emotions; assertive communication skills; personal and professional conflict resolution; self-control; risk factors associated with anger. -- Collateral/Outreach: Selected when Group Type is Collateral or Outreach. -- Communication Skills: Workshops/seminars/briefs specifically related to fostering effective verbal and/or written communication skills in both personal and professional relationships. May include topics such as: communication barriers; identifying natural listening approaches; understanding listening approaches; techniques to improveFFSMIS User Guide Version 4.3.3 P a g e | 79
    • User Guide listening; the art of writing; establishing discussion points; communication among partners; connecting with children; etc. -- Leadership Training: Workshops/seminars/briefs relating to the development or enhancement of leadership skills. Topics could include: time management; problem solving; decision making; career development; team coaching; project planning and management; memory improvement; effective note taking; understanding human behavior; and team motivational techniques. -- Parenting Education (Ages 3 and above): Workshops/seminars/briefs related to child development and increasing parenting effectiveness. Workshops may focus upon a specific developmental stage or provide general information for parents of all age children. Note: Parenting education that focuses specifically upon prenatal period to 3 years of age should be entered in the New Parent Support Program Category. -- Stress Management: Workshops/seminars or briefs relating to stress, both at work and at home. Overall objective is to enable clients or participants discover their own coping strengths and develop new stress management skills. Topics could include: recognizing the signs and symptoms of stress; understanding the nature of stress; problems solving and communication skills; closeness and flexibility; relaxation techniques; stress management techniques; panic/anxiety control, etc. -- Suicide Prevention: Suicide prevention awareness classes provided by FFSC and/or in coordination with medical staff and chaplains to all commands to ensure that all hands recognize the warning signs for suicide, and know how to seek help for themselves or others. -- Other Briefs/Workshops: Any other Life Skills Education related briefs/workshop that does not fit into a specific program type.Mobilization and Repatriation Program Category: When group education and training,outreach, and collateral contacts are provided that relate to mobilization, demobilization, orrepatriation assistance or services. Mobilization and Repatriation Program Types: -- Collateral/Outreach: Selected when Group Type is Collateral or Outreach. -- Demobilization Briefs: Briefs/workshops provided to demobilizing reservists upon release from extended active duty. -- Mobilization Briefs: Briefs/workshops relating to services available to the member and family members while the reservist is on extended active duty. -- Pre-Mobilization Briefs: Briefs/workshops provided to adequately inform mobilized reservists and family members on entitlements and benefits prior to reservist mobilization. -- Repatriation Arrival Center: Briefs/workshops provided by FFSC staff assigned as sponsor through the Repatriation Arrival Center. Note: Individualized assistance toFFSMIS User Guide Version 4.3.3 P a g e | 80
    • User Guide repatriated family members provided by FFSC staff assigned as sponsors will be documented as One-On-One Contact.New Parent Support (NPS) Program Category: Group education and training, outreach, orcollateral contact provided by any FFSC staff member (i.e., not just designated New ParentSupport staff) that relates specifically to the prenatal, newborn or toddler period. NPS Program Types: -- Basic Parenting Education: Parenting Briefs/workshops geared to the period of birth to toddlers, age 3. Participants may include expectant parents, as well as those with children under age 3. -- Basic Program Brief: Briefs/workshops provided to any type of audience to provide basic information on the NPS program, the range of services provided, how to access NPS services, and the effectiveness of the program. -- Collateral/Outreach: Selected when Group Type is Collateral or Outreach. -- New Father’s Brief/Workshop: Briefs/workshops provided specifically to expectant or new fathers, in which the content is focused on fatherhood. Examples include "Baby Boot Camp for Dads." -- New Mother’s Brief/Workshop: Briefs/workshops provided specifically to expectant or new mothers, in which the content is focused on motherhood. Examples include "Mommy and Me Groups." -- Other Briefs/Workshops: Any other NPS related briefs/workshops that do not fit into a specific program type.Ombudsman Program Category: Group education and training, outreach, or collateralcontact provided that relates to Ombudsman Program or services. Ombudsman Program Types: -- Advanced Training: Briefs/workshops provided specifically to further enhance or develop basic ombudsman skills and knowledge in performance of their duties and responsibilities. -- Basic Training: Mandatory workshop required for all newly appointed ombudsmen to ensure a satisfactory level of knowledge and skills required to discharge the duties of the position. -- Command/Other Briefs: Any other ombudsman related briefs/workshops, meetings or events that do not fit into a specific program type. Briefs provided to command leadership. Includes activities provided as a regular part of Ombudsman Assembly meetings. Use this when Group Type of Outreach or Collateral is selected. -- Trainer Instruction: Workshop specifically delivered to train and certify new Ombudsmen trainers.FFSMIS User Guide Version 4.3.3 P a g e | 81
    • User Guide -- Volunteer Recognition: Providing special events directly related to volunteer recognition/appreciation events. Ombudsman Appreciation luncheons or dinners would be examples of such an event.Personal Financial Management (PFM) Program Category: When group education andtraining, outreach, or collateral contact is provided that relates to personal financialmanagement or related services within the FFSC. PFM Program Types: -- Banking and Financial Services: Briefs/workshops provided to enhance basic financial skills and knowledge, e.g., budget, checkbook, use of ATM. -- Car Buying: Briefs/workshops provided relative to the effective negotiation and strategies of purchasing an automobile. -- Command Financial Specialist (CFS) Basic Training: Workshops provided to train CFS. -- Command Financial Specialist (CFS) Refresher Training: Workshops provided to trained CFS personnel as a refresher. Occasionally referred to as Advanced CFS Training. -- CFS Trainer Instruction: Workshops provided to Train CFS Trainers. -- Collateral/Outreach: Selected when Group Type is Collateral or Outreach. -- CONSEP – Financial Portion: Briefs/workshops provided during CONSEP. Note: this time is recorded separately from the CONSEP workshop. -- Consumer Awareness: Briefs/workshops provided that highlight six of the major legal issues of personal financial management. (Home Buying, Buyer Beware, Commercial Solicitation, Contracts, Landlord/Tenant Transactions, Domestic Relations, Soldier’ and Sailor’ Civil Relief Act, Credit and Collections Laws, Warranties, and Predatory Lending). -- Developing Your Spending Plan: Briefs/workshops provided relative to setting financial goals and developing a personal spending plan. -- Financial Planning for Deployment: Briefs/workshops related to financially preparing for a deployment. -- Gambling: Briefs/workshops provided in relation to gambling. -- Holidays Financially: Briefs/workshops related to developing a holiday spending plan and tips/techniques to lower holiday costs. -- Home Buying: Briefs/workshops provided to educate prospective military home buyers about renting versus buying and the home buying process and to better enable them to negotiate potential financial pitfalls they may encounter during the home buying process. -- Insurance: Briefs/workshops related to basic types of insurance, i.e., property, auto, health, life.FFSMIS User Guide Version 4.3.3 P a g e | 82
    • User Guide -- Military Pay Issues: Briefs/workshops provided to enhance understanding of military compensation issues. -- Money and the Move: Briefs/workshops provided to aid military service members and their families in making financial preparations for an upcoming move due to a transfer or a transition out of the military. -- Paying for College: Briefs/workshops relating to different types of financial aid for service members and their families for college, including scholarship opportunities, college savings plans, and available tax incentives. -- Raising Financially Fit Kids: Briefs/workshops designed to give parents skills, tools, and resources to raise “money smart” children. -- Renting: Briefs/workshops provided to educate prospective military renters about renting and to better enable them to negotiate potential financial pitfalls they may encounter during the rental process. -- Retirement Planning: Briefs/workshops related to retirement planning, military defined benefits and defined contribution plans, the role of social security and personal savings, and resources available for future planning (TSP). -- Saving and Investing (non-TSP): Briefs/workshops related to savings or investing to achieve financial goals. -- Survivor Benefit Plan: Briefs/workshops provided to explain how the Survivor Benefit Plan works, the costs and coverage amounts, and election options. -- TAP – Financial Portion: Briefs/workshops provided during TAP. Note: this time is recorded separately from the TAP workshop. -- Thrift Savings Plan: Briefs/workshops related to TSP as a federal government- sponsored retirement savings and investment plan.-- Using Credit Wisely: Briefs/workshops related to credit and debt management such as itsuses/abuses, how people get in and out of debt, and credit and debt management tools andresources. -- Other Briefs/Workshops: Any other PFM related briefs/workshops that do not fit into a specific program type.Relocation (RELO) Program Category: When group education and training, outreach,collateral, or individualized consultation is provided that relates to a recent or upcoming move,military relocation benefits or relocation assistance services available through the FFSC. RELO Program Types: -- Collateral/Outreach: Selected when Group Type is Collateral or Outreach. -- Homeport Change Brief: Briefs/workshops related to a unit homeport change.FFSMIS User Guide Version 4.3.3 P a g e | 83
