NCAtrak Support

The General Tab is a tab that each person working on the case should be able to view or edit. This tab gives team members a way to share basic information regarding a particular CAC case without disclosing findings and other information that should be maintained as confidential or private. It is designed to give all the team members one portion of the Case Record that they all can use.

The General tab is laid out in the following sections:

Case Tracking

The information in the “Case Tracking Table” is linked to other parts of the case record as information is automatically displayed from other parts of the case record in this table. It is also used to send information to other parts of the case record.

There are 2 primary functions of the Case Tracking Table:

• Provide information about who is assigned to the case and the status of the key investigation tasks provided by the multidisciplinary team.
• Assist with team coordination. Any team member with Edit permission for this tab can “Refer” this case to another team member from this table. When the case is first presented to the CAC, this “Refer” function will make it very simple to notify the team that a new case needs attention. There is also an option to mark a service as “N/A,” meaning that for this case, the service is not applicable.

STEP 1: Enter Referral

When you click on the “Refer” button, a dialog box will come up where you can enter details about the referral.

Figure 1. “Refer” button on the General Tab

If your center has default settings for the referring or providing agencies, that will automatically be set for you in the Case Tracking table. If you do not want to use the default agencies, you can change it by choosing a different agency from the dropdown lists.

Figure 2. “Referred By” and “Providing Agency” fields

IMPORTANT: Default settings are assigned via the CAC/MDT Setup page. Refer to the “CAC/MDT Set-up” help file for more information on setting the defaults for your CAC.

STEP 2: Review and Edit Records in the Case Tracking Table

Scroll through the records on the Case Tracking table and select “Edit” next to a record.

Make applicable changes and select “Update” to save changes, or “Cancel” to forego changes and return to the table.

Figure 3. “Edit” button on the Case Tracking table

NOTE: Not all records are editable from the Case Tracking table. If they are editable, they will have an “Edit” button next them and if they are not, there will not be an “Edit” button present.

The table below contains information about the data fields in the Case Tracking section.

NOTE: How to Hide the MH row on Case Tracking Table

The Case Tracking Table is configurable. If the MH row is not displaying, your version of NCAtrak is set to hide that row on this table so that confidentiality/privacy regarding MH services for the client can be maintained.

Refer to the “CAC/MDT Set-up” help file for more about how to configure the table.

STEP 3: Delete the data in the Case Tracking Table

Click on the “Edit” button beside an entry in the Case Tracking table that you want to modify.

Select the Blank field in the “Referred By,” “Providing Agency” and “Primary Contact” pick lists.

Click “Update” to delete the values/data or “Cancel” to forego deleting the information.

Figure 4. “Referred By,” “Providing Agency” and “Primary Contact” pick lists

To remove the information in the Referral Date, Status and Status Date fields, you have to go to the case tab for the specific service you want to remove the data from and delete the information corresponding to these in the Case Tracking table.

For example, if you want to remove the data under Status and Status Date for MDT, go to the MDT tab and remove the case from the MDT meeting selected in this tab.

STEP 4: Enter Case Information below the Case Tracking Table

The “Date Received by CAC” field is the date that the case was first received by the CAC. It is automatically displayed based on the date entered on the Presenting Tab. It is not editable here but can be edited at the Presenting tab.

Enter a “Case Manager Agency” and “Case Manager” from the dropdown fields, if applicable. These fields may be under different names at your center.

If the case is closed, enter a “Case Closed Reason,” and “Case Close Date.”

Figure 5. “Case Manager Agency,” “Case Manager,” “Case Closed Reason,” and “Case Close Date” fields

To re-open a case once these fields have been filled, select the blank at the top of the “Case Closed Reason” pick list and delete the date from the “Case Close Date” field. Click on the “Save” button at the top to save the changes.

Figure 6. “Case Closed Reason” and “Case Close Date” fields

All fields underneath the “Case Close Date” field are custom fields. If your CAC has not created custom fields for the General tab, you will not see fields in this section.

Figure 7. Custom Fields on the General Tab

STEP 5: Delete a Case

Click on the “Delete Case” button at the top of the screen.

A message will display explaining what will happen. If the people on the case are only listed on this case they will also be deleted from the database. If they are listed on other case records, their biography will remain in the system and only this case will be deleted.

Figure 8. “Delete Case” on the General Tab

NOTE: The “Delete Case” button only displays for users with privileges to delete an entire case record.

