User GuideGuide Chapter 1: Welcome to FFSMIS ................................................... 6	  Chapter 2: My FFSC .....
User Guide  Closing a Case ..................................................................................................
User Guide     Expunge a Non-Native DD-2386 .................................................................................
User Guide  One-On-One Contact ..............................................................................................
User GuideAppendix D: Data and Field Definitions .............................................. 105	  Appendix E: Creating...
User GuideChapter 1: Welcome to FFSMISFFSMIS is the official information system for the Commander, Navy Installations Comm...
User GuideFFSMIS is a location-based system.Each user is designated as a site-level, region-level, or headquarters-level u...
User GuideChapter 2: My FFSCThe My FFSC screen is the first screen that a user sees after logging in. Depending on theUser...
User GuideThe      Icon:   •     If no client has been added to a particular case, this icon will not appear.   •     Clic...
User Guideapproval rights, this section will contain a listing of forms that have been submitted for approval.For users wi...
User Guide   1. From the My FFSC screen, select the case folder to which you want to deny the transfer      request.   2. ...
User GuideChapter 3: The Search FunctionFFSMIS users can perform four types of searches: searches for clients, searches fo...
User Guide        their own region. Users with HQ-level access can search for clients within the entire        FFSMIS syst...
User GuideSearching for Sponsors, Spouses and Family MembersBefore adding an individual to a client demographic record, th...
User Guide•   The Case search button on the navigation bar.•   The “Add” button in the Related Cases section of a case fol...
User Guide   •    In some cases, depending on User Access Rights, the Client Name will be displayed but        will not al...
User GuideUsers can also perform the following from the search results screen:   •   Request access to a case.   •   Reque...
User GuideChapter 4: Managing CasesThis section of the User Guide covers the process of managing FAP/FINS and ClinicalCoun...
User Guide   •    Should the category selected be TBD, then notifications are sent to both FAP and        Clinical Case As...
User Guide         Initial CRC Review form, this is the date the case was presented to         CRC. See below for more det...
User GuideCase OwnerEach Case Folder is “owned” by a site. The site is determined by the user who created thecase. In this...
User GuideAssigning a Primary Provider to Case FolderCases need to be assigned to a Primary Provider. The FFSMIS system us...
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...
User Guide   1. Open a case folder.   2. Click on the “Add” button in the Client section.   3. The On the Client Search sc...
User Guide    2. Click on the Remove link.    3. A popup box will appear asking if you are sure you want to remove the cli...
User Guide   1. Click on the form in the Forms section of the case folder or the client case record. This      will open u...
User Guide    •   A form may not have a “commit” button in the form but is committed when a “Super        Commit” is execu...
User GuideForms SummaryThe following table summarizes where to find a form, whether there is a Commit button on theform, w...
User GuideRelating a Case Folder to Another CaseTo relate a case folder to one or more other case folders:1. Open the Case...
User GuideManaging Client Case FoldersThe Client Case Folder is similar to the main Case Folder. The Client Case folder co...
User Guide      The case can be closed only by the current Primary Provider or a user with the role of       Co-Sign/Appr...
User GuideChapter 5: Managing ClientsManaging a case’s client information includes the following:       Adding Pre-Existi...
User GuideTip:   The minimal information needed to create a new client record is First Name and       Last Name. However, ...
User Guide                                   Editing a Client’s CommandTip: If you do not see the command you seek, contac...
User Guide   2. Enter in the edits and clicks the          button.Deleting Family Members   1. From the client demographic...
User GuideChapter 6: Managing ProgramsPrograms Management consists of the following activities:   •   Creating I&R contact...
User Guide                                One on One Contact Note formCreating a Group Contact NoteTo create a Group Conta...
User GuideCreating a PFM Program FolderTo create a Program Folder:   1. Initiate a Client Search from My FFSC Screen   2. ...
User GuideChapter 7: Managing NPS CasesThe NPS Case FlowThe basic process to follow when setting up an NPS Case is as foll...
User GuideNote: You will notice that the case status is set to “Pending.” All new NPS cases have a statusof Pending until ...
User Guide   6.      You will see the Client Demographics screen   7.      Fill in as much information as you have for the...
User Guide   3.      On the forms list, click on the link to the NPS Privacy Act form.   4.      Complete the Privacy Act ...
User GuideTo fill out one of these forms, click on the case participant’s name in the client list to view thatperson’s Cli...
User GuideAfter a Case Note form has been saved, it can be edited only by an NPS Supervisor. (An NPSHome Visitor may appen...
User Guide   1. Click the tab labeled NPS Screeners at the top of the MYFFSC screen.   2. You will see the NPS Screeners f...
User Guide   7. Note that the system automatically totals the numbers of Screeners and the number by      Branch of Servic...
User GuideChapter 8: Generating ReportsThe Reporting module allows users to create reports based on the information contai...
User Guide   3. The page will refresh and the Reports Filters for the selected report will be displayed:   4. Enter the pr...
FFSMIS User Guide
FFSMIS User Guide
FFSMIS User Guide
FFSMIS User Guide
FFSMIS User Guide
FFSMIS User Guide
FFSMIS User Guide
FFSMIS User Guide
FFSMIS User Guide
FFSMIS User Guide
FFSMIS User Guide
FFSMIS User Guide
FFSMIS User Guide
FFSMIS User Guide
FFSMIS User Guide
FFSMIS User Guide
FFSMIS User Guide
FFSMIS User Guide
FFSMIS User Guide
FFSMIS User Guide
FFSMIS User Guide
FFSMIS User Guide
FFSMIS User Guide
FFSMIS User Guide
FFSMIS User Guide
FFSMIS User Guide
FFSMIS User Guide
FFSMIS User Guide
FFSMIS User Guide
FFSMIS User Guide
FFSMIS User Guide
FFSMIS User Guide
FFSMIS User Guide
FFSMIS User Guide
FFSMIS User Guide
FFSMIS User Guide
FFSMIS User Guide
FFSMIS User Guide
FFSMIS User Guide
FFSMIS User Guide
FFSMIS User Guide
FFSMIS User Guide
FFSMIS User Guide
FFSMIS User Guide
FFSMIS User Guide
FFSMIS User Guide
FFSMIS User Guide
FFSMIS User Guide
FFSMIS User Guide
FFSMIS User Guide
FFSMIS User Guide
FFSMIS User Guide
FFSMIS User Guide
FFSMIS User Guide
FFSMIS User Guide
FFSMIS User Guide
FFSMIS User Guide
FFSMIS User Guide
FFSMIS User Guide
FFSMIS User Guide
FFSMIS User Guide
FFSMIS User Guide
FFSMIS User Guide
FFSMIS User Guide
FFSMIS User Guide
FFSMIS User Guide
FFSMIS User Guide
FFSMIS User Guide
Upcoming SlideShare
Loading in …5
×

