NCAtrak Support

Data Transfer – Process Referral Data and Create New Case(s)

NCAtrak On-line Help

Click a link or scroll down to locate the information you need.

Step 1: Accept the Referral

Step 2: Match Alleged Victim(s)

Step 3: Approve Case Data

Step 4: Matching and Data Approval for all ‘Other People’.

Step 5: Open Case(s)

Step 6: Enter Assignments and MDT types

Step 7: (for co-victims/co-clients only): Establishing Relationships between Co-Victims/Co-clients

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Before You Begin - 

The Process Referral Data & Create New Case(s) page gives designated team members the ability to work with referral data and transform it into Case Record(s) in the NCAtrak database. ‘Data processing’ is comparing the data that is sent with the data already in NCAtrak to be sure that what came in will show up the way you want it to when a new case is created.

ü      Several things about referral data that you want to check:

·         Is there a matching person? - Checking to see if people in the referral are already in NCAtrak

·         Is a case already open for this referral? - If so, checking to see if there is a case already open that is for this same allegation of abuse. Say for example, that you get a referral from the police department on Monday for child “a”. You open a case record for the child. On Wednesday you get a referral from your Data Provider for this same child “a”, reporting the same allegation of abuse. Do you want to open a new case or do you just want to add this referral information to the existing case? Probably you will want to just add the information and not have two cases open for the same investigation.

·         Which data is more accurate? - Deciding which data you want to keep, for example if the data of birth that you have in NCAtrak for a person is different than the data of birth sent in the referral – which one do you want to keep in the person’s personal profile.

·         Which terminology do you want to use? - Deciding if you want to add a new term to a pick list or if you want to select one that is already there. For example, if the referral says the abuse type is ‘severe sexual abuse’, but in your Alleged Maltreatments pick-list you only have ‘sexual abuse’ do you want to add ‘severe sexual abuse’ or do you want to select ‘sexual abuse’.

ü      Important Information:

·         NCAtrak will keep a copy of the referral information just as it was sent. The referral record will be accessible from the Data Transfer Referrals table, and from the Presenting Tab of each case created from the referral information. You will also be able to add it to an existing case record when applicable.

·         Processing Referral Data accurately requires the ability to view all of the Case/People records in your Database. It is most efficient if the person doing this task has a Role that has privileges to access ‘All Cases and associated people and people not associated with a case’. If you do not have this level of privilege, you will see messages indicating that your access is limited when you attempt to look-up people in the database. You will need to find someone with full access to all the data to complete this task.

·         The team member(s) doing this work also should also have the privilege to edit Person IDs.

·         The team member(s) doing this work will be more comfortable and proficient working in this area if they know how to create New Cases. Detailed information about the data fields included in this page can be found in the New Case help, and Biography Help.

ü      Process the Data and Create New Case(s)

·         Step 1: Accept the Referral

·         Step 2: Match Alleged Victim(s)

·         Step 3: Approve the Data for Alleged Victims

·         Step 4: Matching and Data Approval for all Other People

·         Step 5: Open Case(s)

·         Step 6: Assign agencies and personnel to the Case(s) & Identify which MDT meeting types are appropriate for the case

·         Step 7: When there are Co-Victims/Clients, enter relationships to each other.

q      Step 1: Accept the Referral

1. For users with the privilege to Create New Cases, the details display in ‘read-only’ view, but the comments section will be editable, and there will be several buttons at the top of the page.
2. Select one of the three options for this referral:

ü       Accept – The CAC can accept the referral and begin the data validation process to create new case(s) from the referral. Once clicked, the status will change to ‘accepted’ and the ‘Process Referral Data and Open Case(s)’ page will display.  Please note: you may receive a referral that has a large amount of data missing or data that is critical to opening a case, (like the name of the victim, etc).  NCAtrak will allow you to accept the referral but not open a case with the data. The referral will be available to you from the Data Transfer Log and can be located in the future by the referral ID.

ü       Do Not Accept – The CAC can elect not to accept the referral. Perhaps the referral does not meet the CAC’s criteria for services. Once clicked the status of the referral will be changed to ‘Not Accepted’ and the button options will change. Click ‘Close’ to return to the Data Transfer Log.

ü       Duplicate from Data Provider – The CAC can choose this option which will not accept the referral and will allow the Data Provider to know that a duplicate has been sent. Once clicked the status of the referral will be changed to ‘Duplicate form Data Provider’ and the button options will change. Click ‘Close’ to return to the Data Transfer Log.

In case you decide that the referral should not be accepted after all, or that the referral is actually a duplicate of another referral you already received through the data transfer process from this same data provider, the buttons that you could use to process the initial referral record are still displayed here for your use. These button choices will change as you process the data further.

q      Step 2: Match Alleged Victim(s)

There are two tables containing the names of the people listed on the referral; ‘Alleged Victims/Clients’, and ‘Other People’. Each table has a column named ‘Data Processing Status’. This column contains messages in Red to tell you want needs to be done with each person’s data. It is important to start with the Alleged Victims. The flow chart below provides a visualization of the process for Step 2.

Give yourself time to process the information. If you time out before you complete each person’s data processing, the system will not be able to save your work and you will have to start the data processing again. Familiarize yourself with the details of the referral information. Starting with the first Alleged Victim/Client, click ‘View’ in the Action column. Review the information to be sure you know who this person is and why they are being referred.

1. Click ‘Match’ for the first victim. The ‘Find Matches’ pop-up window will display. NCAtrak will show you a list of possible matches from the database. You can also use the last name data field to try additional searches on your own.
2. Decide if this alleged victim is already in NCAtrak and take the appropriate action

ü       The Alleged Victim is not in NCAtrak

a.       Click ‘No Match Found’. The pop-up will close. 

b.      Go directly to Step 3 below – Step 3: Approve Case Data

ü      The Alleged Victim is in NCAtrak – Click ‘Select’.

C.      Click the (+) button to view the case details so that you can determine if a case is already started for the referral information you are attempting to process.  Take the appropriate action

ü      You don’t find a matching case record

a.       Click ‘No Matching Case’. The pop-up will close. 

b.      Go directly to Step 3 below –  Step 3: Approve Case Data

ü      There is a matching case record – Click ‘Select’.

The pop-up window will close. The system will automatically end the data processing for this referral because at least one case record is already open. To continue would result in a duplicate case record for this person. The message in the Data Processing Status column says “Matched to Case Number _____. Go to case record to complete desired edits.” There is also a Red message at the top of the page: “You have found a matching case for at least one alleged victim/client.

D.     Repeat Step 2 A-C for all alleged victims.

E.      Click the ‘Add to Open Case Record(s)’ button to complete the Data Processing for this Referral. The referral record will automatically be linked to the Case Record that you selected. A message to confirm this will display in the ‘Data Processing Status’ column. If you need to update information in any case record you can print the referral record from here using your print functions on your browser. You can also view the referral record from the Presenting Tab on the case record you selected. Either way you will be able to see the referral information while you are completing the desired data entry.

F.      Click the ‘Close’ button at the top of the page to leave this page and return to the ‘View Referral Details’ page.

q      Step 3: Approve Case Data

As you complete Step 2, the information related to the alleged victim will display in the Approve Case Data table (in the lower part of the page). The system will automatically approve data that does not conflict with pick lists and other data fields set-up by your CAC. Your task is to decide how to resolve problems for data that is not automatically approved by the system. You will be able to tell where there is a data conflict by looking for the Red messages that are displayed by NCAtrak. The message will tell you what the problem is and you will select an option to resolve the problem.

A.     Look at the Alleged Victim table row with this child’s name. Does the Data Processing Status column show ‘OK’? if yes, move on to the next alleged victim’s name or if they are all done, continue to Step 4.

B.      Look down the table and address each data element that has a Red message.

If you need to end the data approval Click ‘Cancel’.

ü       The Action will change to Edit/Clear.

ü       Selecting ‘Edit’ will resume the data approval process.

ü       Selecting ‘Clear’ changes the Action to View/Match and the Data Processing Status to ‘Search for Match in NCAtrak.

C.      Each Red message also provides instructions for resolving the problem. See the details in the table below for more help. Make the selection you desire to resolve each problem.

D.     When all Red messages have been addressed, Click “OK” at the top of the table. The message in the Data Processing Status column will change to “OK”.

E.      Review the data again, checking for details that may not be in the referral but would be helpful to add to the case, either from the narrative, or from other information you have. You can add other data as desired in the New Case Date and New/Updated Biography column.

F.      Go back and repeat the process for all alleged victims/clients.

G.      Continue to Step 4.

Approve Case Data Table

q      Step 4: Matching and Data Approval for all ‘Other People’.

All the ‘Other People’ on the referral are listed in the ‘Other People’ table.

A.     Repeat Steps 2 and 3 for all the Other People. There are a few differences between these people and the alleged victims.

ü       You have the option to Skip one or more of the ‘Other People’ - Occasionally a referral may be transferred with other people listed in the referral that are professional involved in serving/investigating the allegations and not really associated with the incident themselves. An example might be a police officer who made the referral but is not a caregiver, alleged offender, or other relevant person in the victim’s life. In NCAtrak the appropriate place for this person to be listed in the case might be in the Case Tracking Table as the person providing Law Enforcement activities. When this situation arises and you do not want to include a person in the list of Other People on the case, NCAtrak gives you an option  to “skip” the person and go on to the next one. When you click ‘Skip’ the Data Processing Status column will indicate that this person will not be added to any case records. Then, you can add this person’s name to the Case Tracking table if appropriate when you open the case records.

ü       Different Data Fields  - Other people will not have referral information but they will have relationship information. See the table below for details.

This Relationships Table will display when you are processing the data for ‘Other People’.

q      Step 5: Open Case(s)

A.     Click the “Open Case(s)” button at the top of the page.

B.      A new page will display showing the cases that have been opened from the referral information.

C.      Continue to Step 5.

q      Step 6: Enter Assignments and MDT types

If you know any of the information about the agencies and personnel who will be working these cases you can enter the information here in this table. For example if you have a referral with three children identified as alleged co-victims and the same CPS investigator from the same CPS agency will investigate the allegations regarding all three of the children, this table will allow you to enter or select the agency and personnel one time for all three cases.  If the personnel and agencies working on the case(s) are different for each case, you can continue adding this information from each individual case record.

A.     Click ‘Refer’ in the action column and row for that service. Today’s date will display in the Date Referred column, along with any default agencies that your center has set for NCAtrak. You can select from the pick lists to change the information.

B.      Click ‘Save’ in the same row.

C.      Repeat until you have entered what you can.

D.     You can select NA if you know that there is a type of service that will not be applicable to this/these cases that you are creating.

E.      Notice too that there is the option of selecting a Case Manager agency and personnel if applicable to this case.

F.      Select each MDT meeting type that is appropriate for the case(s).

G.      When finished with all desired entries, Click either ‘DONE and Add Another Case’ to continue doing case entry work, or click ’DONE and View Case’ to display the General tab of the first new case listed in the table above.

q      Step 7: (for co-victims/co-clients only): Establishing Relationships between Co-Victims/Co-clients

A.    In the Case Records of each co-victim/co-client on the People Tab, the relationship table is displayed just like in the New Cases page.

B.     Open the People Tab and enter the appropriate relationships. The People Tab help will give you more information.