CYP Checklist to Joint Assessment Workflow

Once a digital CYP Checklist has been submitted, it appears in the “back office” as a new case.

As part of the Digital CHC back-office product there is a standard CYP Checklist to Joint Assessment Workflow process.

As a case progresses, according to the outcome recorded the relevant Workflow process and steps within it will be triggered.

CYP to Joint Assessment Workflow

Click on the “Workflow” option on the left-hand side of the screen. This will display a list of cases that you have access to according to their current stage:

You can click on the briefcase icon and this will drill you down into full case details:

You can view the submitted CYP Checklist data by clicking on the CYP Checklist tab:

The Documents tab shows any documents linked to the case, including a PDF copy of the submitted digital CYP Checklist and any supporting documentation:

You can view a Document by clicking on the icon that appears before the “description” field.

This includes a pdf of the CYP Checklist that was originally submitted:

The Timeline tab shows the audit trail:

The Notes tab displays any notes that have been added to the case. You can also add Notes by typing in the notes and then clicking on the “Save” button:

You can progress the Referral by clicking on the Workflow tab and clicking on the “CYP to Joint Assessment” workflow that has been auto-generated:

Once you have clicked on the “CYP to Joint Assessment” workflow you drill down into the process. The first step is “Responsible Commissioner Checks”.

1. Responsible Commissioner Checks

This is a decision stage in the process where you can click on one of three options:

No - Not Responsible CCG

If necessary, you can enter or amend the NHS number here (if the NHS number is missing or if an incorrect number was recorded on the digital Referral).

If you click “Progress” underneath “No” this triggers the “Not Responsible CCG Notification” step where you can generate a notification that is sent back to the user who submitted the Referral:

Click on “create notification” button and this calls the standard template.

Click on the “Save” button in the bottom right hand corner of the screen, which takes you back to the previous screen.

Click on the “progress” button to complete the step and this triggers the email back to the referrer.

This is then the end of the process.

Requires Investigation

If the responsible commissioner checks are going to take some time then you can click “Progress” underneath “Requires Investigation”. This keeps the case at this stage.

Yes – Responsible CCG

If necessary, you can enter or amend the NHS number here (if the NHS number is missing or if an incorrect number was recorded on the Referral).

You need to select which CCG is the responsible commissioner by clicking on the drop-down arrow and selecting the CCG.

Once you have selected the CCG click “Progress” underneath “Yes” the next step is triggered “Supplementary Information Checks”.

2. Supplementary Information Checks

You must select the patient’s GP surgery and the Local Authority from the drop-down lists.

Click on “Progress” to trigger the next step “Assign to CYP Nurse”.

3. Assign to CYP Nurse

Click on the “Choose” button to search for the CYP nurse:

Once a user has been selected they will then be shown as the Lead coordinator:

Click on “Progress” to trigger the next step “Clinical Checklist Triage”.

4. Clinical Checklist Triage

You are prompted to answer the question “Does the Checklist contain enough information to inform a pre-assessment decision?”

Yes

If you are happy with the information on the Referral, add comments in the Rationale text box then click on the “Progress” button underneath “Yes” the next step is triggered “Refer for full assessment for CYP CC Funding?”.

No

If you are not happy with the information on the Referral and you don’t want to progress to the next step click on the “Create Notification” button to call the email template where you can type in what information you need:

Once you have added the information click on “Save” and then click on the “Progress” button under the “No” option:

The referrer will receive an email with a link where they can add additional information and re-submit the CYP Checklist to the ICB.

5. Refer for full assessment for CYP CC Funding?

If “Yes” add comments in the Rationale for decision text box, then click on the progress button underneath “Yes” and that will trigger the next step in the process “Create Positive Outcome Letter”.

If “No” add comments in the Rationale for decision text box, then click on the progress button underneath “No” and that will trigger the next step in the process “Create Negative Outcome Letter”.

6. Create Negative Outcome Letter

Click on the “Create Notification” button which calls the Negative Outcome letter template:

Add any additional wording if required, then click Save:

Click on the “progress” button to complete the step. The letter will be generated and will be displayed on the Documents tab to be printed.

The Workflow process will now be complete and no further steps will be generated.

7. Create Positive Outcome Letter

Click on the “Create Notification” button which calls the Positive Outcome letter:

Add any additional wording if required, then click Save:

Click on the “progress” button to complete the step. The letter will be generated and will be displayed on the Documents tab to be printed.

The next step in the process is triggered “Schedule Joint Assessment Meeting”.

8. Schedule Joint Assessment Meeting

Type in the date of the meeting, time of meeting, location and then add participants.

To add a participant click on the + next to Participants:

This then allows you to select an “invite method” which is either:

· select user

· type in email address of a person you would like to invite e.g. patient’s relative

· type in person’s name (who isn’t a user and doesn’t have an email address)

Select User

To select a user click on the “Select user” option which calls the “User Selection” search:

In here you can search by:

· Organisation e.g. Local Authority, CCG etc.

