Fiscal -

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Fiscal

Never click on the icon on the left. If something needs to be added contact IT.

Placements

Entering New Placements
Program Change
- Receive Child Transfers Program or to Another CFSF Home email
- Cases>Cases Rosters>Foster Care Open Cases>Find and open the child’s case
- Discharge>Case
  - Fill out the form
    - Date Discharge
    - Outcome = Program Change
    - Discharge Reason = N/A
    - Discharge To: = the Program
    - Click Ok
  - Readmit new case
    - Choose the correct program
    - Admission Date
    - Confirm the Office, Category, Funding Org, and Rate Lvl are the correct
    - Click Add Initial Placement button on the left
      - If receiving care: Add the placement email to the placement notes
      - Click Ok and then click Save
- *If program change is in the future (for example within BRS)
  - Enter an anticipated discharge date within the child’s current case
  - Click Save
  - Add new case, click on the “Entering New Placements” link from above
Transfer between CFSF Homes within the same program
- Receive Child Transfers Program or to Another CFSF Home email
- Cases>Cases Rosters>Foster Care Open Cases>Find and open the child’s case
- Click the Change Placement button on left
  - Placement Date
  - Placement With = the new home (must click on the button on the right)
  - Placement Type = Foster Home
  - Reason for Move = Transfer
  - If Receiving Care: click on the Comments tab and copy and paste the placement email
Discharge
- Receives Child Leaves CFSF Home email alert
- Cases>Cases Rosters>Foster Care Open Cases>Find and open the child’s case
- Discharge>Case
- Date Discharge
- Outcome = the Report
- Discharge Reason = N/A
- Discharge To = Copy and paste from the Report
- Click OK

Assignments

Add or Change Case Manager Assignments
- Clinical Directors will send case manager changes to updates@cfsf.net
- Go to Case Roster>Foster Care Open Cases>Select Client
  - Click Edit, within the General tab change the Case Manager or Secondary Case Manager
    - Add Secondary Case Manager for training a new staff member or filling in for a case manager
  - Click Save
To add or remove assigned Receiving Care Coordinator and Secondary Case Manager for Tier II
- Receiving Care Coordinator will update fiscal OR the CPI
- Go to Case Roster>Foster Care Open Cases>Select Client
  - Click Edit, within the General tab change the Case Manager or Secondary Case Manager
    - Case Manager = Receiving Care Coordinator
    - Add Secondary Case Manager for Tier II
      - Secondary Case Manager = Case Manager of the home
Add Social Worker Assignment
- Go to Case Roster>Foster Care Open Cases>Select Client
  - Click Edit>People tab
  - Add Relationship
  - Add pertinent information (name, phone #, email)
  - Click Save
Change Social Worker Assignment
- Go to Case Roster>Foster Care Open Cases>Select Client
  - Click Edit>People tab
  - Click on current social worker
  - Change pertinent information
  - Click Save
To add or change assigned BRS Clinical Director
- Go to Case Rosters>Foster Care Open Cases
  - Open client file
  - Go to the People tab
  - Click on Copy from Address Book
  - Click on the box next to the Clinical Director
  - Click Ok
  - Click on the Clinical Director
    - Click Edit
    - Change Relationship to “Clinical Director”
  - Click Save

CPA and AAR

CPA Referral Form (Only for CPA kids)

Fiscal will receive an email when there is a new placement
Click on the link>Add Report>Add CPA Referral Form
Fill out the pertinent information
- Click Draft
WAIT until you receive an email from ER for submit for approval of the CPA Referral Form
- Reject or Approve the Report
  - Reject the CPA if missing information. The case manager will fix an email for approval will be sent to fiscal
  - Approve if CPA is uploaded and information is accurate

AAR Report (Special Supervision)

- Fiscal will receive an email when there is a new placement, if placement has special supervision case manager will add report
  - Case Manager will submit for approval, fiscal will receive email
- Fill out any necessary pertinent information
  - Reject or Approve the Report
    - Reject the AAR if missing information. The case manager will fix an email for approval will be sent to fiscal
    - Approve if AAR is uploaded and information is accurate

Reports

Wednesday Placement Meeting

Go to Home Rosters>Licensed Homes>Group Homes>- List by Name –
Click Excel
- Open Downloaded Excel Sheet
  - Click Yes
  - Click Enable Editing
  - File>Save As
    - Change Web Page to Excel Workbook
    - Click Save
Delete Columns with these titles:
Business ID, Blank (column D), Worker, Orig License, Provider #, License Type, Address, Phone, Email, Available, Race, Gender, Church, Home #, Vendor #
Right click on Column F (Active Placements), Cut
- Right click on column B (Branch), Insert Cut Cells
Highlight all of the information (from A1 to H2**)
- Insert Table
- Make sure “My table has headers” is checked
- Click OK
- At the top click on the color you want the table to be from the Table Styles
Increase the size of column H (Placement Comments)
Select column B (Active Placements)
- press Ctrl + F
  - Click on the Replace section
  - Find what: = ),
  - Replace with: = Ctrl + J
    - press the Ctrl button and j and then release
  - Click Replace All
    - If you make a mistake here close the Find and Replace box hit Ctrl + z on your keyboard and try again
Click on the highlight all button (top left, looks like a arrow pointing towards Name)
- Double click between rows 2 and 3. The rows should get smaller
Sort by Branch
Within Er: Go to Home Roster>Licensed Homes>Group Homes>by Office
Highlight from “Total through Vancouver” and Copy
Paste it under the table within Excel
- Increase the font size
Click on View>Freeze Panes>Freeze Top Row