    • User Guide -- Indoctrination: Briefs/workshops regarding FFSC programs and services provided to newly arrived active duty and family members. -- Intercultural Relations: Briefs/workshops provided to facilitate cultural adaptation (inbound or outbound). -- Loan Locker Usage: This is a special type of individualized consultation in which loan locker items are provided to active duty or family member. Enter one contact each time an individual checks out loan locker items. Return of loan locker items are not counted. -- New Spouse Orientation: Briefs/workshops regarding FFSC programs and services provided to new military spouses new to the mobile military lifestyle. -- Other Briefs/Workshops: Any other relocation related briefs/workshops that do not fit into a specific program type. -- PCS Preparation/CONUS: Briefs/workshops related to moving to a CONUS location. -- PCS Preparation/OCONUS: Briefs/workshops related to moving to an OCONUS location. -- Relocation/Children: Briefs/workshops provided to children or to parents regarding child relocation. (definition may change) -- Relocation/School Personnel: Briefs/workshops, for school personnel to assist them in understanding processes and effects of the mobile military lifestyle and the impact on students settling-in of their cultural adaptation to their new school setting. -- Sponsor Training: Briefs/workshops provided to personnel who have been or are going to be assigned as sponsors for incoming active duty or family members.Sexual Assault Victim Intervention (SAVI) Program Category: When group education andtraining, outreach, collateral contacts are provided that relates to sexual assault or the SAVIProgram or services. Victim advocacy and case management are not currently captured inFFSMIS. SAVI Program Types: -- Collateral/Outreach: Selected when Group Type is Collateral or Outreach. -- Command Leadership/Professional Military Education Training (All levels of leadership): Briefs/workshops provided to increase awareness/prevention of sexual assault and foster effective leadership (at all levels) and a victim-sensitive response to incidents. -- General SAVI Program Brief: Briefs/workshops provided to varied audiences to provide basic information on the SAVI program, the range of services provided, and how to access SAVI services.FFSMIS User Guide Version 4.3.3 P a g e | 84
    • User Guide -- Other Brief/Training: Any other sexual assault or SAVI related briefs/workshops that do not fit into a specific program type. -- SAVI Victim Advocate Initial Training: Workshop provided to meet initial volunteer victim advocate training requirements. -- SAVI Victim Advocate Refresher Training: Workshop provided to meet refresher volunteer victim advocate training requirements. -- SAVI Command Representative Training: Briefs/workshops provided to increase awareness/prevention of sexual assault, identify responsibilities of the SAVI Command Representative (now called the SAVI Command Liaison) and facilitate case coordination between command and installation SAVI staff. -- SAVI Data Collection Coordinator Training: Brief/workshop to educate personnel assigned as the command data collection coordinator on their reporting responsibilities and data collection requirements under the SAVi Program. -- Sexual Assault Case Management Committee Members Training: Briefs/workshops provided to Case Management Committee Members to meet training requirements. NOTE: Case management meetings are counted as collateral group type (see definitions above.) --Sexual Assault Pre-deployment Training: Briefs/workshops regarding sexual assault prevention and response specific to deployed locations. -- Sexual Assault Prevention Education/General Military Training: Briefs/workshops provided to active duty to meet annual GMT requirements. Content designed to increase awareness/prevention of sexual assault and understanding of SAVI Program. -- Sexual Assault Responder Training: Briefs/workshops provided to increase awareness/prevention of sexual assault, identify responsibilities of first responders and facilitate coordination with installation SAVI staff. Captures both initial and refresher responder training provided.Transition Assistance Management Program (TAMP) Program Category: When groupeducation and training, outreach, collateral contacts are provided that relate to active duty orfamily member transition from military to civilian life. TAMP Program Types: -- Career Planning: Briefs/workshops relating to: Volunteerism, Licensure, Certification, Interest/Skills Assessment, 21st Century Workplace, Career Catalog, and Changing Careers. -- Collateral/Outreach: Selected when Group Type is Collateral or Outreach. -- CONSEP 1st Term Workshop: Briefs/workshops relating to the Career Options & Naval Skills Evaluation Program. This program is available to all enlisted personnel serving on their initial enlistment who have 18 – 24 months remaining on their presentFFSMIS User Guide Version 4.3.3 P a g e | 85
    • User Guide enlistment. Do not count time spent on the Financial portion of CONSEP here. The Financial portion is entered separately under the PFM Program Category/Program Type. -- CONSEP Mid-Career Workshop: Briefs/workshops relating to the Career Options & Naval Skills Evaluation Program. This program is available to all enlisted personnel serving on their second or subsequent enlistments that have between 6 – 12 years of active duty and who have 18 – 24 months remaining on their present enlistment. Do not count time spent on the Financial portion of CONSEP here. The Financial portion is entered separately under the PFM Program Category/Program Type. -- Disability Transition Assistance Program (DTAP): Briefs/workshops relating to personnel being medically separated from the Naval Service for reasons of medical disability. -- Executive TAP Workshop: Briefs/workshops relating to special seminars for Naval personnel meeting Executive Level criteria. Executive Level criteria could include workshops that deliver the U.S. Department of Labor approved TAP curriculum for personnel serving in enlisted pay grades E8 and above or officer pay grades O5 and above. Do not count time spent on a Financial portion of TAP here. The Financial portion is entered separately under the PFM Program Category/Program. Type. -- Job Fairs: Selected when FFSC participates in a job fair either on base or in the local community and/or FFSC staff provided a brief about employment at a job fair. -- Job Search Strategies: Briefs/workshops relating to: Resume Building, electronic job search resources, interviewing techniques, federal employment opportunities, self- employment, starting a new business, employment trend analysis and dressing for success. -- Other Briefs/Workshops: Any other TAMP related briefs/workshops that do not fit into a specific program type. Please enter the title of the workshop when this option is selected. -- TAP Workshop - DOL: Briefs/workshops relating to TAP workshop curriculum delivered by employees or contractors of the U.S. Department of Labor. -- TAP Workshop - DON: Briefs/workshops relating to TAP workshop curriculum delivered by Department of the Navy (DON), Department of Defense (DoD) employees and contractors. Do not count time spent on the Financial portion of TAP here. The Financial portion is entered separately under the PFM Program Category/Program Type.Victim Advocate Program Category:Note: This will be removed from the Group Programs pick list in a future release and shall NOTbe used. Program category does not include Program Types. -- Group workshops/briefs provided by FAP Victim Advocates shall be counted in the FAP Program Category, in the most appropriate program type.FFSMIS User Guide Version 4.3.3 P a g e | 86
    • User Guide -- FAP Victim Advocates will use the 1 on 1 Contact form to count more indepth individual consultation (i.e., more in-depth information, assistance and/or referral) provided to persons who seek information/assistance anonymously. -- Ongoing victim advocacy is documented in the FAP records system in individual Client Case Records.Other Agency Program Category:Note: This category will change to read “other” in a future version of FFSMIS. Use this category to input FFSP general category group programs and information fairs which are not program specific.Note: Does not include any Program Type pick list itemsVolunteer Program Category: When group education and training, outreach, collateralcontacts are provided that relate to volunteerism.Note: Does not include any Program Type pick list itemsParticipant Information: ---- TAMP Program Category: All data fields are mandatory entries. For Key Personnel in attendance, if any: enter the number of key installation personnel at the brief/workshop. This number is not subtracted from the total number of attendees. -- FERP Program Category: All data fields are mandatory entries. -- PFM Program Category: All data fields are mandatory entries. -- All Other Program Categories: If at all practical, entry of all data fields is recommended. As a minimum requirement, staff shall enter the number of active duty, family member and retiree participants. For active duty and family member participants, these entries should be differentiated for Navy and Other Services for any workshop/brief/seminar given. Active duty and family members from other service branches may be entered in aggregate in the service that was most represented in the workshop/brief/seminar given or the other service branch that is most represented on the installation. All retiree participants shall be entered as Navy retirees. Any non-DoD civilian attendees shall be recorded under Civilian. Note: This level of detail is critical to effective capability based budgeting and making a compelling argument for budget programming. Example: FFSC had an informational booth at an event in the local community. The staff member counted 230 attendees total. Of the 230, 10 were in active duty Navy uniforms and 35 booth visitors identified themselves as Navy family members. For this event, attendees would be recorded as 10 Navy active duty, 35 Navy family members, and 185 as civilian attendees. Army Navy Air Force Marines Coast Guard Active Duty 14 11 Reservists Retired 5 Family 18 2 MembersFFSMIS User Guide Version 4.3.3 P a g e | 87