FFSMIS User Guide

2,624 views
2,480 views

Published on

Published in: Technology
0 Comments
2 Likes
Statistics
Notes
  • Be the first to comment

No Downloads
Views
Total views
2,624
On SlideShare
0
From Embeds
0
Number of Embeds
11
Actions
Shares
0
Downloads
16
Comments
0
Likes
2
Embeds 0
No embeds

No notes for slide

FFSMIS User Guide

  1. 1. 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
  2. 2. 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
  3. 3. 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
  4. 4. 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
  5. 5. 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
  6. 6. 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
  7. 7. 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
  8. 8. 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
  9. 9. 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
  10. 10. 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
  11. 11. 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
  12. 12. 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
  13. 13. 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
  14. 14. 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
  15. 15. 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
  16. 16. 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
  17. 17. 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
  18. 18. 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
  19. 19. 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
  20. 20. 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
  21. 21. 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
  22. 22. 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
  23. 23. 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
  24. 24. 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
  25. 25. 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
  26. 26. 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
  27. 27. 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
  28. 28. 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
  29. 29. 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
  30. 30. 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
  31. 31. 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
  32. 32. 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
  33. 33. 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
  34. 34. 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
  35. 35. 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
  36. 36. 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
  37. 37. 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
  38. 38. 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
  39. 39. 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
  40. 40. 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
  41. 41. 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
  42. 42. 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
  43. 43. 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
  44. 44. 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
  45. 45. 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
  46. 46. 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
  47. 47. 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
  48. 48. 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

×