CareControl offers many tools to help streamline Family management processes to assist you in capturing the required information for the family while staying in compliance.
The Family Review is one of them; it is a self-assessment tool to allow you, a Family Specialist, to check for any potential errors. The Family Review rules stem from CDSS' 801A and SPR requirements.
The Family Review has 2 parts, one considered a short check of errors for the family’s care, while the other is a full review of the Family Info and Case as a whole.
Care Review: The “quick-check” of the Care Schedule of a particular child. This check is to be done, as Care Schedules are being created, to ensure the validity of the approved schedule.
Case Review: The “final-check” of the Enrollment Case as a whole. This can be done as you capture the enrollment details data to self-assess what potential errors there are before sending out the Notice of Action, to make sure all of the errors are corrected before moving on to another case.
I. Family Care Review
The Care Review, will pull information from the Care, such as Provider information, Needs, Overlapping times, and so forth. Once a Care Schedule is approved for a child, the Care Review will be available in that specific Care Schedule.
Once we are in the “Care Schedule” Tab, select the specific Care ID you would like to run the review on.
You will be able to run the Care Review by selecting the Review button on the bottom of the Care Schedule details.
A new pop-up window will open with a list of errors, including the Rule Code and a message as to what the error is.
After all errors have been corrected, complete steps 1-3 to confirm the errors have been removed.
❗️TIP: The Review Function in the Care Schedules Tab will only give you an overview of errors pertaining to that specific care schedule. It will not create a new entry in the Reviews Tab, but any errors found in the Care Schedule Review can also be viewed in any Family Case Review run.
II. Family Case Review
The Family Case Review gathers information from both the Care and Family Enrollment Information. The data is then compared to the 801A exceptions. The starting point to run the Family Case Review is from the “Cases” Tab.
Once in the “Cases” Tab, select the Case ID that you wish to run the review on.
You will be able to run the Case Review by selecting the Review button on the bottom of the Case details.
- A pop-up window will appear to select an As Of Month that you wish to run the review from. The month selected is important as the Review will pull family information that is relevant to the month that is selected for the review.
❗️TIP: A Family Case Review can also be run by clicking the Review button located at the Family File Header Bar. This bar is located at the top of the screen regardless of what tab you are in, allowing you to conduct a review at any time. When selected, a pop-up window will appear for your selection of which Enrollment Case and As Of Month.
3. After you’ve started the Review process from the “Cases” Tab, CareControl will redirect you to the “Reviews” Tab for a record of all reviews performed.
4. Within the “Reviews” Tab, you will have access to all the review records. The review record lists include:
a. Review ID, which is a hyperlink to view all the error details for each review.
b. Reviewed Time, By, Status of the Review.
5. When your Review ID returns errors, click on the specific Review ID hyperlink to view its details.
Inside the Review Details
This will open a new slide-out window that displays the description of the errors. You will then need to correct the errors as necessary.
Once the errors are resolved accordingly for the Family record, you may repeat the process to re-run another Family Case Review process (from Step 2).
❗️TIP: The Review tool is a self-assessment tool for you to self-check the Family records, you may delete the Review ID with the error details once the corrections are made.
When your new Review ID returns 0 errors, click on the specific Review ID hyperlink to view the Review details.
This will open a new slide-out window from the right to show the 0 errors in the details. From here you may Approve the Review Process to store it in the Family record.
❗️TIP: There will be cases when the Review will return an expected error, such as the system flagging that an income for a parent is 0 when they have no reported income. These can be ignored at the discretion of the case worker and agency policy.
Approving a Review
When approving the Review, you may choose to:
b. Add a Comment to capture more information for this Review record.
2. After the Review entry has been approved, it will list the Status, User Approved By, and Approved Time in the appropriate boxes