Cases Linked to this Allegation

This table contains other cases associated with the case. For example, when two siblings are involved in the same abuse allegation, the sibling and their case number will appear in the table. When a new case is opened, there is the option to create other alleged co-victim/co-client cases at the same time. These cases will automatically display in this section.

Figure 9. Cases Linked to this Allegation table

The child’s name is a link to their Biography and the case number is a link to the case record.

STEP 1: Link a Case

To link a new record, click on the “Add New Record” button.

Figure 10. “Add New Record” button

Enter the CAC Case Number and click on the “Update” button to link the cases. Click “Cancel” to forego linking a case.

Figure 11. “CAC Case Number” field and “Update” button

STEP 2: Unlink a Case

To unlink a case, click “Delete” in the row with the case you wish to remove.

Figure 12. “Delete” button on the Cases Linked to this Allegation table

A dialog box will come up asking you to confirm the deletion, “Are you sure you want to delete this record?” Select “OK” to unlink or “Cancel” to forego unlinking the case.

Court Activities

This table provides a high level view of any court hearings related to this case. Court activities from the CPS tab and the Prosecution tab will automatically display here.

Figure 13. Court Activities table

NOTE: This information is not editable from the General Tab.

Release of Information

The Release of Information provides one place to track requests for information, and the resulting data that has been released.

STEP 1: Add a Release of Information Record

Click on the “Add new record” button.

Figure 14. “Add new record” button on the Release of Information table

Select the “Date Requested” by either selecting the date from the calendar or typing a date in the mm/dd/yyyy format. To display the calendar, click the down arrow on the pick list.

Type the “Requested By” person in the text box.

Indicate the request was initiated by a subpoena by checking the box “Is this a request by subpoena?”

Type the name of the person authorizing the release in the “Who released the records?” box.

Type in “What records were released” in the text box.

Select the “Date Released,” “Date to be returned (if applicable),” and “Date Returned” by either selecting the date from the calendar or typing a date in the mm/dd/yyyy format.

Figure 15. New record detail fields on a request for information record

Click “Update,” to save the new record or “Cancel” to cancel any changes.

NOTE: You do not have to have all the information to begin entering a release request. Add what you know and click “Save” then return to it when you have more details. Similarly, you can add the data returned when data is returned. To add more than one request, click on the “Add New Record” button and a new record can be added.

STEP 2: Edit or Delete a Release of Information Record

To edit a release of information record, select the “Edit” button next to the record. Once changes are made, select “Update” or select “Cancel” to forego changes and return to the table.

To delete a record, select the “Delete” button. A pop up box will ask, “Are you sure you want to delete this record?” Select “OK” to delete or “Cancel” to forego deleting the record.

Figure 16. “Edit” and “Delete” buttons on the release of information table

Outside Referrals

Outside Referrals is a table that displays any referrals made by the team to outside resources. This table is view only. The data entry is completed by the team member making the referral on their tab. This table includes who it is referred from, the referral date, the service referred to, and comments.

Figure 17. Outside Referrals table

NOTE: This information is not editable from the General Tab.

Insurance Information

This section provides a place to record the child’s insurance information. This is not required and may not be used by CACs who do not need a way to store information about insurance used to cover the services they provide.

This section is not designed to support actual tracking of billing to the insurance company or payments made by the insurance company or the child’s guardian. There is a way to identify the type of payment used for the Mental Health services provided by your center on the Mental Health tab. Also, a custom field could be used on any of the tabs where you might want to track the type of payment used for the service. This may prove useful and make this insurance detail something that you may choose to store in your CACs billing system.

Figure 18. Insurance Information table

ICD Codes

This section provides a place to record the child’s ICD Codes. To add a new diagnosis, click “Add new Record.”

Figure 19. “Add new record” on the ICD Codes table

A dialog box will appear. Select the appropriate “Group” and “Code” from a pick list of options.

Click “Update” to save the ICD Code to the table or “Cancel” to forego making changes.

Figure 19. “Group” and “Code” fields on the ICD Codes table

Document Upload

To upload documents related to the information entered on the General Tab, which will be available to all users, scroll down to the “Document Upload” table and click on the “Select files” button.

Refer to the “Document Upload” help file for details on uploading and managing documents.

NOTE: NCA does not recommend the storage of evidentiary documents as part of this case record. Any copies of evidentiary materials should be retained by the appropriate law enforcement and prosecution partners.