CYP Decisions

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 Decisions Workflow process.

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

CYP Decisions 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 Decisions” workflow that has been auto-generated:

Once you have clicked on the “CYP Decisions” workflow you drill down into the process. The first step is “CYP Recommendation”.

1. CYP Recommendation

Type in recommendation into the Recommendation field.

Click on the “Progress” button and the next step is triggered “CYP Quality Assurance”.

2. CYP Quality Assurance

All questions are mandatory.

Click on “Progress” to trigger the next step “CYP Further Work Required?”.

3. CYP Further Work Required?

If further work is required, record details in the Rationale text box, then click “Progress” underneath “Yes, further work is required”. The CYP DST will then be sent back to the Nurse for further work.

If no further work is required click on the “Progress” button underneath “No, not required” which triggers the next step in the process “Notify Panel Administrator”.

4. Notify Panel Administrator

To select a Panel Administrator click on the + next to Panel Administrator:

This then allows you to select a person:

Click on “Select person” which calls the User 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 they will be displayed as the Panel Administrator:

Click on the “progress” button and the next step which triggers the next step in the process “CYP Awaiting Panel Administrator Response”.

An email is sent to the Panel Administrator prompting them to complete the step in the process:

The link in the email allows the Panel Administrator to view and download the DST and supporting evidence for panel:

The Panel Administrator can then click on the Workflow tab on the case:

The Panel Administrator will then click on the Workflow stage “CYP Awaiting Panel Administrator Response” to record the Panel Meeting details:

Once all fields have been completed click on the “progress” button which triggers the next step in the process “CYP Panel Meeting Details”. 

5. CYP Meeting Details

This step allows the user to invite Participants to the CYP Panel Meeting. The meeting details are pulled in from the previous step in the process where the Panel Administrator has set up the meeting.

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 click on the “progress” button which triggers the next step in the process “Joint Eligibility Decision”.

A CYP Panel Meeting scheduled email is automatically sent to all meeting participants:

6. Joint Eligibility Decision

Select the Decision, type in the Rationale for Decision.

Click on the “progress” button which triggers the next step in the process “CYP LA Review”.

7. CYP LA Review

This step allows the Local Authority to review the Joint Eligibility Decision. It pulls in the Joint Eligibility Decision and the date of the CYP Panel meeting automatically;

To record which LA Worker should be sent the link to review the Joint Eligibility Decision click on the + icon, then click on “select person” 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 click on the Progress button:

This triggers the step “CYP Decisions: Awaiting LA Response”:

An email is sent to the user requested to review the Joint Eligibility document:

The link on the email allows the user to view the Joint Eligibility Decision that was recorded:

This allows the user to review the document and then record their response. The user (LA Worker) must record their response, enter their name and add comments. The response can then be submitted.

Once submitted the system records details of the LA Worker’s response against the step in the process:

The next step in the process is triggered “Decision Letter”.

8. Decision Letter

The Decision Letter will either be CYP Eligible or CYP Not Eligible based on the decision recorded on the Joint Eligibility Decision step in the process.

Click on the “Create Notification” button:

The Template can be added to if required. Click on the “Save” button:

Click on the “progress” button which completes the CYP Decisions Workflow: