Transcript Creating Clear & Concise CASE NOTES

Creating
Clear & Concise
CASE NOTES
For TANF/Welfare Transition
Presented by Anita McLendon
Region 3
The Importance of Case
Notes
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Provide record of customer contact
Track the customer’s progress
Enable review of state/local policy process
Provide documentation for action
Useful in various settings (i.e. counseling,
assessment, Fair Hearing, etc.
Acceptable Case Notes
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Timely
Accurate
Concise but thorough
Relative to engagement in work
activities and employability
• Non-specific regarding medical or
personal situations
Descriptions in Case
Notes
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Situation or Problem
Meeting Content and Process
Telephone Contact
Objective Information
Focus on Facts
Entering Case Notes
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Correct customer?
Proof read
Correct dates/times?
Be respectful
Avoid abbreviations, acronyms and
jargon.
Case Notes
Should include the following:
• Current activity
• Next Appointment
• Documentation Due Dates
• Assessment of what may be or is happening with
customer
• Record of Career Counselor’s action or
suggestions.
• Note that Plan was updated and signed
• Any over site or corrections by the Career
Counselor
Essential Case Notes
• Work Registration Process
• Assessment Activities
• Individual Employment Plan or Alternative Plan (Initial and
Updates)
• Assigned Activities
• Participation or Non-participation in Assigned Work
• Failure to Participate
• Attempt to Contact
• Second Failure Within 30 Days
• Good Cause
• Relocation Data
• Fair Hearing Information
• Hardship Exemption
Poor Example
NOTES for:
Tracey TANF
12/07/2010 10:45:29 PM
Created by:
Robert Resource Room Staff
Tracey didn’t stay in the resource room much today. I
think she did complete one or two of the work readiness
components but was nervous and probably doesn’t know
much when it comes to computers. I think she needed a
smoke because she smelled like cigarettes. She said she
would come back another day so I wished her a “Merry
Christmas” when she left.
Good Example
NOTES for:
Wendy Welfare
10/25/2010 12:45:29 PM
Created by: Cindy Career Counselor
Client attended appointment with career counselor on Monday,
10/25/10. Vocational training time limits as well as Core
Activities were reviewed with client. Since Ms. Welfare has
obtained 25 hours unsubsidized employment per week she was
assigned to 15 hours per week in job skills training which will allow
her to complete her electrical wiring training class the end of
December. The day care referral was updated and issued to ELC.
The IRP was updated with client and signed. The Transitional
Services Reminder Letter was given and explained. Time sheets
were given to client to be returned at the next appointment on
11/5/10 at 9 AM.
Last But Not Least
• Any local policies or
processes that affect the
case should be documented
in case notes!
Final thought Remember case notes could cause
rewards or penalties for your
TANF/WT participants and program.
Good Luck Writing &
Entering Case Notes!