    • User GuideActive Duty Participant Details: -- FERP, PFM, and TAMP Program Categories: All data fields are mandatory. -- All Other Program Categories: Data entry not required.Time Consumed During Training/Workshop: Time Spent By FFSC Staff: Record the number of hours/minutes spent by FFSC staff for delivery of group education and training, outreach or collateral contact. Do NOT include preparation hours. See definitions above for more information. Time Spent by By Partner/Guest Speaker: Record the number of hours/minutes spent for delivery of education and training by speakers outside of the FFSC. Do not include preparation hours. DoL: Check block when training/workshop was presented by DoL only. Program Begin Date: Enter the date the education and training, outreach or collateral contact was held or began, if a multi-session brief/workshop.Program Requestor Information: Program for Command: Select the command’s name that specifically requested the group education and training or outreach provided. Program Physically Delivered at: -- FFSC Site: Select when the service was delivered at the FFSC or at facility controlled by the FFSC (e.g., regularly rented space for classes, FFSC satellite facility). -- FFSC Sponsored Site: Select when the service was provided at a site sponsored by the FFSC (e.g, Chapel, club). -- Non-FFSC Sponsored Off-Site: Select when service was provided at a sites not sponsored by the FFSC (e.g., command, Child Development Center.) -- On vessel as part of Return & Reunion: Select when service provided on board a vessel as part of a Return & Reunion. Deployment Related: Select “Yes” if the service is provided to: (a) a family member of a Service member who is currently deployed; (b) a family member or service member who are recently returned from deployment (1-6 months); or (c) a family member or service member who will be deployed in the near future (within the next 1-6 months). Provider’s Name: This field will default to the name of the person submitting the form. Select the name of the provider if another staff member is completing data entry.FFSMIS User Guide Version 4.3.3 P a g e | 88
    • User GuideOne-On-One ContactDefinition:Individualized Consultation is the provision of individualized information, assistance andconsultation to an individual or family unit (e.g., active duty member and spouse). This contacttypically lasts longer than 15 minutes, is more complex than simple I&R, and is typically tailoredto a customer request or need, in contrast with Group Education and Training Workshops. Theone-on-one contact may or may not be reoccurring in nature. Each occurrence is ofindividualized consultation is counted as one contact.Policy:In the current release of FFSMIS, Privacy Act governed client records shall NOT be maintainedfor any non-clinical program area with the exception of Personal Financial Management. Futureexceptions to this policy may include New Parent Support home visiting and SAVI Casemanagement, if or when record systems for those functions are developed in future FFSMISreleases. NPS support home visiting will continue to document individualized home visiting inpaper records outside of FFSMIS for the time being. Further guidance will be forthcomingregarding the establishment and maintenance of SAVI case management records. PFM andNPS are the only non-clinical program areas in which individual client records shall bemaintained either inside or outside of FFSMIS.With regard to PFM, staffs have discretion with regard to whether an individual client record isopened and maintained. Staffs should use the 1-ON-1 Contact Form to capture individualizedPFM consultations UNLESS it facilitates PFM service provision to maintain a historical recordand documents associated with ongoing or repeated PFM individualized consultation for aspecific customer or customer(s).Use of the 1-ON-1 Contact Form is required for all individual consultation lasting longer than 15minutes in all Programs other than PFM, NPS or SAVI. The purpose of the 1-ON-1 ContactForm is to capture service contacts and NOT to maintain a client record. As no personalidentifiers are maintained with 1-ON-1 Contact forms submitted, Privacy Act Statements orprovisions are not applicable. Data derived from entries made in this section will automaticallypopulate periodic reporting templates and will be used to satisfy DoD or DoN reportingrequirements.Individual Consultation Note Form:Note: All data fields are mandatory.Providers Name: This field will default to the name of the person submitting the form. Selectthe name of the provider if another staff member is completing data entry.Deployment Related: Select “Yes” if the service is provided to: (a) a family member of aservice member who is currently deployed; (b) a service member or family member of a servicemember who recently returned from deployment (1-6 months); or (c) a service member or familymember of a service member who will be deployed in the near future (within the next 1-6months).Command: Select the Sponsor’s Command.FFSMIS User Guide Version 4.3.3 P a g e | 89
    • User GuideContact Date: Select the date of the individualized contact.Contacts Seen: Enter the actual number of individuals present during the individualizedconsultation.Sponsor Present?: Select “Yes” if the Sponsor was present during the individualizedconsultation.Time Spent: Enter the actual hours/minutes spent with the customer providing theindividualized consultation. Do not include preparation time or time spent entering theinformation into FFSMIS.Program Category: Enter the program category from the pull-down menu that best fits thesubject matter of the individual consultation. See descriptions provided in Group Programsabove.Program Type: Enter the program type from the pull down menu that best summarizes thespecific program topic area of the individualized consultation. See descriptions provided inGroup Programs above, with the exception of PFM Program types.PFM 1-on1 contact sessions may address more than one topic. Therefore, multiple selectionscan be made in the Program Type section by selecting the checkbox next to the topic andentering the time spent on it on the text fields at the right. This list differs slightly from the GroupProgram PFM list. The following topics are specific to PFM 1-on-1 sessions: Bankruptcy andGarnishment, Letters of Indebtedness, and TSP. If Predatory Lending is covered in a 1-on-1session, it is recorded separately from Consumer Awareness. All other topics are the same asGroup Programs.Additionally, it is required to record whether or not the 1-on-1 session is related to TAMP orRelocation.Type of Contact: -- Phone: When individualized consultation is provided over the phone to the customer(s). -- Walk-In: When individualized consultation is provided in face-to-face contact with the customer(s). -- E-mail: When individualized consultation is provided via e-mail to the customer(s). -- Other: Default category for any individualized consultation provided that does not fit in the above categories.Is this a Repeat Contact?: Enter “Yes” if any of the customers present have been providedother individualized consultation before in the same Program Category (e.g., FERP).Sponsor’s Branch: Self-explanatory.Rate/Rank: Use “—“ if the Sponsor is a DoD Civilian. Otherwise self-explanatory.FFSMIS User Guide Version 4.3.3 P a g e | 90
    • User GuideSponsor’s Status: Select “—“ if the Sponsor is a DoD civilian. Otherwise self-explanatory.Personal Financial Management Contact Note FormPurpose:The PFM Contact Note enables service providers to establish a PFM folder for any customersseen for recurring individualized PFM consultation, when it is important to maintain a historicalrecord of the services/consultation provided. This feature replaces the manual process ofmaintaining paper records of PFM counseling services. The FFSMIS User’s Guide providesinformation on how to open and retrieve PFM folders.Policy:PFM folders are access protected and can only be opened by service providers that have PFMuser roles. The document upload feature is mandatory to file a completed Privacy ActAcknowledgment Statement at a minimum. The decision to open and maintain PFM folders forindividual clients rests with the Regions, but should be standard throughout sites within aRegion.The uploading document feature provides a means to append signed Privacy Act Statements,personal budget created to help the clients, and other documents relating to the PFMconsultation with the client.Completing the PFM Contact Note: This form is similar to the Individual Consultation Form,with the exception that the PFM Contact Note provides a place for the PFM provider to enterbrief, text notes regarding the consultation. This note may be used to refresh the provider’smemory later, to facilitate future PFM consultation provided by another staff member, or can beused as quality control, but is not a mandatory entry. The PFM Program Contact Note shallotherwise be completed in its entirety. The same definitions apply as described for theIndividual Consultation Form.FFSMIS User Guide Version 4.3.3 P a g e | 91
