CARES User Manual
Contents
1. these contacts are case specific contacts such as the mother s attorney case worker foster home for all children CASA relatives etc b Type in the partial or full name of the contact and click search If your contact is in the system he she will come up in the list and you can add them that way by clicking Add next to the person s name Or if not in CARES you can Add Contact by clicking on that button You will then fill out all the desired contact s information and click save This will create a contact for the case To add a party specific contact please refer to the instructions on page 19 of this manual B once a contact is added to CARES by an office that contact will remain in the system for future use by that office Search for a contact before adding him her to the system Contacts should not be added twice c Youcan edit a contact s information at any time by clicking on his her name If you include an e mail address for a contact then you can click on the e mail address and a new e mail message to that person will automatically open est Headlines CARES Colorado Office of the C E A R E S Child s Representative Colorado Attorney Reimbursement Electvonie System OCR mjannicelli Log Off Change Password Case List Notifications Activity Log Search System Management Billing Reports Export Adding Contact to Party Ronald McDonald Name John Smith Type CASA Email Y Save X2. 23 CARES User Manual c Your Follow Up item will now appear under the Notifications tab Once you have completed this task you can click the green check box next to the item on the Notifications page to mark its completion See page 33 for additional information about the Notifications page A Once a Follow Up item is created it can be marked as completed in the Notification screen or edited deleted in the Case History screen Tools Help lu Latest Headlines CARES Colorado Office ofthe y Child s Representative C A R E S gt Colorado Attorney Reimbursement Electronic System OCR mjannicelli Log Off Change Password CaseList Notifications ActivityLog Search System Management Billing Reports Export Notifications Type Show Notifications fornext 15 days Type Description Cases Follow Up Call Case Worker 10JV4000 TEST Showing 1 1 of 1 24 CARES User Manual The Case History tab on the top toolbar next to Case Profile provides a list of all future entered events i e court hearings meetings follow up entries and past activities in your case listed in reverse chronological order E ory History caseld 8714f910 f10e 443b al ce cf7dc96c1279 e El Google org Case Started A Latest Headlines CARES 2 Colorado Office of the A Es A R E S Child s Representative Colorado Attorney Reimbursement Electronic System OCR mj
3. 30 CARES User Manual 2 Ending an Appointment on a Case a When your appointment on a case has ended you must end your appointment for each party in the CARES system Ending an appointment for each party will remove this case from your list of active cases in the CARES system and from your office billing details screen You must end your appointment if the entire case closes or 1f your represented party 1s dismissed from the petition but the case remains open for another user on CARES i e one child is dismissed from the case but another GAL still represents a child on that case Begin at the main Case Profile page Click the pencil edit image next to your final only appointment under the word Edit o d Enter the appointment end date and reason Aro end your appointment on an entire case you must end all of your appointments on all the parties you represent If you are still appointed to any parties on the case CARES will treat the case as active and include it in your case list since your case list is derived from your open appointments e The system will ask you to confirm that you want to end your appointment If you are sure click yes Your appointment will be removed from the case Click save when you end your appointment on a case that case will no longer show up on your list of cases in the case list screen You will not be able to enter any activity on the case You will have to re appoint you
4. Cancel 20 CARES User Manual 2 Adding Associated Cases a Add an associated case 1f you want to link two cases together For example if Andy Andrews is your client in a D amp N case and he picks up a delinquency case on which you are appointed you can associate these two cases This will allow you to split time and enter notes for certain shared activities just once as long as the case types are identical You may associate a case on which you are not appointed to one of your open cases but you will not have any additional access to case information on the associated case other than what is provided in the tan box which is available to all CARES users A vyou must add the new case to the system before you can associate it to another case Only click the Add Associated Case button once you have added the new case to the system following the instructions beginning on page 9 of this manual b Once you have added the additional case to the system click the Add Associated Case button on the main Case Profile screen of either case you wish to associate together You will be prompted to enter the case number All cases in all districts with that number in the statewide CARES system will pull up c Click add next to the appropriate case This case will then show up on your main Case Profile screen as an associated case You can link to that case s main profile page by clicking on the case number CARES OCR Bob
5. Enter in part or all of the contact s name If the contact has already been entered into the system by your office he she will appear and you can click Add next to their name If you have not yet added the contact it will say No Contacts and you can click Add Contact b Fill out the requested information and click Save This will take you to the Party Profile screen where you will see the contact for that party You can click on a case number at the bottom of this screen to return to that case s main Case Profile screen c IMPORTANT CONTACT FEATURE By clicking on a specific contact you may view all cases and parties on which that person is listed as a contact in your office This is viewed on the bottom of the screen under Cases You can link to the Case Profile page for each of the listed cases including the original case on which you were entering data by clicking on the applicable case number s You can also find this information through a filtered search which is discussed on page 35 Add Contact Cases Case Number Parties Court 10CA456789 Ronald McDonald 01 Jefferson Hamburger Man 12JV45678 TEST URM 01 Gilpin Ronald McDonald Laura D TEST Ronald McDonald 10JV4000 22 Montezuma John Kelway Bobby Brown 19 CARES User Manual 1 Adding Case Contacts a To add a contact to a case click the Add Contact button on the main Case Profile screen
6. that your office enter all case numbers in the following format 11JV 1234 beginning with the year as 2 digits reate Case dE an ocrcares org B Most Visited Getting Started ia Latest Headlines CARES 2 Colorado Office of th me olorado Office of the Child s Representative e C A R E 5 AED Oli ado Attorney beburement aciona Syarma OCR mjannicelli Log Off Change Password 9 Click SAVE at the bottom of the screen At this point the Case Profile screen will appear which indicates that you have successfully created your case A The Case Profile screen is your home screen for entering case information and user activity for a given case A You must ALWAYS CLICK SAVE after modifying your case activity in any way If you do not click save your information will be lost 11 CARES User Manual 1 Adding Parties The first thing to do after creating a case and filling out the first four identifying boxes is to add the parties on the case This includes all children parents or other named parties a The child is considered a party in the CARES system b Begin at the main Case Profile screen and click Add Party c Type in the full or last name of the party e g John Smithy or Smithy and click Search All parties with that name who have previously been entered by your office into the system will be listed If the desired party is already in the system click
7. the edit pencil button next to the person s name on your main Case Profile screen ettCSC CC CSSCNN EB hmps www ocrares org Case Edt caseld 8714F910 1102 443b al ce cfTdc961279 v c B Googie Qt O 18 Most Visited Getting Started la Latest Headlines C 10 18 1971 Father Bobby Brown 42012011 4128 2011 Adoption EJ OCR Bobby Brown GAL tor Chita 212012 2 11 2012 Error Ea f Choose the party type and associate that party with any other persons on your case For example if you choose Johnny as the child it will ask you to check the box next to his mother and or father if you have already added them as parties to the case Then select the party goal Click Save CARES User Manual 2 Adding Appointments Once you have added all the parties to the case you will need to add your appointment s to the case a Click Add Appointment on the main Case Profile screen b Check the box es next to the party ies you represent Fill out your capacity and the appointment start date The start date cannot be before the case open date Then click Save a1 817c 50b603615d75 w octcares org Appointment Edit appointmentid c24fc3c5 F899 416f a17c 50b603615d75 w Y Getting Started a Latest Headlines Office OCR X Laura D Intervenor 5 1 2012 Test boga Child 9 10 2007 GAL for Minor Ri ident Parent i 13 y r Minor RespondentP
8. S User Manual D ENDING APPOINTMENTS CLOSING CASES vou are required pursuant to your OCR contract to ensure that ended appointments and closed cases are entered into CARES 1 Ending an Appointment on a Party a On many cases you will have more than one child to which you are appointed In the event that your appointment for one child but not all children ends you will need to record this in the CARES system Ending your appointment to a party will not remove the case from your active case list unless you were only appointed to one party Your case list is derived from your open appointments rather than the status of your case Begin at the main Case Profile screen Under Appointments click the pencil edit button next to the child whose appointment you wish to end Enter the appointment end date and end reason The system will ask you to confirm that you want to end your appointment If you are sure click confirm and click save Your appointment will be removed from that child and the end date and reason will appear on your Case Profile page The party will be grayed out with stripes on the parties section of the page to indicate the ended appointment In the event that you are re appointment to a party on the case you can re add that person to your appointments by clicking Add Appointment Search System Management Bng Reports Export PT Case History Case Bling History
9. The Office of the Child s Representative CARES Case Management System User Manual April 3 2013 Table of Contents TALE OF CONTENTS cito lato tetsliiedetestesctelastadeons Ee LEE EEE EE iberia EEEE aeS 2 MANUAL OVERVIEW orenean Satie neh A a A 5 QUICK REFERENCE GUIDE MANDATORY ITEMS eeeeeseeseererrsrrreeresssrsrrsresesreeressseses 6 QUICK REFERENCE GUIDE ENTERING DATA AND ACTIVITY n 7 LOGGING IN TO THESYSTE Meco ii 8 ENTERING CASE DA TA AA e phe ee A Re A aes 9 Entering a Case Appointment omic anti 9 Adding Case Information Case Profile Page ooonnconiconocococcconnconncnonanononan ccoo nono ncn conocio rn nc rn nccnnc ns 12 Addins A O O 12 Adding Appomttments cuesicnndoicic calientita cial 14 Adding Assignments ii 15 Entering Editing Party Information Party Profile Page ononncnncninconncnnncnnocnnnancnnncn nono ncnnnacnnocns 16 Residencen enred cates Syed eee A ae aed ahs 16 PHONG RO 18 CHOON esate cdi e a A ace che TS A o lot 18 COntacts2 isis nett erent A Sa 19 Completing the Case Profile Page cti cae ies ee ean adie aed eta 20 Adding Case Contacts icin ae ai ene ei a 20 Adding Associated Cases eeeeecssseseseeeseeeseeeseecssecsaecsaecnsecsseesseeeseeeneeesaeseneeeaeeeseeenaeenaes 21 Erroring out a Case Entered by Mistake ooonoconccnoconococonoconoconoconnconnconn conc nono nono nonn nono n cnn nc ron ccnnccnnc ns 22 ACTIVI Aoi A ni a 23 Scheduling Activities coil a a
10. add next to the person s name If the correct party is not yet in the system click add new party You will be prompted to fill out the party s information and click save Once a party has been added a green message bar will appear at the top of your screen that will say party added to alert you that this function has been done correctly d Repeat this process for all Respondent s and Special Respondent s Ar you mistakenly add a party to a case you can immediately delete that party off the case ONLY if you have not yet added an appointment to the party detailed on page 14 Once you have assigned an appointment to a party that party can NEVER be deleted off the parties section of the main Case Profile page Please enter parties carefully Case List Notifications Activity Log Search System Management Case Profile Case History Adding Party to Case 20JV2000 OCR mjannicelli Log Off Change Password a johnny 4 Search First Name Last Name Birthdate Cases QAdd Johnny Berg 713111994 11JD48 add Johnny Fetz 12 4 1991 06JV1089 SH Add Johnny Maurice Melton 71151969 10JV1309 10JV1026 SHAdd Johnny Parrish 311911976 10JV266 DH Add Johnny Smithy 10 6 1999 Showing 1 50f5 Qadd New Party 12 CARES User Manual e Once you have added all the parties you will need to Edit the parties to specify the party type e g child mother guardian and goal Click on
11. annicelli Log Off Change Password Case List Notifications ActivityLog Search SystemManagement Billing Reports Export Case Profile Case History Case 10JV4000 TEST Show past6 months y Date Description ie Duration Edit Delete 2 6 2013 Schedule Follow Up Call Case Worker Melanie Jannicelli Fa 1 31 2013 9 00 AM Schedule Hearing Review Hearing Ronald McDonald Melanie Janniceni 6 1 24 2013 Administration 3 Metanie Janniceti 42 1 24 2013 Phone CASA Metanie Jannicelti 62 test new activity 1 1 2013 Consultation Appellate Counsel GAL 3 KidsVoice Support LWM test support call 1 22 2013 wi MJ 1 1 2013 General Legal Copying File for Appeal 56 KidsVoice Support 10 1 2012 Reopened on 10 1 2012 Cathleen Kendall 10 1 2012 Closed on 10 1 2012 Cathleen Kendall 72 a Most of the columns in case history are sortable Parties will be listed only for scheduled hearings where you have to select which parties were present at the hearings Parties do not appear under general activities such as meetings and phone calls b After entering court time and saving it you can go to the Case History tab and view your entry Your court time should appear on this list The completed activities listed in this log will reflect the activity on which you will be paid by OCR 25 CARES User Manual Entering Court Information Once the date of a scheduled hearing has arrived a user can enter court act
12. arent 1 25 20 McDonald j i John Father 10 15 1971 Kelway Bobby Child 4 1 2001 Brown Ceme ec 14 CARES User Manual 3 Adding an Assignment The next step is to assign yourself to the case A case will not appear on your case list if you don t assign yourself to the case a Click on Add Assignment on the main Case Profile screen b You will be prompted to choose your type of assignment e g GAL Paralegal Administration and your name to the case all users in your office will appear as options Thus for example you could add Sally Jones as your Paralegal and yourself as the GAL Click Save Then click Case Profile to return to your main Case Profile screen 1g Case Edit caseld 8714910 f10e 443b al ce cf7dc96c1279 Tr v e El Gcogie sd 5 Latest Headlines 73 CARES rr OCR Bobby Brown OCR Laura D TEST OCR Ronald McDonald Counsel for Child in D amp N Attorney CFI Attorney CFI 3 1 2013 x za aw 3 6 2012 an ea Mc Linda Weinerman Counsel for Child in D amp N Melanie Jannicelli Attorney CFI The other categories on the Case Profile screen including Case Contacts and Associated Cases will be discussed later on pages 20 and 21 respectively CARES User Manual 15 You have the ability to enter edit information that is specific to one p
13. aring type are not identical then you must schedule separate hearings for each case 2 Scheduling a Meeting a To schedule an upcoming meeting begin at the main Case Profile screen Click Meeting on the left hand tool bar column under Schedule and enter the applicable information about the meeting and click save b You may utilize the Schedule Meeting function so that the meeting is listed on your Notifications screen and then you can later enter information about the meeting under the Meeting tab under Activity c The use of Schedule Meeting is optional as you can still enter information about a meeting from the Activity menu even if you didn t previously schedule the meeting Ar you have any associated cases those case s will show up on the top of the meeting screen Check the box next to any associated case s for which this particular meeting also applies This will automatically split your time evenly amongst those cases when you later enter your time 3 Scheduling a Visit with a Child Currently a visit with a child is scheduled as a Follow Up item See below for instructions 4 Scheduling a Follow Up A follow up item can be viewed as a to do or a reminder a To schedule a follow up item click on Follow Up on the main left hand tool bar under Schedule It is also used to schedule a visit with a child b Enter the requested information and click save
14. arty such as residences phone numbers schools and contacts Begin at the main Case Profile screen Under Parties click the name of the person for whom you wish to enter specific information You will be taken to the Party Profile screen RESIDENCE To add a residence click on the Add Residence button Select the date the child was placed and choose the type of residence Then click either Select Provider or Select Contact RESIDEN CE DATA FOR CHILDREN MUST BE ENTERED INTO CARES a Ifthe residence is a foster home parent s home or relative kin then click on Select Contact and you can search enter for the applicable foster parent If the foster home is listed then click Add on the right hand side of the page b Ifthe foster home is not listed then click on System Management and then Contacts Click on Add Contact Add the known information and then select Foster Parent as the type Click save You will need to enter a foster home into CARES only once Return to the Party Profile screen and search for that foster parent and add her him c For all other residential types choose Select Provider ba comprehensive list of state wide providers has been included in the CARES database Search for the name or partial name of the desired facility and the facility will likely appear in the drop down list If your facility is not in the system e mail OCR at melanieja
15. assword Case List Notifications ActivityLog Search SystemManagement Billing Reports Export Case Profile Case History Case Billing History Schedule Case 10JV4000 TES Non Billable Visited Party Ronald McDonald John Kelway Bobby Brown Laura D TEST Date 4 3 2013 Location Foster Home Cancelled Reason Duration 14 y Travel 11 v Administration 0 y Note B Z U ae Met with child at foster home File Browse Entering All Other Case Related Activities Case related activities in this category are consultation draft pleading general legal phone research and review document The administration activity type is no longer active Do not attempt to use this category as it will give you an error a Begin at the main Case Profile screen b Select the applicable link on the left hand tool bar under Activity For purposes of this demonstration and the screen shot below we will click on the General Legal link c Enter the requested information including the activity performed and the duration then add any notes or attach note documents as necessary Please see page 36 for more information on attaching notes d Click save 28 CARES User Manual e Enter text messaging time under the Phone activity You can enter a note that you were texting in the notes section of this page OCR cannot view these notes f Currently Hearing Preparation and writing ema
16. by Brown Counsel for Child in DEN 3 1 2013 2 w OCR Laura D TEST Attorney CFI 1125 2013 2 x OCR Ronald McDonald Attorney CFI 3 6 2012 6 5 2012 Death 7 J x Add Appointment Case Name TEST Associated Cases No Associated Cases Add Associated Case Assignments Full Name Description Delete Linda Weinerman Counsel for Child in DEN x Melanie Jannicelli Attorney CFI x Add Assignment 21 CARES User Manual 1 have been entered e g a private pay case or defense attorney on a delinquency then you need to take the following steps to have the case errored out in CARES a Delete all activity on the case from CARES by going to the Case History screen and selecting the x under the delete column for each activity b Delete the case number in the tan box of the Case Profile screen and enter ERROR in that box and click Save c End your appointment for all parties and your assignment to the case d E mail melaniejannicelli coloradochildrep org and advise us that you need an errantly entered case deleted 2 If you enter an errant appointment on a case on which other OCR paid attorneys are also appointed e g you are GAL for an adult parent and there is also a GAL for the child ren then you need to take the following steps a Delete all of your activity on the case from CARES by going to the Case History screen and selecting the x under the de
17. check mark box next to that notification That item will disappear from your notifications screen 3 Activity Log The activity log allows you to view all activities you have entered for any given date Click the Activity Log button on the top tool bar Enter the date for which you wish to view the activities and click submit ao Ff All activities from that date will appear The underlined columns on the activity log page are sortable You can edit information on these activities from this page by clicking the edit pencil button next to the activity Yew Higtory Bookmarks Tools Log stVisited Getting Started A Latest Headlines CARES Colorado Office of the Y Child s Representative y c A R E S Colorado Attorney Reimbursement Electronic System OCR mjannicelli Log Off Change Password Case List Notifications Activity Log System Management Billing Reports Date 1 24 2013 vo Case 10JV4000 TEST Administration 10JV4000 TEST Phone CASA Add Non Case Activity 4 Adding Non Case Activity Non case activity is inter office activity which is NOT billable to OCR This activity is recorded in the user s Activity Log but the activity won t be tied to a specific case These items include file maintenance and in office staff meetings If you wish to make a record of a specific case you will need to note the case number in the notes section of the non case acti
18. e 14 to add your appointment to the existing case in the system At this point all of the information in the tan background will be visible to both you and all other CARES users All information in white i e user activity and attorney notes is office specific and will not be visible to any other CARES user unless the other user is considered part of the same office Two users are considered part of the same office if they bill OCR together for their work CARES User Manual 7 Tf your case is not in the system you will receive a No Cases message or you will simply not see your case on the given list and a button will appear at the bottom of the screen that will allow you to Add New Case Click this button Ty v e BX Googie ocreares org Case Search tting Started S Latest Headlines L CAI OCR mjannicelli Log Off Change Password 10 CARES User Manual 8 The Create Case screen will appear Enter the required information Dan six fields with the tan backgrounds must be entered for every case These are Case Number Court Case Type Date Opened Parties and Appointments The last two will appear once the case has been created The case name which is farther down on the screen will only be seen by members of the same office Each office should agree on a naming system which will be the most useful way to identify cases in that office An is vital
19. ee ee is 23 Scheduling a Hearing A O ON sieges 23 Scheduling a Meetings see hie aioli ena sas os ahead eee eae 23 SChed ulin ga VASIC ies ys ssi A A aetna ete 23 Scheduling a Folow Ups ld idad 23 Case History de al ea 25 Entering Activity scans iia ee eh eee een A nts Saat 26 Entering Court Information AAA IO 26 Entering Meeting Information eee eee cseeseecnsecssecesecesecesecsseeeeeeseeeseeseneseneeenaeenaeenaes 27 2 CARES User Manual Entering a Visual aa 27 Entering All Other Case Related Activities ooooocnocnnoconococonoconaconaconnconncnnn conc c ran nono nrnn conan 28 E mail amp Non Billable Activity oooonocnnnncnnncnnononocononcnonoconaconcconoconncnnn conc conc nrnn cra conan 29 Hearing Prepare atinada naaa caia 29 Ending Appointments Closing Cases sesesssscssecssecesecesecseceseceseeeseeesneeeseecseeesaecsaecaaesaeeaeeaeens 30 Ending an Appointment on a Party oo eee eeecssecseceseceseceseceeceseesseeeeeeeeaeeeneeeaaeenaes 30 Ending an Appointment on a Case eee eseessecssecssecsseceseceseeeseceseeeseeseneeeaeeeneeeaeeenaes 31 Closing a Casual il tii drops 32 NAVIGATING THE SYSTEM 00000 Aia 33 Viewing your Case lstaiaa tiara iii eiii gett 33 Notifications esseeri ra e a A A AAA SA 33 Activity LOG mic 34 Adding Non Cadse A Cu vity coi ast Se a 34 Searching fora Case Or a Party iii ebanista 35 Searching for a Cases with a Shared Contact ec ceeesecssecssecesecsseceseee
20. ell Phone of Child 210 222 47 days in current placement 2222 47 days out of home Mary Hubbard 1234 Main Road Somewhere CO Phone 303 321 1234 Mother Johnny Smithy Sophie Smithy School 1 Done Internet Protected Mode Off 37 CARES User Manual 10 Reports a The CARES system is equipped with several reports that users can run to collect various types of information on their cases b To access these reports highlight the reports tab on the top toolbar of your main Case Profile screen c A list of reports will appear Select the report you wish to run For the purpose of this demo we will use the Case Type report d Fill out the requested information on the report and click OK The report will run and populate the information according to the criteria you selected e You can export the reports to excel PDF or Word using the export button aseTypeReport ve B Google idlines 3 CARES Begin Date 10 3 2012 EndDate 4 3 2013 View OCR Md fi ofi b bl KJ J Find Next Case Type 10 3 2012 4 3 2013 38 CARES User Manual
21. en G Check the box next to the child ren with whom you visited d Fill in the information about the visit The system permits you to include hand written notes which have been scanned and then are attached typed notes from a word processing program which are attached or to type the notes directly into the Notes section under Visit Information about attaching documents is found on page 36 e A visit with location of At Court should only be used if you see the child at the courthouse not for that child s hearing If you spend time with the child at Court for a hearing for that child that contact is recorded under Contact with Client at Court under the Court tab where you will record information about that hearing f Click save 27 CARES User Manual g This visit will show up on your activity log and your case history screens and will list the child ren you visited under the parties column on both screens vou cannot schedule an upcoming visit via the Visit activity tab Please use the Follow Up function detailed on page 23 to schedule an upcoming visit if you desire to receive notifications about upcoming visits h When entering time for a visit a list of all associated cases will appear at the top of the screen Click the box next to any applicable associated cases in order to split time between the cases for your visit arted 3 Latest Headlines 3 CARES OCR mjannicelli Log Off Change P
