Family Services iris data Dictionary For Child first/Integrated Family Services Program




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CASE NOTES

It is not mandatory to record case notes on IRIS. If case notes are recorded, practitioners must ensure that these notes are recorded in accordance with their organisation’s recording standards and procedures.


IRIS has been designed primarily as a data collection system, not a case management system. IRIS has limited capacity to manage case notes. Notes can be recorded about the client on the Client Notes screen. Case notes can be recorded on the Case Notes screen, and when completing the Service Details screen.
These three different locations do not reference each other, so if case notes are being recorded care should be taken to develop agreed local practices so that practitioners know the notes are present. There is no marker on the system that indicates that notes have been entered.
Limitations of Case Notes

Case Notes: these are located on a tab on the case screen. They allow for one long list of case notes to be created which are separated only by the timestamp. Although this screen has a great deal of capacity it is not infinite. This screen should only be used to save up to about 20 pages of text. If a case has been open for some time and many notes have been added, practitioners should be aware of this limitation.

Notes on the Service Details and Client details screens: these screens only allows for a brief note, up to 2000 characters or about half a page, of text.
Case Notes do not transfer when cases are exported to and from Child FIRST

CLOSURE screen ca00-5

The closure details provided in IRIS provide an indication of the outcome and effectiveness of service.

The closure details have three components:

  • Case Outcome

  • Point of closure

Taken together, the closure details can be more descriptive than when considered individually. For example, ‘goals met partially’ with a point of closure ‘at assessment’ and a closure reason of ‘family withdrew’ tells a different story to ‘goals met partially, closed ‘at ‘assessment’ and ‘transferred to another agency’.

When closing cases at intake the following closure field sequences are recommended:



  1. Intake closure (Child FIRST, local agency) – no Family Service allocation:

  • Case Outcome:– Not applicable + Point of closure:– At Intake + Reason for closure: (select most applicable. Use ‘service plan met’ when Intake Outcome consistent with referrer and/or family wishes)

  1. Intake closure (Child FIRST) following closure of referral case allocated through refer case with track progress option:

  • Case Outcome:– Not applicable + Point of closure:– At Intake + Reason for closure:- referred to other agency (CF does not have to take account of the other agencies case closure decisions)

When completing case outcomes, it is acknowledged that achievement of a goal may be a matter of subjective judgement rather than something that can be measured empirically. Agencies and workers should use their skill and expertise to make an informed judgement about the degree to which service plan goals were reached when reporting against this field. Most recent goals are those that need to be addressed. Cases closed before an acknowledgment of agreed goals with the family should use the closure outcome of ‘not applicable’.

Outcome measurement processes for Family Services will be developed. Outcome measurement will include mechanisms to measure statewide, catchment and individual outcomes. (see page 56-57 of A strategic directions framework for Family Services – 2006)

The Strategic Framework for Family Services (2006) states that Family Services is committed to completing ‘child and family action plan’ in collaboration with families. A minimum expectation for a child and family action plan is a statement on the client file about the goals for the intervention, as agreed with the family. It is the goals, as agreed with the family that are the benchmark for determining the case outcome.

Every ongoing substantive case must have goals stated as a minimum requirement of the child and family action plan.



The practice guideline is that cases are to be closed if they have not received a service within a three month period.



Remember that a case is not closed until the details in the closure tab/screen have been completed/saved and ‘Closed’ shows in the case status field (top left of the screen). Only then will the case status be closed.





Terms

Definitions

Counting and interpretation
CASE OUTCOME



Goals reached fully

All goals in the service plan were completely achieved to the satisfaction of the family and the worker.

Hours of service are not recorded in this screen. To record the hours use the ‘Services – Indirect Service – Case Closure’.

Goals reached substantially

¾ or more, but not all, of the goals in the service plan were completely achieved or some level of accomplishment of individual goals was achieved.




Goals reached partially

At least one but less than ¾, of all the goals in the service plan were completely achieved.




No goals reached

None of the goals in the service plan were achieved.




Not applicable

No goals set. Case closed prior to child and family action plan being developed.

Case closed before an acknowledgment of agreed goals with the family should use the closure outcome of ‘not applicable’.




POINT OF CLOSURE

At Intake

New field for all intakes closed without allocation for ongoing Family Service casework (ie all intake outcomes other than Family Service allocation)




Prior to assessment

After the referral has been accepted but before the assessment could be carried out.

Hours of service are not recorded in this screen. To record the hours use the ‘Services – Indirect Service – Case Closure’.

At assessment

During the process or completion of assessment, but prior to a child and family action plan being developed.

As above

After assessment, before child and family action plan completed

The child and family action plan has been developed but not completed.

As above

At completion of all action plan activities

When a decision has been made to close the case as all goals have been achieved, or as many as possible.


As above

REASON FOR CLOSURE

Client/family did not engage with the service

Following all attempts to engage the family, service is declined. Not a planned closure.

All service hours provided will be counted through the activities function.

Client/family ceased contact with agency

When the family ceases contact without notice to the agency. Not a planned closure

As above.

Client/Family moved from area

When a client/family moves to another area and the service is no longer involved with the family. Agency is not aware of another service being involved with the family.

Planned closure.



As above.

When a family moves from the area and if the agency is aware that the family is engaged with another service select ‘transferred to other agency’.



Client died

When a client has died and no further involvement with the family is required.

Planned closure



As above.

Client/family referred to another agency

Where a family is referred to another agency/service and no further service is planned by this agency.

Planned closure.



As above.

Client/family withdrew

When the family advises the agency that they are withdrawing from the service.

Planned closure.



As above.

Agency withdrew

When an agency decision is made to withdraw service for any reason.

As above.

Client/family completed service plan activities

When a family has completed all service plan activities regardless of the outcomes.




Transferred to other agency

When a family transfers from your agency to another, eg: family relocates or agency refers family to another agency.




4 GROUP WORK screen gp01

All families/clients who are recorded as participating in a group conducted by a Family Service must be assessed as meeting the criteria for Integrated Family Services and have an open substantive case recorded on IRIS and be registered in the group as per the below fields. Workers can then automatically update the group service activity and hours for the client when the worker attends group sessions. New clients can be added to the group after the group has commenced. Do not remove clients from the group if they leave or stop attending.

The IRIS statistics report will be able to report on both ‘client hours’ and ‘agency hours’ in relation to the group work delivered. For more advice about the Group Work function, enrol in an Intermediate IRIS training course. (IRIS training schedules can be viewed on the web site: www.irissupport.com.au or contact the IRIS Helpdesk).

A group work activity is generally referred to as special purpose, e.g. an anger management or parenting group. A wide variety of group work can be provided with groups being short or long term with fixed or changing membership. Groups can provide an education focus, provide skills training or offer therapeutic or self help intervention. (See page 65 – 66 A new strategic framework for Family Services – 2006).


Terms
Definitions
Counting and interpretation

Name

Name of Group – Mandatory field




Start

Date group commenced




End

Date group ended

Including an end date will indicate that the group is closed. Leave the end date blank until group has finished.

Case

Family Services – DHS




Case Type

Family Services




Source of Funding

DHS or Child FIRST (Child FIRST provider only)




Add Client

Select client’s name from the substantive client list

Selecting ‘Add Client’ will raise the substantive client list. More than one client can be selected by holding down the Ctrl and highlighting on the client names.

Remove Client


Individual clients can be removed from the client list within the group




Client is Active

Tick box that will indicate whether the substantive record of the client is still active

Only active clients will receive a service through the group function Clients who do not attend a particular group session can be marked as temporarily ‘inactive’ while the service is applied and then made active again when they attend the next group session.

New Service

Always select group work from the ‘Select Type for New Service’ option, other than a no show for those clients that did not attend the group session.

A service details box will appear once the service type is selected. Follow the prompts and ensure all time is included. Include preparation and case notes as groupwork hours

Order by First Name

Tick box that will order clients by first name.

Clients within a group list can be ordered by first name. Clients will be ordered in the group list by surname if the box is not ticked.

Group Active

Tick box that will indicate if the group is active.

A group by default is active and there is a tick in the box. If a group finishes or ceases to function the box can be un-ticked and the group will no longer show in the Group List screen.

The Group List screen has a Show Active Only box which by default has a tick in it. Only active groups will show in the screen. Un-tick the Show Active Only box to view all groups (active and inactive).



Delete Group

If no services have occurred in relation to the group, the group can be deleted







1 Department of Human Services – Disability Services Access Policy Implementation Guide

2 Department of Human Services – Disability Services Access Policy Implementation Guide

3 A Better Place, Victorian Homelessness 2020 Strategy

Family Services IRIS Data Dictionary 2013


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