Documentation - Maintain Case Comments Window

The CalWIN system automatically enters comments for automated changes and actions; however, it does not document the basis for the participation determinations.

The Journal Detail page in CalSAWS is an electronic version of the “Contact-Action Summary.” It is meant to be an ongoing record of client contact and a summary of worker determinations and reasons for actions. Information NOT recorded elsewhere in the case record must be documented in the Journal Detail page.

Below is a list of available Types in the Journal Detail page, the coordinated Short Description, the user group which should be entering the comments, and the correct usage. Please refer to CalSAWS Announcement 190 for more details.

Type	Short Description	User Group	Correct Usage
Activty	Orientation	EC	Used when case is assigned to a new worker.
Appointment	Appointment	All Staff	Used to document scheduled appointments.
Assessment	Assessment	EC	Used based on assessment activity.
Assignment	Assign Fam Stablztn EC	ES FS Clerical Support	Used when case is asigned to a new worker.
	Assigned SW/DV Advocate	ES FS Clerical Support
	Case Transfers	ES Clerical
Change Reported	Client Cell Phone	All Staff	Used when changes are reported, such as SAR7, change in address..etc. Is equivalent to CalWIN Case Update Type.
Change Reported	Clients Email	All Staff
Document	WPR	EC RRT	Used to update the WPR status of a client for the WPR review month.
Narrative	Client Contact	All Staff	Client contact has occurred for informational purposes only and no entries or changes were made. Is equivalent to CalWIN Client Contact Case Comment Type.
Program Status Update	Young Child WTW Exemption	EC, EW	Used when changes are made to the Registration Status, such as, Discontinuance, Exempt, Good Cause, Non-Compliance, De-registered, Active and Pending statuses. For ex, To track the manual 0-23 month one-time only optional child exemption, the 6-month exemption and the subsequent 3-month manual exemption.
Program Status Update	Program Status Update	EC, EW
Sanction Update	Sanction/Penalty	All Staff	All sanction and penalty actions must be documented as this Type.
Special Circumstance	Special Accom/Sensitive Info	All Staff	For documenting the request for special accommodations, and the accommodation provided. Also used for documenting the sensitive information about the case.
Work Registration Update	Work Registration Update	EC, ECC EC, EW	Used when changes are made to the Registration Status, such as, Discontinuance, Exempt, Good Cause, Non-Compliance, De-registered, Active and Pending statuses. For ex, To track the manual 0-23 month one-time only optional child exemption, the 6-month exemption and the subsequent 3-month manual exemption.
WTW	12 Month Voc ED Clock	EC	All actions taken on a case are to be documented as this Type. An action is equal to any worker entry made into CalWIN or MEDS unless otherwise noted in this chart. The action may be initiated by client contact or by worker maintenance activities.
	Attendance Report Processing	EC
	CalWORKs Common Cases	Linkages EC
	CalWORKs Home Visiting	EC, EW
	Cal Learn	EC
	EC Works EFU	Specialist Retention EC
	Employment Connection	ECC Staff
	Family Services Case Update	Family Services EC
	Fraud/FRED Referral	All Staff
	Non-Compliance	EC
	Social Worker	GA SSI Advocacy SW, ES SW
	Supervisor Review & Authorization	Trainers, Supervisors
	Vendor Pay	All Staff

Documentation - Maintain Case Comments Window

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