22. i Log Off Change Password Case List Notifications Activity Log Search System Management Billing Search for a Party fonald med Search Cases 10CA456789 McDonald 9 10 2007 12JV45678 1054000 Showing 1 1 of 1 O Add New Party 6 Searching for Cases with a Shared Contact a You may also search CARES to determine on which cases in your office a specific party e g a DHS worker is included as a contact This is the second method for obtaining this list the first is discussed on page 19 i First highlight the System Management button on the top main toolbar of your main Case Profile page 35 CARES User Manual ii Click on Contacts and type the person s name into the field All contacts with that name will pull up Click on the correct contact and a contact profile page will populate At the bottom of that page will be both a list of cases on which that person is listed as a case contact and parties who list the contact as a party contact 7 Attaching Files a If you wish to attach the document to a specific activity begin at the main Case Profile screen Select Activity enter that activity and click Browse in the file section of the page Find the saved document on your computer and then highlight that document and click Open Click save to attach the file b To attach a document to a case but not to a specific activity begin at the main Case Profile scree
23. ile 36 CARES User Manual 9 e Previous versions of the case preparation sheet are not available once the sheet is updated for the next hearing If you want to keep a copy of the case preparation sheet you can either scan and attach the case preparation sheet to the applicable hearing or keep a hard copy in a file Edit caseld 8714f910 f10e 443b al ce cf7de96c1279 2 7 e E gt Googie sadlines CARES Billin xport BZ Ue ESSZEJO Permanency Plan Goals Visitation Plan Date of last Permanency Planning Hearing Current Services so cua Contact Sheet a The contact sheet is a PDF document that automatically generates by pulling information you have entered on your case The document is only as good as the information you enter You have the ability to print this document The information generated includes parties schools and contacts b To access the contact sheet begin at the main Case Profile screen Click contact sheet on the left hand toolbar You can print this document to add to your hard file if you wish Id 4 fr ofa dD bi fiom TH Findinet A O A Contact Sheet Case 10JV9999 Smithy Parties Bob Smithy 45 11 2 1965 Father Johnny Smithy Sophie Smitt hy Johnny Smithy 9 5 1 2002 Foster Home Child 2 days in current placement 26 days out of home Mary Hubbard 1234 Main Road Somewhere CO Phone 303 321 1234 Sophie Smithy 10 13 1996 Foster Home il C
24. ils letters and memos are listed under the General Legal activity tab g E mails or other communications can be copied and pasted into the Note field so that a record of the communication can be maintained in CARES Please note that copying and pasting can occasionally cause a skewed case history screen Delete extra spaces that copied over if this occurs D B Most Visted Getting Started ih Latest Headlines CARES Colorado Office of the Child s Representative Case 10JV4000 TEST 5 Entering Non Billable Activity Non Billable activities are those that OCR does not pay for but that you may still want to track as being completed in CARES Such activities include entering information into CARES paralegal assistant review of file billing etc a Begin at the main Case Profile screen b Select the applicable link on the left hand tool bar under Activity For purposes of this demonstration and the screen shot below we will click on the General Legal link c Enter the requested information including the activity performed and the duration then add any notes or attach note documents as necessary Please see page 36 for more information on attaching notes d Check the non billable box that appears on the upper right hand corner of the screen Save e The item will be saved to your case history and will appear in your case history with NB for the dollar amount 29 CARE
25. in toolbar and filter cases by All A Closing a case without ending all your appointments on the case will not move the case to your ended list You MUST end all of your appointments before closing a case in order for the case to move from open to ended g If you wish to re open a case for any reason you can do so beginning at the main Case Profile screen h Click Re open Case where the Close Case button used to be at the top of the screen i Enter the date and reason for the case being re opened and click save The case will be re opened and will once again appear in the user s list of open cases 2 Colorado Office of the Leh f amp Child s Representative v C A R E S Log Oft Change Pas 32 CARES User Manual PHASE IHI NAVIGATING THE SYSTEM 1 Viewing your Case List a To view all of your cases click Case List at the top left hand corner of the main tool bar b Ifyou have more than one user in your office you will need to select which user s case list you wish to view For example if Jane and Sally are both attorneys at the Jones Law Office Jane can choose whether she wants to see her cases or Sally s cases At this point you will only be able to see cases entered by your office You will also be able to sort by appointment status i e open ended all You can view all appointments for an entire office by selecting the office name Colorado Office of the Child s Representati
26. it would be recorded under write review visit staffing TDM memo Enter notes about the hearing in the Note box by manually typing them in the box or by attaching a previously completed word document Attaching a document is discussed on page 36 This is attorney work product which will NOT be accessed by OCR or CARES users in other offices Click save A Only check the box next to the child ren s name if they were present at the hearing This box does not indicate if the child is being represented but rather if the child was physically present at the hearing Case 10JV4000 TEST 26 CARES User Manual Ar there are respondents at different stages of the proceeding in the same case hearings as to those parties must be entered as separate hearings even if they are heard at the same time For example if the Court has a Review hearing for the Respondent Mother and a Pre trial hearing for the Respondent Father during one proceeding these must be scheduled as two separate hearings in CARES so that the appropriate outcomes for each hearing will be available You must split your time manually and enter the applicable time for each hearing in CARES Do NOT enter the entire hearing time for both hearings 2 Entering Meeting Information a Return to the main Case Profile screen which is reached by clicking on that tab On the left hand toolbar under Activity click on Meeting If you previously entered the meeting u
27. ivity time Ar you have associated cases you MUST enter HEARING time SEPARATELY on EACH case UNLESS the cases are identical case types i e both must be D amp N EPP cases or both delinquencies the hearing type is identical and the user s office is appointed on all cases If the case type and or hearing type are not identical then you must enter the hearing outcome and time for that portion of the hearing separately under each case Click Court in the left hand tool bar column of your main Case Profile screen under Activity Select the hearing and then select the outcome for that hearing If there are numerous children involved you may select an outcome for each child rather than an outcome for the entire hearing Virtually all possible outcomes should appear as hearing options but please e mail melaniejannicelli coloradochildrep org if you believe a hearing outcome is missing The tracking of outcome data is very important and your OCR contract requires you to enter hearing outcome information for all hearings Activities such as court have a billing option called administration This is a specific category that is only to be used for notes you would jot down either right before or after the event itself This time should average at 6 minutes and should almost never exceed 12 minutes If you are doing anything that takes over 12 minutes you need to record it in a more specific category e g writing a memo about a vis
28. lete column for each activity b End your appointment for all parties you represent and your assignment to the case E mail melaniejannicelli coloradochildrep org and advise us that you appointed yourself in error and provide the case number DO NOT change the case number if other CARES users are appointed to that case 3 If OCR has paid you on a case in error please e mail melaniejannicelli coloradochildrep org to discuss the case 22 CARES User Manual PHASE H ACTIVITY 1 E WORK A SCHEDULING ACTIVITIES 1 Scheduling a Hearing a To schedule a hearing begin at your main Case Profile screen b Click on Hearing under Schedule at the left hand column You may notice that the Court button under Activity is inactive The button will become active once an entered hearing date has occurred Please refer to page 26 for a discussion of Court activity i Check the box next to the parties involved in that hearing ii Fill in the required hearing information about the hearing and click save A vou must schedule a hearing in order to later input data about that hearing This is REQUIRED Ar you have associated cases you will not be able to schedule the hearing for both cases at once UNLESS the cases are identical case types i e both must be D amp N EPP cases or both delinquencies the hearing type is identical and the user s office is appointed on all cases If the case type and or he
29. n Click on attached files on the left hand tool bar under the documents heading c Select the document type and enter a description Attach the document and click save d Toaccess the document click on the Attached Files link for that particular case leadlines CARES Colorado Office of the At A Y Child s Representative LA amp C A R E S Colorado Attorney Reimbursement Electronic System OCR mjannicelli Log Off Change Password Case List Notifications Activity Log Search System Management Billing Case Profile Case History Case Billing History Attachments Case 10JV4000 TEST File Name Date Created TEST doc 23 5 25 2011 1 15 15 AM Attached File Type CASA Report Description Notes from CASA File Browse Y Save Cancer 8 Case Preparation a The case preparation document was created as a template to quickly enter key information notes on a case as a quick reference for a meeting or court It is an optional tool but very useful b To access this document click on case preparation on the left hand tool bar of your main Case Profile screen c The template will appear and you can type in your desired information and click save d These notes will appear the next time you access this page of the CARES system and can be edited as necessary You can click the download to PDF button and a PDF document will be created that you can print as a summary for your hard case f
30. n the correct format which is two digits for the year two for the case type and three for the case number unless the case number is four digits long Examples 10JV006 09DR156 12JD023 11JV 1523 e Enter information carefully Neither you nor OCR can delete errant entries Refer to page 22 of this manual if you have entered a case mistakenly e OCR will NOT view your attorney work product e Residence data for children must be entered into CARES and updated for each move The CARES system should always have a child s current placement date e You must schedule a hearing in order to later input data about that hearing e You must enter all contact you have with the children on your cases into CARES The CARES system will be used to measure compliance with the CJDs e Ifyou attend a staffing meeting at which the child ren are present that staffing meeting should be entered under Visit rather than Meeting ALL in person contact must be entered under Visit except for contact at court for a hearing for that child e Visits at a home when a child is NOT present should be entered under Meeting e The CARES system is the OCR billing system so all cases must be entered into the system in order for you to be paid for your work Please reference the billing manual for details on billing in the CARES system e Your OCR contract requires you to enter hearing outcome information for all hearings e All closed cases mu
31. nder the Schedule tab then find that scheduled meeting by selecting the date The previously entered meeting should appear as an option under the top drop down list under meeting Fill in the required information and write attach any notes as necessary Attaching notes will be addressed on page 36 Click Save b Ifyou did not previously schedule the meeting in CARES you may still enter the meeting information by selecting Meeting under the Activity tab Fill out the requested information about the meeting but the top line of that screen labeled Meeting will remain blank since this was not a previously scheduled meeting c If there is an associated case and the user indicated that the meeting applied to both cases by checking the box next to the associated case then the time will be split between the 2 cases which will be reflected on the Case History page Please see page 25 for more information about the Case History tab IMPORTANT NOTE If you attend a staffing meeting at which the child ren are present that staffing meeting should be entered under Visit rather than Meeting CARES tracks contact with a child only if the contact is logged under Visit 3 Entering a Visit a Entering information about a visit includes an additional step of selecting a party whereas the other option under Activities do not b Click Visit on the left hand tool bar on the main Case Profile scre
32. nnicelli coloradochildrep org with the facility contact information and it will be added d Click Save e The residence will then appear in the party profile screen If you click on the green globe next to the residence address you will be given a direct link to the location on Google Maps f Ifa child changes placement you record this by adding a new placement per the instructions above 16 CARES User Manual 2 Colorado Office of the Y Child s Representative gt AO Colorado Attorney Reimbursement Electronic System OCR mjannicelli Log Off Change Password Export CaseList Notifications ActivityLog Search System Management Billing Reports Party Profile Residences First Name Ronald Last Name McDonald Birthdate 9 10 2007 5 Age Gender M y Race Ethnicity kd Last Visit Outside of Court 12 19 2011 Community Setting Cathleen Kendall Current Residence Home 93 Days in Current Residence 0 Days out of Home sdfgs ae Add Residence Phone Numbers No Phone Numbers g NOTE The Residences tab will provide a detailed list of all of the placements for a particular child dates in out of placements the length of time the child was at each placement and a total for the number of days the child has been placed out of home The Party Profile page will only display the child s curre
33. nt residence You must click the Residences tab to see a full history of residences h By clicking on the residence name under the Party Profile screen or the Residences tab you can view a list of all children in your office who are currently placed in that residence RESIDENCE DATA FOR CHILDREN MUST BE ENTERED INTO CARES AND UPDATED FOR EACH MOVE THE CARES SYSTEM SHOULD ALWAYS HAVE A CHILD S CURRENT PLACEMENT DATA Your contract with OCR requires that the placement data for each child be up to date 17 CARES User Manual tory partyld 80787ccb b5fa 43d9 ad0e 73376e4b60b0 e BY Googie adlines CARES Colorado Office of the J Child s Representative s F D Colorado Attorney Reimbursement Electronic System OCR mjannicelli Log Off Change Password Case List Notifications Activity Log Search System Management Billing Reports Party Profile Residences Residences for Ronald McDonald Residence Type Date In Home 12 31 2012 Runaway 12 21 2012 12 30 2012 8 8 OE Home 12 12 2012 12 20 2012 Group Home 5 4130 2012 12 11 2012 Savio House Foster Home 5J 71412011 4 29 2012 John Smith Residential Treatment Facility 5 23 2011 7 3 2011 Tennyson Ctr For Children Co Christian Home Q Add Residence Return to the Party Profile page by clicking on that link at the top of the page PHONE To add a phone number for the party e g the party s cell phone or work
34. number click Add Phone Number and you will be able to indicate the number and what type of phone it is Click save Click the Party Profile tab to return to the main party profile screen SCHOOL To add a school you will click the Add School button Search for your school select the school and hit save Click the Party Profile tab to return to the main party profile screen Ba comprehensive list of state wide schools has already been populated into the CARES database Search for the name or partial name of the desired school and it should appear as one of the options If the school is not in the system e mail OCR at melaniejannicelli coloradochildrep org with the school contact information and it will be added a By clicking on the school s name from the Party Profile screen you will see a list of all children in your office who have attended that school Because CARES does not record in out data for schools the list will include all children past and present who attended that school 18 CARES User Manual 6 CONTACTS To add a contact for the party click on the Add Contact button on the party profile screen contacts added to the party profile screen should be person specific contacts Examples include A child s teacher a child s therapist etc Contacts for the entire case e g social worker CASA should be added on the Case Contact page which will be discussed on page 20 a
35. ointment A Remember that the CARES system is the OCR billing system so all cases must be entered into the system in order for you to be paid for your work To enter a new OCR case place your cursor over the search button on the main toolbar at the top of your screen Two options will appear Case Search and Party Search Click Case Search In the space provided enter your case number i e 11JV1234 All cases currently in the CARES system with that case number for all districts will appear on the screen Please read the district information carefully as the lower case numbers will be in the system numerous times Don cannot enter a case without first searching for it in the system It is important to search for your new case first so that duplicate cases are not inadvertently entered into the system Duplicate cases can result in inaccurate data and billing If your case is in the system already because either 1 you are taking over the case from another attorney or 11 you are appointed to represent a party and another GAL on that case has already entered the case into CARES select the previously entered case by clicking on the case number Skip to page 14 for instructions on adding your appointment and assignment to that case Ar your case appears in the case search DO NOT re add the case It is imperative that identical cases are not duplicated in the system Follow the instructions on pag
36. rself to enter any activity or modify the case Dar operen A y Status Open LgClose Case Parties eparation First Name Last Name Party Type Edit Birthdate Delete tt Note Susan Johnson Child e 10 19 1999 x Qadd Party Appointments Show All Name Parties Represented Capacity Date On Edit End ocr Eon GAL for Child 4 28 2011 3 39 28 PM 7 a Case Name Johnson Delinquency Two Case Goal v 31 CARES User Manual 3 Closing a Case a Only when a case has completely closed and the court has terminated jurisdiction on the case should you close the case A Betore closing a case make sure there are NO other attorneys parties still active on the case If one user closes the case it will also close the case for any other attorney s on that case Only the last attorney on a case should ever close out a case completely in the CARES system b Begin at the main Case Profile page At the top of the page click the blue Close Case button This button is located directly under the Date Opened field d Enter the close date and the reason for closing Click Save e End all assignments and appointments if you have not already done so f If you have ended your appointment s on the case and you close the case then that case will no longer appear on your list of open cases If you wish to view closed cases click the Case List button at the top of the screen on the ma
37. seeseeeesaeeeseeeseecaaecaeeaeenaeens 35 Attaching Piles aoa eroten o A aa EE EEE Aa aii 36 Case Preparan te ta ea lr adecco 36 Contact cit dr rias 37 Report An 38 3 CARES User Manual System Requirements 1 A computer with high speed internet access 2 An updated version of an internet browser We recommend Chrome and Firefox but Internet Explorer version 8 or 9 also works OCR cannot guarantee support with for the CARES system on Ipad Imac machines or Safari internet browser 3 A username and password for EACH user who bills OCR for his her time This will be provided by OCR Do not share usernames or passwords contact OCR to remove edit add a user to the system Manual Overview This manual is designed to walk a user step by step through the system We have also included two quick reference guides which cover the most important information for entering case information and user activity These sections can be found on pages 6 and 7 CARES User Manual QUICK REFERENCE GUIDE MANDATORY ITEMS e Enter appointments into CARES within 48 hours of the appointment e All cases must be entered in the correct format which is two digits for the year two for the case type and three for the case number unless the case number is four digits long Examples 10JV006 O9DR156 12JD023 11JV 1523 e Everything in brown on the case profile screen must be entered completely for every case case number court type date opened
38. st be closed properly Attorneys must close the case end their appointment s and end their office s assignment s All three steps must be completed in order for a case to be considered properly closed Do not close a case if other attorneys are still working on the case and your appointment has simply ended Refer to the previous bullet point in this situation CARES User Manual Logging in to the system 1 The website address for the CARES System is www ocrcares org 2 Enter your assigned username and password and click Log on If you have forgotten your password you can click the Forgot your password link enter your username and a new password will be emailed to you TL A splay B coi Pin epei ocrearesongAccow mu Peay aoe Prep ea 7 3 When you log in the first screen you will see is the Notifications screen The Notifications screen will allow you to view all upcoming hearings meetings or items events marked as Follow Up that you have entered into the CARES system This is described in more detail on page 33 4 Navigation links to move to different pages are found at the top of each page CARES User Manual PHASE 1 ENTERING CASE DATA A ENTERING A CASE APPOINTMENT IMPORTANT ONLY APPOINTMENTS PAID BY OCR MAY BE ENTERED INTO THE CARES SYSTEM When you are appointed to a new OCR case you will need to enter the case into the system within 48 hours of the app
39. status open or closed parties and appointments e Assignments must be entered on the case profile screen on all cases e All activity billing must be entered within 30 days of the date of service Attorneys must enter billable time into CARES in order to get paid e Residence data for children must be entered into CARES and updated for each move The CARES system should always have a child s current placement date Residence updates changes must be entered within 72 hours of the attorney learning of the placement e Disputed items must be addressed within 30 days of the date of activity Attorneys are strongly encouraged to review disputed items once per week e If an attorney comes off of a case for any reason but the case does not close the attorney must end his her appointment and assignment but not close the case e All closed cases must be closed properly Attorneys must close the case end their appointment s and end their office s assignment s All three steps must be completed in order for a case to be considered properly closed Do not close a case if other attorneys are still working on the case and your appointment has simply ended Refer to the previous bullet point in this situation CARES User Manual QUICK REFERENCE GUIDE ENTERING CASE DATA AND ACTIVITY e SAVE You must save before you leave a screen or begin editing a new section of a screen or the data entered will be lost e All cases must be entered i
40. ve v C A R E S Cairada Attorney Reimbursement teci Sestrm CR mjannicelli Log OTF Change Password c The columns in your case list are sortable You can click Case Name and it will sort your cases alphabetically by name You can click Date Opened and it will sort accordingly By default the cases will be sorted by case number d You can also filter these results with the second drop down box choosing All Open or Ended cases Please note that these headings refer to appointments and not case status A Currently cases where you have ended your appointment on one or more children but not all will appear in both the open and ended case lists e Clicking on a case number will take you to that case s main Case Profile screen f You have the ability to search for cases created outside your office See number 5 below for details 2 Notifications a The Notifications screen allows you to view upcoming events on all cases i e hearings meetings and events needing follow up in one place This is the default screen when you first log into the CARES system b To access the Notifications screen click Notifications on the top tool bar 33 CARES User Manual c Filter the criteria choosing the notification type and date range in number of days d Any notifications that fall within the chosen criteria will appear on the screen To mark a notification as completed click the green
41. vity you are entering These items will NOT appear on your bills and you will not be paid for them a If you wish to record non case specific related activity begin at your activity log b At the bottom of the Activity Log screen click on the button labeled Add Non Case Activity c Fill in the information and click save 34 CARES User Manual 5 Searching for a Case or a Party a You have the ability to search for an existing case or party in the CARES system This is particularly useful when a youth picks up a delinquency in another jurisdiction and you want to coordinate with the other appointed GAL or associate that case to yours b Hover your mouse over search on the main tool bar at the top of the screen Select either Case Search or Party Search c Type the case number or name of the party in the field provided d All cases in all districts with that number or parties with that name which have been entered into the system will appear You can access either the Case Profile pages for any of these cases by clicking on the case number or the Party Profile pages by clicking on the person s name unless you are appointed on a case you will only be able to view the information in the tan box when you access the case s main profile page adlines _ CARES 8 Colorado Office of the C A R E S y Child s Representative Y n Colorado Attorney Reimbursement Electronic System OCR mjannicell
Download Pdf Manuals
Related Search