· Group e.g. Social Workers

· Teams

· and/or Name

From the search criteria you will be presented with a list of matching records to choose from:

Once you have selected the user you must also record the user’s relationship to the patient using the drop-down list of options.

Type In Email Address

To enter an email address of a person that is not a user click on the drop-down list underneath “invite method” and select “email” and then type in the email address in the “Person” field. You must also record the person’s relationship to the patient using the drop-down list of options.

Type In Person’s Name

To enter a person’s name that is not a user nor has an email address click on the drop-down list underneath “invite method” and select “other” and then type in the person’s name in the “Person” field. You must also record the person’s relationship to the patient using the drop-down list of options.

Once all participants have been selected you can then generate a patient notification document by clicking on the “create notification button” at the bottom of the page:

Known data from the case will be pre-populated automatically into the document. You are able to add in any additional required information.

Once you have made changes to the document you click on the “Save” button in the bottom right hand corner of the screen. This saves the changes you have made and takes you back to the previous screen.

Click on the “Progress” button at the bottom of the page and this triggers the next step “Request Assessments”.

This generates emails to all users and participants with email addresses with details of the Joint Assessment Meeting:

9. Request Assessments

You can record which people need to do assessments prior to the Joint Assessment meeting and what type of assessment e.g. GP summary, specialist assessments etc.

The system will automatically display the email address of the patient’s Medical Practice so that a GP summary is requested (if required).

To request an assessment click on + next to Assessments:

This then allows you to either select an existing assessor or type in an email address of a person you would like to carry out an assessment.

To select an assessor, click on the “Select assessor” option:

To type in an email address of a person that is not a user click on the email icon:

For each person click to select whether they are required to either upload an external assessment (document) or to complete an electronic assessment by choosing the assessment type:

When choosing “File Upload” you are able to select the document type:

Once all assessors have been selected/added click on the “Progress” button at the bottom of the page which triggers the next step “Waiting For Assessments” and generates the requests for assessments:

Assessment Type “Assessment” generates an email with a link for the assessor to complete an MDNA:

Assessment Type “File Upload” will allow the assessor to upload a different type of assessment e.g. dietary assessment, GP summary etc. An email is sent to the assessor with the “File Upload” link on it so they don’t’ need to log in as a formal user:

10. Waiting for Assessments

As assessments are completed/submitted the user that requested the assessments will receive email confirmations. The email confirmation also includes details of how many assessments are outstanding for the case.

Once all requested assessments have been completed you can click on “Progress” (to confirm that you are happy for the Joint Assessment Meeting to go ahead):

The next step in the process is triggered “Waiting for Joint Assessment Outcome”.

10. Waiting for Joint Assessment Outcome

This step will automatically be completed once the Joint Assessment meeting has taken place and the CYP DST has been submitted.

Joint Assessment Meeting

To access the electronic CYP DST and to view all evidence linked to the case click on the Joint Assessment tab for the case:

Click on the Meeting code and this will drill you down into the meeting details:

On this screen, you can choose which documents that have been linked to the case should be visible during the Joint Assessment meeting. You can select any documents you feel should be visible during the meeting by clicking on the document and then clicking on the “Save changes” button.

Please Note - if you are attending a Joint Assessment Meeting where access to the internet might be limited it is advisable to download the documents prior to the meeting. You may also wish to use a blank CYP DST template during the meeting to record what is discussed with a view to copying and pasting your notes in once you are back in an area where you can access the Digital CHC system.

Click on the “Open DST” button in the top right-hand corner and this will open the meeting for the case:

Click on the “Connect” button and this will take you to the digital CYP DST:

You will see the Patient details on the first page. All other sections are listed down the left-hand side of the screen. To move between sections simply click on the name of section you want to move to.

You need to scroll down the page and complete all other Patient fields which are mandatory:

The Documents section will allow you to view all documents that you had agreed (on the previous step) could be shared during the Joint Assessment meeting.

All other sections mirror the paper CYP Decision Support Tool (CYP DST) with 10 domains listed. You need to respond to all 10 domains and all fields on the Decision page.

As the person running the meeting you can score the “level of need” by clicking on the letter of the score e.g. M (which is then highlighted in yellow) and then by clicking on the appropriate standard paragraph(s) that describes the need:

You can then add in comments in the “Describe the child or young person’s specific needs relevant to this domain” text box.

All domains on the CYP DST must be completed, even if it is to state there are no needs.

Once all domains have been responded to click on the “Summary” page on the navigation bar on the left-hand side of the screen. This will give you a summary of the scoring assigned to each of the domains:

When all fields are completed, at the bottom of the page, the “Submit” button:

The status of the Joint Assessment Meeting will now show as “under review”:

A new workflow has now been started “CYP Decisions”. Click on the Workflow tab:

You will see the active Workflow is “CYP Decisions”. Click on the name of the Workflow and this will drill you down into the first step in this Workflow: