Documentation - Examples of Types of Case Narrative Entries

During documentation, CWES staff are required to follow the format below. Using this type of writing format will make it easier for anyone reviewing the case to view and read Case Comments without using the scroll bar to identify when it was written and by whom.

Required format:

• Enter the date that the narrative is being entered.
• Write the body of the narrative with actions and information regarding the client and actions being taken.
• Close with worker name and worker number.

Newly Assigned Cases

Record date newly assigned cases are received and reviewed:

Example 2/4/14

Received case (SCD 163T) today and reviewed. Client is participating in GED and Vocational Training at IAE. Updated status to Active-Attending, 12/13 SCD 1755 was processed, c/c set up, transp. issued for 2/14 and WTW2 plan in Imaging. Name/Worker Number

Example 10/29/13

Received SCD 2272 Individual Intake Request form via email. Case assigned to me for English ORE. Client is a single mother with a 3 year old child. Client is working a FTE at NYC Food & Beverages LLC. SCD 549A in Imaging. I called client at (408) 555-5555 and left a voicemail message for client to call me back to schedule a 1-on-1 Orientation Appointment. Name/Worker Number

Office Visits

Record all office visits and result of each visit:

Example 2/5/14

Client dropped in to submit Spring Quarter schedule from DeAnza College and verification of TBA hours. Case review of Ed Plan indicates client has enrolled in all required courses. No c/c needed, child over 13. Transp. has been approved and authorized, NOA issued to client. All documents have been sent to IDM. Name/Worker Number

Telephone Calls

Record all telephone calls and essence of each conversation:

Example 1/22/14

Per T/C from Service Provider Name, clt. has not attended GED class for 3 days. Reason for absence is not known. She will email SCD1766 today and will keep the case open until the end of this week. Name/Worker Number

Record all telephone calls and essence of each conversation. Record all scheduled and rescheduled appointments and purpose of the appointment:

Example 1/27/14

T/C to clt. re: his missed appt. for cause determination on 1/24/14. No answer and left a voicemail (xxx-xxxx) reminding him of his compliance due date (2/4/14) and to have him call me to reschedule appt. Mailed SCD1779 to clt. Copy sent to Imaging. Name/Worker Number

Example 1/28/14

T/C from clt. to reschedule cause determination appt. She explained she missed original appt. on 1/24/14 because her child was sick. Rescheduled appt. for 2/3/14 at 10:30 AM. Name/Worker Number

Written Correspondences

Record all correspondence sent to or received from the client, service provider, or any other individual or agency involved with the case:

Example 2/11/14

SCD1755 for 01/2014 received and processed. Attendance hours entered for Full-Time Employment. Client participated 160 hours. Child care paid for 01/2014, $455.00. Transp. authorized for 03/2014. Copy sent to Imaging. Name/Worker Number

Example 4/04/08

Email received from Fremont Adult Ed. Clt. has completed two more GED tests and is expected to complete the last GED test by 6/30/08. Name/Worker Number

Activity Agreement/ Welfare-To-Work (WTW) Plan

Record the date and type of activity agreement signed and/or the date WTW Plan is signed:

Example 2/11/14

Client completed ORE/APR. She was referred to In-House Assessment concurrent with an activity. WTW2 signed and a copy was given to the client. First assessment appointment is 2/24/14 at 10:00 AM. A return appointment was issued with a due date of 2/21/14 to return child care paperwork. Transp. approved, Feb. issued and NOA batched. Docs sent to Imaging. Name/Worker Number

Orientation and Appraisal

Record the orientation and appraisal intake information. This should be done the same day the client completes the orientation and appraisal interview.

Example 2/4/14

Orientation & Appraisal completed on 2/3/14. Client is in a 1-Parent HH with 2 children: ages 6 months and 5 years. Rights & Responsibilities thoroughly explained, client stated it was understood. LD waived. No HA referral requested. Client has 34 months remaining on TOA. Client has work history within the last two years and has a GED certificate. WTW 2 Plan signed for JC from 2/18/14 to 4/11/14. Client understands the requirement of participating 20 hrs per week. Child Care and transportation requested. 4C's referral given to client & 4C's staff. SCD 1783 issued for return appt. to submit c/c paperwork on 2/12/14. SCD 1755 reviewed and 6 additional copies provided. APR education entered in CalWIN skills tab. Intake documents submitted to Imaging. Name/Worker Number

Noncompliance Process

Record the date the Notice of a Participation Problem (NA840) and other related forms is sent and date of scheduled Cause Determination Interview.

Example 1/27/14

Noncompliance initiated because client did not show to first day of Supervised Job Search on 01/21/14. Cause determination appointment set for 2/07/14 at 9:00 AM. NA840, WTW27 and SCD188 mailed. Cause determination 20-day period ends 2/16/14. Supportive services discontinued 1/31/14. NOA mailed. Copies sent to Imaging. Name/Worker Number

Document all cause determination results.

Example 2/7/14

Client in office for cause determination appointment. She submitted a letter from her doctor verifying that her son was ill from 1/21/14 through 1/23/14 and required care in the home. Good Cause granted. Noncompliance ended. NA 820A mailed batch. Client agreed to participate in next Supervised Job Search session starting on 2/10/14 through 4/4/14. WTW2 signed by client and CalSAWS updated. Transportation authorized for 02/2014. Copy of WTW2 hand issued to client and sent to Imaging. Name/Worker Number

Good Cause

Record reason for Good Cause, date Good Cause approved, documentation on file to support the authorization of Good Cause and online entry of Good Cause with review date:

Example 3/8/14

Received t/c from client. She stated she was in a recent car accident and will not be able to attend Supervised Job Search. She will mail in her medical verification she received in the emergency room. Informed clt. of requirements for Good Cause and that s/s will be discontinued until she is able to resume her activity. Mailed CW61 & discontinuance NOA to clt. Name/Worker Number

Example 3/15/14

Received CW61 from clt. and sent to Imaging. She will be unable to participate in Supervised Job Search until 04/01/14. Ended activity online End Before Expected. Review good cause status on 04/01/14. Name/Worker Number

Supervised Job Search/Part-Time Job Search

Record outcomes of Supervised Job Search and Part-Time Job Search.

Example 12/26/13

Client began PTE at Edible Arrangements on 12/21/13. $10/hr, 20 hr/wk. SCD549A received. WTW2 signed and plan entered in CalSAWS. SC1764B and placement information sent to ECII via email. Task request sent, #1543745. All documents submitted to Imaging. Name/Worker Number

Example 1/8/14

Client requested ancillary payment for tools required by employer. Received email from employer regarding tools needed for work. Received email from client with list of cost of tools. SCD1584 completed for total of $118.82. Approved and authorized in CalSAWS. NOA issued. Client understands that original receipt must be submitted within 10 days. All documents sent to Imaging. Name/Worker Number

Example 12/27/13

JC completed without employment. Client does not have HSD or GED and has very limited work experience. WTW2 signed for ASMT/ a concurrent activity. ASMT appt. set for 12/31. Client understands that she must attend a concurrent activity 20 hr/wk. WTW15 completed. FLSA = 32. All documents submitted to Imaging. Copy of WTW2 and SCD1723 given to client. Copy of WTW2 submitted to ASMT. CalSAWS entries made and updated. SC1764B sent to ECII via email. Name/Worker Number

Example 1/3/14

Client has stopped participating in job search activities and has not made contact with ECIII. Deactivated from Open Road for not participating since 12/26/13. SC1764B sent to ECII via email. Name/Worker Number

Assessment

Record the results of Assessment appointments.

1/22/14 - Client in for continuing assessment appt. Reviewed PESCO test results, education, and work history and career goals. Client has completed 12th grade in school, however states she did not pass the equivalency exam, end of year test and did not receive her diploma. Clt. was previously employed part-time but was recently laid off and would like to explore career options and obtain HSD. Clt. has a limited work history with limited employment skills. In the future client would like to work in an office as a bookkeeper/clerk but lacks the vocational skills requested by employers. Clt. could benefit from VTR to upgrade job skills so that she could apply and secure employment in her occupation of choice. AC contacted Metro Ed site rep to see if clt. could obtain HSD as clt. has all her HS credits and would just need to retake exit exam. Site rep agreed clt. may be a good candidate for HSD and transcripts would be reviewed. AC emailed referral to Metro Ed and AC and clt. signed the WTW2 for the following activities: (I) vocational training- accounting/bookkeeping (2) education directly related to employment. PESCO test results support clt. career goal, and she understands the demands required to become a bookkeeper. Employment Plan report completed and Eureka given to clt. Name/Worker Number.

Civil Rights

It is the policy of the SSA and the administration of public assistance and social services that programs are nondiscriminatory to the effect that no person will, because of race, color, national origin, ethnicity, political affiliation, religion, marital status, sex, sexual orientation, gender identity, gender expression, age or disability be excluded from participation in or be denied the benefits of, or be otherwise subject to discrimination under any program or activity receiving federal or state assistance.

Common Place Handbook Chapter 36 details policy on disability accommodations and on language access, inducing procedures for requesting interpreters and translations. Refer to Common Place Handbook, “Civil Rights” on page 4-1.

Reminder: Staff must document thoroughly on the Maintain Case Comments window the client’s language need and how bilingual services were provided to the client, if appropriate.