    • User GuideAppendix C: Related Policy and Procedural Changes forFAP/FINS and Clinical CasesClinical service customer contacts for both FAP/FINS and general counseling cases areautomatically counted through the process of case documentation. FFSMIS eliminates theneed for clinical staff to “count” contacts separately from the process of providing clinical orservices and documenting services provided.Time spent shall include ONLY the time spent in contact with the client or collateral contact. Itshall NOT include time spent preparing for contact or in documenting that contact.Opening Case Folders and Client Case RecordsA unique computer-generated number is automatically assigned when a Case Folder is opened. Itallows the system to count incidents as opposed to cases. Case Folders (in both FAP and ClinicalCounseling record systems) are retrievable only by this number, which is important when respondingto requests for information under the Privacy Act and Freedom of Information Act. For ease of dailyuse, FFSMIS electronically cross-references Case Folders to individual Client Case Records, whichare retrievable by the name and SSN of the individual client.FAP/FINS System of RecordsThe FAP system of records no longer requires the maintenance of potentially duplicative “victim” and“offender” records. There will be individual Client Case Records for the individuals involved in anincident, which are related to a Case Folder (incident record).Case Folders contain all information about an incident of alleged child or domestic abuse andinclude those forms in which the clinician is required to co-mingle or synthesize information frommultiple sources. The forms maintained in the Case Folder are available in the selection table.Many of the forms in this folder can be used only once; therefore a subsequent incident of abuse inan open or closed case requires opening a new Case Folder (see Subsequent Incidents below).This requirement to open a new set of Case Folder/Client Case records whenever an allegationoccurs that requires presentation to the CRC for status determination and submission of a CentralRegistry report is driven by FFSMIS system design necessary to submit unique, multiple NavyCentral Registry reports.Client Case Records contain information provided by or pertaining to a specific client and areretrievable by the individual’s name and SSN. Forms that are available for inclusion in the ClientCase Record are available in the selection table when that record is open.In cases of child neglect in which a specific act is alleged that involves multiple children in the family,one Client Case Record may be opened for all children involved. The Client Case Record will beretrievable by the identifying information for the most vulnerable child (i.e., usually the youngestchild). All other types of child abuse allegations require opening a Client Case Record for eachidentified child victim. If one client case record is opened for an incident involving multiple children,as noted above, only one Central Registry report can be submitted.In FFSMIS, clinicians have discretion with respect to opening a Client Case Record for the non-offending parent in child cases. This is recommended if the non-offending parent is likely to be seenFFSMIS User Guide Version 4.3.3 P a g e | 92
    • User Guidein CRC recommended interventions, she/he is a stepparent of the child victim, or they are no longermarried to the offending parent.Forms/documents from other agencies (the documents in the old “Non-Permanent Folder”) willnot be scanned into FFSMIS. This folder will still be maintained in hard copy, with the FFSMISCase Folder number written on the folder. This hard copy record will be destroyed when thecorresponding FFSMIS record is archived.Client Demographic FormClient contact and personal information is maintained in FFSMIS by a Client Demographic form.Clinicians should complete the Client Demographic form as completely as possible. Many of thedata fields are mandatory entries for FAP clients because these fields populate the Central Registry.Appendix D of this guide provides a list of the data field definitions and identifies mandatory datafields. See Chapter 3 and Appendices E and F of the FFSMIS User Guide for additional informationon client management.Documentation of FAP Clinical InterventionsAll clinical counseling provided in response to CRC recommendations in substantiated FAPcases shall be documented in the individual Client Case Records that are related to the FAPCase Folder. There are NO exceptions to this policy. Separate clinical counseling records willonly be opened if an individual seeks voluntary counseling in cases that are unsubstantiated bythe CRC or designated as FINS.Clinicians will use the general clinical counseling forms to document FAP interventions. Tomaximize the client’s privacy and minimize prohibited release of client specific information, theclinician shall insure that they are documenting the counseling in the Client Case Record,although general clinical forms may be accessed from and maintained in FAP Case Folders.Clinical Counseling System of RecordsAll clinical counseling forms are accessible in both Client Case Records and Case Folders withthe exception of the Clinical Closing Summary that closes the clinical counseling Case Folder.Clinical counseling not associated with a substantiated FAP case requires opening a CaseFolder and associated Client Case Record(s) for each individual seen in that treatment modality(e.g., family therapy, couples counseling, individual, etc.). The only exception to this is Groupcounseling, which is described below.When couples or family counseling is being provided, all documentation of that process shall beincluded in the Case Folder. This avoids unnecessary duplication of documentation in each ofthe Client Case Records. However, if any of the individuals in the case present and are seenindividually, this should be documented in their Client Case Record. This prevents inadvertentdisclosure/release of information that was not divulged by that individual in front of others.When individual counseling is provided, the clinician shall document that counseling in theirClient Case Record, with one exception. In the current version of FFSMIS, completion of theClinical Closing Summary is required to close the Case Folder and associated Client CaseRecords. The Clinical Closing Summary is only accessible from the Case Folder.FFSMIS User Guide Version 4.3.3 P a g e | 93
    • User GuideGroup Counseling (e.g., AMAC, Men’s DV Group, Children Who WitnessViolence, etc.)Clinicians shall not open a Clinical Case Folder for group counseling and relate that folder to theClient Case Records of individuals whose only association is that they are being seen in Grouptreatment. To document group counseling, the clinician shall place a clinical contact note foreach group session in the Client Case Record of each individual seen in that group session.This will require the clinician to, at least temporarily, keep a hard copy roster of groupattendance for that session. A basic group Clinical Contact Note may be generated and thencopied and pasted into a blank Clinical Contact Note within each individual’s Client CaseRecord, where it may then be edited to tailor it for that individual.Group counseling provided in response to a substantiated FAP case shall be documented in theClient Case Record for that individual that is related to the relevant FAP Case Folder.When co-leaders provide group counseling, they should derive some convention for equitablydocumenting the group counseling sessions, since documentation tracks directly back tocustomer contacts. Alternating weeks or deciding to divide the notes for group attendees in halfare examples of conventions that might be used to equitably document and attribute thosecustomer contacts.FAP/FINS Forms and ProcessesSubsequent IncidentsIf another allegation occurs after a case is open but prior to the initial CRC review, thatinformation shall be documented in the existing Case Folder and associated Client CaseRecords. This information and any resulting changes in the risk assessment findings will bedocumented by appending the new information to the appropriate form(s) if the form(s) hasalready been committed or by adding a date and the new information in the appropriate block ofa form that has not yet been committed.When a child or domestic abuse case is open, has been presented to the CRC for statusdetermination, and additional allegations are made, the clinician must decide whether or not toconsider the allegation a subsequent incident requiring CRC status determination, or todocument the information as additional information to be considered by the CRC during the nextquarterly review. This decision is a clinical one warranted by weighing the new allegation in thecontext of the facts in the case and is not made on the basis of expediency or clinical workloadconsiderations. Recidivism cannot be officially documented or captured unless additionalallegations are considered subsequent incidents that require CRC review, status determinationand submission to the Navy Central Registry.Whenever clinical judgment determines that a new allegation made in an open child or domesticabuse case should be considered a subsequent incident, the clinician is required to open a newCase Folder (and associated Client Case Records). This new Case Folder is then related to theopen Case Folder by the Relate Cases feature (see FFSMIS User Guide, Chapter 4). The RelateCases feature can be used to relate Case Folders regardless of whether the prior Case Folder isopen or closed at the time. Clinicians should be mindful that relating Case Folders to oneanother is permanent and cannot be undone.FFSMIS User Guide Version 4.3.3 P a g e | 94
    • User GuideOpen Records Generated Outside of FFSMISWhen completing the Incident Report in the new Case Folder, the clinician will note in the Descriptionof the Incident that this is a subsequent incident in an open case and will reference all related CaseNumbers for records generated outside of FFSMIS. Likewise, the clinician will make a similar note ineach of the open records generated outside of FFSMIS referencing all related Case Numbers in theFFSMIS system.Open Records Generated Inside FFSMISOn the FAP Incident Report in the new Case Folder, the clinician will select Reported Type“Subsequent Incident” to document that this is a subsequent incident in an open case and willreference all prior Case Folder numbers. In the prior Case Folder, the clinician will attach theAppend Note to the most recent CRC review form to indicate that a subsequent incident hasoccurred. The append note will reference the new Case Folder number for further information.Documentation with then cease in the original Case Folder/Client Case Records set. All subsequentcase activity shall be documented in the most current FFSMIS Case Folder.Subsequent incident Case Folders can be related to other FAP Case Folders in FFSMIS regardlessof whether the initial Case Folder is open or closed.When the CRC recommends case closure, the clinician must close the prior Case Folders bygenerating a CRC Periodic Review form in that record, and complete only the required fields (whichare noted by *) to close that case folder, duplicating the information that was captured in those samefields in the most current Case Folder case closure note.Incident ReportCurrent Navy Risk Assessment processes require clinicians to collect all available and relevantinformation to complete the Incident Report and Safety Assessment within one working day.That requires clinicians to complete these forms in FFSMIS and commit the forms within therequired time frame. When relevant information is obtained after the form is committed it shouldbe noted by using the append note feature on the appropriate form.All other forms may be saved as draft, but are required to be committed when the Initial CRCReview form is committed. However, in order to accurately document the clinical process,clinicians should note any information obtained/documented later on any of the forms saved indraft by dating the documentation of additional information. (See FFSMIS User Guide, Chapter4.)The Informed Consent blocks on this form (e.g., Privacy Act Explained; Mandatory ReportingRequirement Explained) are to be completed whenever information is obtained from a possiblevictim or alleged offender over the phone to complete the incident report. Privacy Act will beidentified as “Not Applicable” and the Mandatory Reporting Explained block is left blank if theallegation is being made by a third party.The Description of Incident textbox migrates to the Initial CRC Review form and can be editedon that form. The Type of Abuse Alleged at Intake migrates to the Central Registry report.The I & R Actions Taken textbox shall be completed only when documenting any explanation oractions taken in incidents being closed as I & R. This textbox will be left blank when continueassessment is selected.FFSMIS User Guide Version 4.3.3 P a g e | 95
    • User GuideIn order to document clinical workload associated with incident reports closed as I & R, theclinician should estimate actual time spent obtaining relevant information to make thedetermination that the report should be closed as I & R. Recording of time spent for incidentreports not closed as I & R is not necessary, but may be recorded by the clinician. This shouldreflect actual time spent obtaining relevant information, not the time spent documenting or thetime that has elapsed between receipt of the report and commitment of the Incident Reportform.To close a FAP/FINS Case Folder for incidents closed as I&R, the clinician shall first commit theform after all relevant information is documented and then change the Close as I & R Block (inthe top right-hand corner of the Case Folder view) from “No” to “Yes.”Safety AssessmentA narrative explanation must be entered into the text box for each element of the form to includeyes, no and unknown. Annotate “Not Applicable” where it applies.Safety ResponseAll contacts related to the Safety Assessment should be documented on this form. The formprovides a text box to document the content of your contact.Initial Risk Assessment InterviewThis form documents all clinically relevant information obtained during the FAP clinical/riskassessment with the identified victim and alleged offender(s). This form is maintained in theindividual’s Client Case Record. This form is structured to enable the clinician to consistentlydocument the minimum required for informed consent.Note: The question “Are you or the Sponsor on Active Duty?” will capture deployment relatedinformation and is a required entry. Use applicable pick lists.The client’s statement regarding the incident is documented in the “Client’s Statement AboutIncident” textbox because it migrates to the Initial CRC Presentation form, where it may beedited before it is committed.Additional interview information with respect to the presence of risk/protective factors isdocumented in the “Risk Assessment Interview” textbox using a more traditional psychosocialnote format that does not migrate. A psychosocial note format is a narrative description of theinformation related to the domains and factors of the risk assessment model.When the clinician interviews family members other than the identified victim or alleged offenderin conducting risk assessment, this information is documented on a Collateral Contact Note (seebelow) that is maintained in the Case Folder. A Collateral Contact Note is also used todocument interviews of other, unrelated witnesses.Risk AssessmentThe specific factors and methods used to determine risk have not been changed. The RiskAssessment Form is a combination of the old Risk Focused Assessment Report and the RiskAssessment Findings. This form is maintained in the Case Folder because the rating of riskrequires the clinician to synthesize information from multiple sources. The clinician willFFSMIS User Guide Version 4.3.3 P a g e | 96
    • User Guidedetermine and note a risk rating for each Domain rather than individual factors within theDomain. Individual risk factors that contributed to overall risk ratings shall be summarized anddiscussed in the Rating Rationale textbox. Risk factor descriptions for each Domain from theNavy Risk Assessment Matrix are available by clicking on the underlined Domain in thehighlighted area (see Navy Risk Assessment Module 3). The Navy Risk Assessment Module 3provides behavioral indicators for all factors and domain and should be used as a primaryreference.The Rating Rationale shall discuss all moderate or higher risk factors and document how thepresence of risk and protective factors interact to derive the risk ratings for Likelihood of FutureAbuse, Level of Severity if Abuse Recurs, and Overall Level of Risk.In child neglect cases in which a single Client Case Record has been opened for more than one childin the family (see above), one risk assessment will be completed that characterizes the Overall Levelof Risk associated with the most vulnerable child. Separate Risk Assessments will be documentedfor each child in all other types of child maltreatment.Intervention PlanThis form is maintained in the Case Folder and documents the clinician’s risk-focusedintervention recommendations for any individuals in the case. The client’s name and role in thefamily is required for each Risk Factor selected. Clinicians will select ONLY the individual riskfactor that they are recommending be targeted for intervention. The Risk Factors pick list ispopulated based on the client role. When a single intervention modality is recommended totarget more than one risk factor, the intervention modality may be copied and pasted for eachrisk factor identified. Specific behavioral objectives should be specific to the risk factoridentified. If more than ten Risk Factors are targeted, create an additional form to continue.The specific intervention, the treatment modality, and time frame shall be documented in the“Recommended Treatment Plan” text box.Contact NotesFAP Contact Note: This form is maintained in the individual Client Case Record and is used todocument any FAP clinical case management contact with the identified victim, non-offendingparent or offender after the initial clinical assessment. Do not use this form to document acollateral contact. This will be deleted in the next version of FFSMIS. Use the CollateralContact Note for this purpose.Collateral Contact Note: Collateral contacts are clinically significant contact with someoneother than an identified FAP client (e.g., the command, outside agencies, extended family, etc.).This form is located in the clinical forms list, and may be used and maintained in FAP CaseFolders or individual Client Case Records. When the collateral contact documents informationrelevant to more than one individual in the case, the Collateral Contact note shall be included inthe FAP Case Folder.Administrative Note: This form is used to document something of a purely administrativenature (e.g., appointments, unsuccessful attempts to contact a client or collateral contact). Usethe “Appointment Administration” pick list to document appointment rescheduling, cancellations,and no shows. Administrative notes that apply to more than one individual in the case shouldbe maintained in the FAP/FINS Case Folder. This form is also available in the Clinical formslist.FFSMIS User Guide Version 4.3.3 P a g e | 97
    • User GuideE-mail contacts can be copied and pasted into the textbox in all of these contact notes, asapplicable.Victim Advocate ContactThis form is maintained in the individual Client Case Record. Multiple items may be selected inboth the Services and Information Provided pick lists by holding the Control Key and left clickingthe mouse. The Victim Advocate shall specify in the textbox whenever “Other” is selected fromeither list.The Relevant Information Textbox is used to elaborate on information the Advocate deemsimportant for FAP victim advocacy/case management/intervention purposes.Victim Advocates may continue to use this form to document contact with the victim even afterthe related FAP/FINS Case Folder is closed.Initial CRC PresentationThis form contains all the information the clinician brings to the CRC. Use of the CRCPresentation Form is optional for FINS Cases.  Allegation migrates from Incident Report, with edit capability.  Primary Alleged Victim statement migrates from Initial Risk Assessment Interview from Client Case Record (name selected) with edit capability.  Primary Alleged Offender statement migrates from Initial Risk Assessment Interview from Client Case Record (name selected) with edit capability.  Witness Statement, if any, will be entered in this block.  Safety Assessment information migrates to the Initial CRC Presentation into the textbox entitled “Safety Assessment Factors of Note” without edit capability.  Role of Sponsor choice from dropdown migrates to Central Registry.  Risk Assessment Levels and Rationale migrate from Risk Assessment Form without edit capability.  Recommended Intervention Plan does not migrate. The Intervention plan information may be cut and pasted into this text box as appropriate.  Reports, “Other” should be checked when there is information from other than the provided options. The source and description of the information should be documented in the textbox.Initial CRC ReviewThis form was designed, in part, to address recommendations from the Navy Inspector Generaland does not substitute for CRC Minutes. CRC Minutes are generated and maintained outsideof FFSMIS FAP case folders/client records.  Command block: Type name of command. May have up to 3 commands per case.  CRC Members: Select the number of permanent voting members present at the review, up to 8. Although selecting the number of voting members present opens that number of slots and asks for the title of the members present, the clinician shall enter ONLY which the five core voting members were present, noting this by ROLE ONLY (e.g., FAR, Mental Health, Legal/JAG, Line Officer, Medical).FFSMIS User Guide Version 4.3.3 P a g e | 98
    • User Guide  Collective CRC Input: Used to document relevant information discussed and considered by the CRC Members in making the status determination.  Collective CRC Recommended Intervention: Documents CRC recommended interventions and FINS QA Checklist questions as appropriate.  Flag Lift Date is filled in ONLY to initiate a FAP flag.FINS Cases: Use the Initial CRC Review form and at CRC Conclusion, select “yes” for “Wascase presented as FINS?” Selecting “yes” opens a block for “CRC Conclusion,” in which theclinician selects either Concur with FINS or Return as FAP.The FINS QA Review Checklist is not available in FFSMIS; however, the published guidelinesfor designating cases as FINS still apply, and the rationale for designating the case as FINSshould be evident in case documentation. The FINS QA Checklist Questions should bedocumented in the “Collective CRC Input” text box.In the Recommended Interventions block on the Initial CRC Review form, the clinician shall noteany recommended interventions and describe as voluntary in FINS incidents. This informationmigrates to the Periodic CRC Review form, which must be completed to close the FINS CaseFolder.The clinician should then select Create Allegation Determination (see below). Although noidentifying information migrates to the Central Registry for incidents designated as FINS, currentsystem design requires the clinician to complete the Name of Victim, Type of Alleged Victim, Didthe Incident Result in Death, Relationship of Alleged Offender to Primary Victim, and the CRCDetermination blocks.Although clicking on the DD2486 form from the Initial CRC Review form will display the DD2486as submitted by the clinician (e.g., with the victim’s name filled in), this information does notmigrate and will not render a “hit” when the Central Registry is queried.The current system design does not allow Case Folders to be closed until a Periodic CRCReview form is completed. Until this issue can be addressed in subsequent versions ofFFSMIS, the clinicians should select the following: “Intervention Objectives Achieved” in theReason for Incident Closure Block; and “Resolved” in the Status at Closure block. The inabilityto close FINS Case Folders/Client Case Records when the Initial CRC Review is committed willbe explored in future upgrades of FFSMIS.Note: Committing the Initial CRC Review requires you to commit any forms saved as draft tothis point. Committing the Initial CRC Review form is necessary to gain access to the CaseFolder forms necessary to document ongoing CRC monitoring (i.e., the Periodic CRC Reviewform and the Requested CRC Review Form.) Committing the form is also required to transmitthe DD2486 to the Central Registry. Clinicians are required to commit the Initial CRC Reviewform as soon as all relevant information from the CRC meeting is captured and recorded.Create Allegation DeterminationThis form populates the Central Registry database. If required data fields are incomplete, anerror message in red will appear, and prohibit further advancement of the document.FFSMIS User Guide Version 4.3.3 P a g e | 99
    • User Guide  Alleged Victim and Offender Information: Select from drop-down pick list of individuals who have been added to the Case Folder  Severity of maltreatment (Mild, Moderate, Severe). See DoDI 6400.1M.  In DV CASES ONLY where the CRC determines both parties were offenders and victims, click on “Create Allegation Determination” again and re-select victim/offender without returning to the Initial CRC Review form.  In CHILD CASES ONLY Alleged Offender(s) can be multiple offenders or an unknown offender. Can list up to 5 alleged offenders.  For multiple victim cases, click on “Create Allegation Determination” again and select new victim and information for that child. Each “Create Allegation Determination” form creates a separate DD2486 entry into the Central Registry. There must be a Client Case Record for each victim and each offender.  Although this form currently allows the clinician to enter the specific voting record for each of the Core Voting Members identified on the Initial CRC Review form, DO NOT ENTER ANY INFORMATION IN THESE FIELDS. This information should be noted and retained as a part of the CRC minutes, which are not incorporated into case folders or client records. Entering how voting members voted is NOT required to select the CRC status determination.Note: This screen view does not capture all required DD2486 data elements. For example,required DD2486 demographic elements are captured from the demographic screen and arediscussed elsewhere in this guidance.Risk Assessment UpdateThe Risk Assessment Update form auto-fills the previous risk ratings from the initial RiskAssessment form. Drop down boxes for the updated ratings and rating trends are used for thisupdate. The rating trend choices are: positive, negative or unchanged.Clinicians shall use the last risk rating as the basis for comparison to determine whether the riskfor the domain has decreased (positive trend), increased (negative trend) or has remained thesame. Clinicians are only required to document information for specific factors that havechanged since the last assessment.Periodic CRC ReviewThis form is used to document quarterly CRC review of cases. Original allegations, as well asthe original and updated Overall Risk Assessment rating migrate to this form.  Subsequent Incidents of Abuse in the context of this form refers to ongoing behavior of note that the clinician deems is not sufficient to consider a subsequent incident of child or domestic abuse, as described earlier in this guidance. Select “no” if the behavior was not deemed sufficient to be considered a subsequent incident, requiring the opening of a new Case Folder. Describe any ongoing or new behavior of note in the text box. If the CRC recommends that the behavior in question be considered a subsequent incident to be presented for CRC review/status determination, select “yes” and cross-reference the new Case Folder in the text box before committing.  Other Relevant Information: Enter victims and other non-mandated treatment progress, as well as any other pertinent information such as situational changes within family or parties involved.  Close Incident: Select reason and status from pick-list. The Victim and Offender Clinical Intervention pick-lists allows for multiple selections. For FINS andFFSMIS User Guide Version 4.3.3 P a g e | 100
    • User Guide Unsubstantiated cases, select “no treatment provided.” Any treatment provided for these cases will be documented as Clinical cases vice FAP/FINS.Requested CRC ReviewIn the current version, this form may be used for two purposes. 1. The form is used to document the outcome of review of the CRC status determination. When used for this purpose, the clinician will complete the form and save as draft. When the CRC review results in a change in determination, the clinician will click on the victim’s name link in the DD2486 block to access the existing DD2486 data elements as originally submitted. Do not click on Create Allegation Determination, as this will open a blank DD2486. The form must be committed to over-write these changes to the Navy Central Registry. 2. In this current version, this form may also be used to make corrections to DD2486s in the Central Registry that were created in FFSMIS in the Central Registry that were submitted with errors. When used for this purpose, the clinician shall enter a note in the Comments box that the DD2486 is being corrected and Save as Draft. This allows the existing DD2486 to be accessible by clicking on the victim’s name link. Corrections are made in the incorrect, displayed data fields and are over-written in the Central Registry when the form is committed.The CRC Determination dropdown box displays FINS and Pending categories which will beused ONLY when using this form for corrections, not reviewing CRC determinations.Clinical Forms and ProcessesNote: Clinical Forms shall be used to document the intervention process in FAP and generalcounseling cases.Initial Assessment NoteThis form is constructed to enable the clinician to consistently and quickly document the processof informed consent.The clinician shall use the pick lists to record their diagnostic impression. The choices arelimited to those conditions that fall within the authorized scope of practice within Fleet andFamily Support/FAP Centers. Conditions falling outside the scope of practice are listed in majorDSM-IV categories as R/O diagnoses. Documentation of the treatment provider’s diagnosticimpression is required in both FAP and general clinical interventions. Documentation of DSM-IVAxis III, IV, and V is not required and was not included on the form.Clinicians will document the content of the assessment interview in a psychosocial note formatin the “Content of Assessment” block.If a Center/Clinician uses specific internally generated clinical forms (e.g., mental status exams,Intake Questionnaires, etc.), these may be uploaded as Non-Native Documents. However, useof internally generated forms shall not substitute for completion of FFSMIS forms because theinformation contained therein may not be queried, aggregated or reported.FFSMIS User Guide Version 4.3.3 P a g e | 101
    • User GuideTreatment PlanRecommended Interventions include specific services to be provided, modalities used, goalsand objectives and recommended referrals by whom.Contact NotesClinical Counseling Contact Note: If Treatment Plan is altered, or Diagnostic Impression isrevised, changes will be documented in Session Notes and appropriate boxes will be checked.Collateral Contact Note: Used to document clinically significant contact with someone otherthan the identified client (e.g., command, other family member, Medical Treatment Provider,etc).Administrative Note: This form is used to document something of a purely administrativenature (e.g., client no-shows, rescheduled appointments, unsuccessful attempts to contact aclient or collateral contact, conducting of QA review, releasing of records, mailingcorrespondence, etc).E-mail contacts can be copied and pasted into the textbox in all of these contact notes, asapplicable.Treatment SummaryThis form is used at the conclusion of counseling to summarize the process of counseling,reasons for case closure and assessed progress toward goals.When providing couples or family counseling, the clinician has discretion with regard to whetherthey complete a treatment summary for each client seen, or one summary for the case as awhole. In the event that one treatment summary is provided for the couple, for example, theclients’ self-rating of treatment progress should reflect an average rating between the individualsseen.With respect to the “Reasons for closure” select "Client Unavailable” when he/she has deployed,transferred, been discharged or otherwise left the area. “Client Unresponsive to Follow-Up”refers to those instances in which the case is being closed after repeated attempts to follow-upafter a client misses an appointment.The rating scale is used reflect the clinician’s rating and client’s self-rating of percentage ofprogress toward completion of treatment goals. Client ratings are noted only when available(i.e., counseling does not terminate prematurely). The rating scale is: 1 =0%, 2 = 25%, 3 =50%, 4 = 75%, 5 = 100%Clinical Closing General Records ManagementNon-Native DocumentsThese are part of the permanent FFSMIS Case Folder, and include signed statements: PrivacyAct, Client Rights and Responsibilities, Release of Information Form, Consent for Treatment,FAP/Clinical Information Form, correspondence, etc. (Signed, dated correspondence will bescanned in as opposed to uploaded from Word unsigned). Also included as appropriate non-native documents are: therapy and other documents such as mental status exams,FFSMIS User Guide Version 4.3.3 P a g e | 102
    • User Guidepsychosocial histories, client-generated forms, drawings, photographs, requests for review(appeal), etc.Transferring CasesCases are no longer physically transferred, but rather access is granted or changed from onesite to another. Each site must have Case Allocation User(s) assigned to perform casetransfers. Refer to the FFSMIS Users Guide, Chapter 4 for information on how to transfer casesand other options such as granting read only and edit access.When a case follows a service member to a new duty station, the transferring site can execute atransfer request with or without retaining access. The site with the Sponsor owns the case. Victimson active duty are their own Sponsor. The site with the Offender owns the case with dual active dutycouples.  Completed forms should be committed prior to transfer for inclusion of the author’s signature on that particular form.  Transferring FAP cases may be done with or without retaining access. Retaining access will only be allowed in cases where one of the clients involved in the case remains in the location of the transferring clinician.  Non-Permanent Folder documents must be faxed or mailed to receiving FAP. Documents may not be scanned and e-mailed.  Closed cases should not be transferred, but access can be granted to another site to read and/or relate case information.  Cases transferred to other services (outside FFSMIS) will be closed in FFSMIS as transferred, a copy of the record printed out and forwarded to gaining site.  Clinical (not FAP related) cases are generally not transferred. However, if circumstances warrant, the client can sign a Release of Information, and case may be transferred.  Clinical cases that are documented in a FAP case will automatically be transferred if FAP case is transferred. Release of Information is not required.  See FFSMIS USER GUIDE for specific details on “how to” electronically transfer cases.Relating CasesClinical (not FAP) Case Folders generally will not be related to another clinical Case Folder.One exception is that a Clinical Case Folder of “children who witness violence” may be relatedto the corresponding FAP DV Case Folder.FAP Case Folders will be related when there are subsequent incidents, and may be relatedwhen either the victim or offender are the same, or other family members are involved.Closed CasesTo enter information received after a case has been closed select Clinical Counseling ContactNote in Client Case Record or Case Folder as appropriate.SummaryA clinical closing summary must be completed and committed to close a Clinical Case Folderand associated Individual Client Case Records.FFSMIS User Guide Version 4.3.3 P a g e | 103
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    • User Guide Appendix D: Data and Field DefinitionsForm/Section/ Field Definition Rules for Data Entry RequiredFieldClient DemographicFormContact InformationSectionLast Name Clients Last Name YFirst Name Clients First Name YMiddle Name Clients Middle NameSuffix Clients suffix, e.g., Jr., Sr., IIISSN Clients Social Security Number. Every must be all numbers. Y effort should be made to locate a SSN must be 9 digits long. (Sponsor) for all FAP Cases. cannot start with 000. cannot start with 666. cannot end with 0000. cannot begin with 8. cannot begin with 9 (except when using 999999999). cannot have 00 as the fourth and fifth numbers cannot begin with the numbers 773-779 (except when using 777777777) If SSN is unavailable, use 999999999 if the person is a military medical beneficiary, or use 777777777 if the person is not a military medical beneficiary. A Sponsor’s SSN may not be 777777777 or 999999999.Home Phone Clients Home phone numberGender Clients Gender YWork Phone Clients work phone numberDOB Client’s date of birth If DOB is unavailable, use 01/01/0001 YEmail Address Clients email addressInstallation Does client reside on Installation Housing?Housing Area Name of Installation Housing AreaStreet Address Clients street addressCity, State, Zip Use this area for FPO, etc.Country The country in which Client resides.Personal Note: The Personal Information sectionInformation Section of the Client Record will auto populateand Related Data with the Branch, Status, Pay Plan, PayFields Grade of the associated Sponsor even when the client is a family member of the Sponsor for all DEERS generated Client Records. For example, these fields for a child of a sponsor will include the information associated with the Sponsor. Please review the client information closely and make edits as FFSMIS User Guide Version 4.3.3 P a g e | 105
    • User GuideForm/Section/ Field Definition Rules for Data Entry RequiredField necessary. Once the edits are saved, the changes will remain until another edit is made to the record.Branch The Clients affiliation to the Select "Civilian" if client is not employed by the U.S. Y Government. Government. (FAP)Status Applies to uniformed servicemember Select "None" if client is not a uniformed Y only. The organizational component to servicemember. (FAP) which the uniformed service member is assigned.Pay Plan Two-digit pay grade. Leave blank if client is civilian. Y (FAP)Rate The letter abbreviation for the duties/job Applies to uniformed servicemembers only. title of the servicemember (e.g., HM, PN, YN, ET, etc.)EAOS End of Active Obligated Service. It is Applies to uniformed servicemembers only. the end of their enlistment contract for active duty. This does not include Reserve obligations on a contract.PRD Projected Rotation Date, a/k/a expected Should Auto Populate from DEERS. date to be transferred.Command Select the appropriate command name. Y (FAP and/or uniformed service- members)Race/Ethnicity NDisability NDOD EDI# Do not enter. This number is assigned Do not enter. by DEERS.Sponsor Section The Government Sponsor of the client. Service members are always their own Sponsor. Forand Related Data more information on how to determine the SponsorFields for the case, see Appendix F.Name of Sponsor Name of the Sponsor of the client. Sponsor information must be entered into this section Y of the form even when the client is his or her own (FAP) sponsor. The relationship will be “self”.Relationship Relationship of the Client to the Parent: Client is the Parent of the Sponsor. Y Sponsor. Spouse: Client is the Spouse of the Sponsor. (FAP) Child: Client is a child of the sponsor. Step Child: Client is a step-child of the Sponsor. Self: Client is his/her own sponsor. Other Family Member: Client is another family member of the sponsor but is not a child or spouse of the sponsor. For example, dependent sibling, dependent parent. Joint Marriage Spouse: Do not use. Dual marriages are annotated under Marital Status. Service members are always their own Sponsor. This will be removed from pick list in a future version.Marital Status FFSMIS User Guide Version 4.3.3 P a g e | 106
    • User GuideForm/Section/ Field Definition Rules for Data Entry RequiredFieldSection andRelated Data FieldsMarital Status The marital status of the client. Married: Client is legally married. Y Married/Dual Military: Client is legally married to (FAP) another uniformed servicemember. Separated: Client is separated. Divorced: Client is legally divorced. Widowed: Person is presently unmarried and has lost a spouse to death.Marriage Date Date the client was legally married.Spouse Name Name of the Client’s Spouse. Y Mandatory entry for FAP cases. (FAP)Family Members Names of all individuals who are living YSection and in the home with the client. (FAP)Related Data FieldsRelationship Family Members Relationship to the Parent: Family member is the parent of the Client. Client. Spouse: Do not use. Spouse should already be entered under Marital Status. This will be removed from the pick-list in a future version. Child: Family member is the child of the Client. Step Child: Family member is a step-child of the client. Self: Does not apply. This will be removed from the pick-list in a future version. Other Family Member: Family members that are not a Parent, Child or Spouse. Joint Marriage Spouse: Do not use. Dual marriages should be annotated under Marital Status. This will be removed from the pick-list in a future version.At Home Does the family member live in the home with the client? FFSMIS User Guide Version 4.3.3 P a g e | 107
    • User GuideAppendix E: Creating an Allegation Determination FormThe Allegation Determination form is created from within the Initial CRC Review form. Datafrom the Allegation Determination form is used to populate the Central Registry, which is thesource for various reports mandated by the military, the U.S. Congress, and other governmententities. Therefore, it is extremely important that the data submitted on the AllegationDetermination form be complete and accurate.Pre-Populating the Demographic DataWhen you create a case, one of the first things you should do is add participants to the mainCase Folder. As you do so, enter as much demographic information as you have for the caseparticipants. When you create the Allegation Determination form, information from the caseparticipants’ demographic records will be used to automatically populate the AllegationDetermination form. (Any information that you are lacking in the beginning can be added laterduring the process of creating the Allegation Determination form.)Required information on the Allegation Determination Form includes the following: • SSN (Alleged Victim, Alleged Offender, Sponsor) • Date of birth (Alleged Victim, Alleged Offender, Sponsor) • Gender (Alleged Victim, Alleged Offender, Sponsor) • Resource type (Sponsor) • Marital status (Offender)For guidelines on how to determine the identity of the Case Sponsor, see Appendix F, Businessrules for determining the sponsor in domestic abuse and child abuse incidents.If you are missing any of the SSN or DOB information, you can leave the fields blank for thetime being or enter acceptable placeholder values (01/01/0001 for DOB; 777777777 or999999999 for SSN, depending on military beneficiary status). If you leave them blank, you willbe able to modify the demographic record later as part of the process of creating the AllegationDetermination form. Note that you must have a valid SSN (not all 7’s or all 9’s) for the Sponsoron the Allegation Determination form.Entering Data Into the Allegation Determination Form 1. Make sure that you have already added clients to the Case Folder and committed a FAP Incident Report to the Case Folder. FFSMIS User Guide Version 4.3.2 P a g e | 108
    • User Guide 2. From the main Case Folder screen, select Initial CRC Review from the Forms List. 3. Enter the relevant information into the Initial CRC Review form. 4. At the bottom of the CRC Initial Review form, click the “Add Allegation Determination” button. 5. Select the appropriate CRC Status Determination from the drop-down list.Note: Certain status indicators require more data than others. Therefore, the status that youchoose will determine which fields appear on the form for data entry. In all cases, fields that arerequired are marked with a red asterisk (*). The remainder of these instructions will assumethat you have selected a status of “Substantiated,” since this is the status that requires the mostdata entry. Depending on the status you selected, you may not see all the fieldsdiscussed below on the data-entry screen. FFSMIS User Guide Version 4.3.2 P a g e | 109
    • User GuideAlleged Victim Information 1. In the Alleged Victim Information section, select the name of the Alleged Victim from the drop-down list of people who have been added to the case. 2. The screen will refresh to show the Victim’s SSN, Date of Birth, and Gender as it was entered on the demographic record. 3. If the Victim’s SSN, Date of Birth, or Gender information does not appear, click the link labeled “Edit [Victim Name] Demographic Data.” 4. A pop-up window will appear showing the Victim’s demographic information screen. Enter the necessary information, clicking the Edit, Add, and Update buttons as necessary. When you are finished making your changes, click the “Save and Close” button to return to the Allegation Determination form. Your data changes should now appear on the form. Note: If the pop-up window containing the demographic information does not appear, your Internet browser software is probably set to block pop-ups. Click Tools/Pop-Up Blocker on the menu on top of the screen. If the pop-up blocker is on, click Turn Off Pop-Up Blocker to permit the demographic information window to appear on your screen. FFSMIS User Guide Version 4.3.2 P a g e | 110
    • User Guide 5. Enter values for the rest of the fields in the Alleged Victim Information Section as desired, making sure that all required fields are filled in. Note: If the Alleged Victim’s DOB is unknown, click the “Unknown DOB” button on the demographic form to enter 01/01/0001. If the Alleged Victim’s SSN is unknown, use 999999999 if the Alleged Victim is a military medical beneficiary, or 777777777 if not a military medical beneficiary.Sponsor Information 1. In the Sponsor Information section of the form, the required fields should display information for the Sponsor who was identified as the Alleged Victim’s sponsor on the Alleged Victim’s demographic information screen. 2. If the name of the Sponsor does not appear, click the link labeled “Add Sponsor for [Victim Name].” You will see the demographic information screen for the Victim. Add the sponsor information and click Save and Close to return to the Allegation Determination form. FFSMIS User Guide Version 4.3.2 P a g e | 111
    • User Guide Note: If you are unsure which person to name as the Sponsor for the case, see Appendix F, Business rules for determining the sponsor in domestic abuse and child abuse incidents. 3. If any of the required demographic information for the Sponsor is missing or incorrect, click the link labeled “Edit [Sponsor Name] Demographic Data” to enter the information. Be sure to click “Save and Close” when you are finished to return to the Allegation Determination form. Note: You must have an actual, valid SSN for the person identified as the Sponsor on the Allegation Determination form. The system will not save an Allegation Determination form if the Sponsor’s SSN is 999999999.Alleged Offender Information 1. In the Alleged Offender Information section, select the name of the primary Alleged Offender from the drop-down list of people who have been added to the case. FFSMIS User Guide Version 4.3.2 P a g e | 112
    • User Guide2. The screen will refresh to show the Offender’s SSN, Date of Birth, and Gender as it was entered on the Offender’s demographic record.3. If any of the required information for the Alleged Offender is missing, click the link labeled “Edit [Offender Name] Demographic Data.4. A pop-up window will appear showing the Offender’s demographic information screen. Enter the necessary information, clicking the Edit, Add, and Update buttons as necessary. When you are finished making your changes, click the “Save and Close” button to return to the Allegation Determination form. Your data changes should now appear on the form. Note: If the Alleged Offender’s DOB is unknown, enter 01/01/0001. If the Alleged Offender’s SSN is unknown, use 999999999 if the Alleged Offender is a military medical beneficiary, or 777777777 if not a military medical beneficiary.FFSMIS User Guide Version 4.3.2 P a g e | 113
    • User Guide 5. Enter values for the rest of the fields in the Alleged Offender Information Section as desired, making sure that all the required fields are filled in.Entering Comments and Saving the Form 1. In the CRC Determination Comments section of the form, enter any comments about the Allegation Determination. 2. When you are finished entering data into the Allegation Determination form, click OK. 3. You will see error messages in red if any required data elements are missing from the form. Correct any problems by editing data on the Allegation Determination form or the related Client Demographic forms and click OK again. FFSMIS User Guide Version 4.3.2 P a g e | 114
    • User Guide4. If all required information is present, after you click “OK” you will return to the Initial CRC Review form. You should see a section on the form called DD-2486(s) that displays a link to the Allegation Determination form that you just saved. Click the link to review the Allegation Determination form, which you can edit if necessary.5. If you need to create additional Allegation Determination forms relating to this case, click the “Add Another Allegation Determination” button. Note: The Allegation Determination form(s) associated with a CRC Review form can be edited up until the time the CRC Review form is committed to the case. If the CRC Review form is Saved as Draft, any of the associated Allegation Determination forms can be edited as necessary until the CRC Review form is committed.6. When you are finished creating the Allegation Determination form(s), click either “Save as Draft” to save the Initial CRC Review form in draft form or “Commit” to save the Initial CRC Review form in final.FFSMIS User Guide Version 4.3.2 P a g e | 115
    • User GuideAppendix F: Business Rules for Determining the Sponsor inDomestic Abuse and Child Abuse IncidentsDomestic Abuse Incidents1. If the victim is a Military Service member on active duty, the victim shall be deemed the sponsor, regardless of the alleged offender’s status.2. If the victim is not a Military Service member on active duty, but the alleged offender is, the alleged offender shall be deemed the sponsor. (Note: Use this rule for both civilian spouse victims and non-beneficiary intimate partner victims with active duty alleged offenders).3. If neither the victim nor the alleged offender is a Military Service member on active duty, but the victim otherwise qualifies as a sponsor (e.g., a DoD civilian overseas), the victim shall be deemed the sponsor.4. If neither the victim nor the alleged offender is a Military Service member on active duty and the victim does not qualify as a sponsor, but the alleged offender does (i.e., a DoD civilian overseas), the alleged offender shall be deemed the sponsor. (Note: Use this rule overseas for civilian spouses of DoD civilians and non-beneficiary intimate partner victims in which a DoD civilian is the alleged offender.)Child Abuse Incidents1. The alleged offender shall be deemed the sponsor if the alleged offender is a Military Service member on active duty and: a. Is the childs parent or guardian OR b. neither of the childs parents qualifies as a sponsor. (Note: Use this rule when a non-beneficiary child is determined to have been abused by an active duty alleged offender.)2. If the alleged offender is not a Military Service Member on active duty, either parent who is the sponsor of the child victim (i.e., Military service member on active duty, or DoD civilian overseas), shall be deemed the sponsor.3. If neither parent of the child victim is a sponsor (i.e. a Military Service member on active duty or a DoD civilian overseas) AND the alleged offender is a DoD civilian sponsor overseas, the alleged offender shall be deemed the sponsor. (Note: Use this rule when a non-beneficiary child victim is determined overseas to have been abused by a DoD civilian sponsor.) FFSMIS User Guide Version 4.3.2 P a g e | 116