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Comprehensive Community-Based Youth Services eCornerstone Screen Shot Guide

Assistance with getting your Agency and Users set up in the eCornerstone System – Please email Mary Amberger at [email protected] Assistance with System Issues (how do I__; it won’t let me __; I get this error message when __ etc.) – Please call the eCornerstone Help Line at (866) 791-4554 Assistance with program-related questions (i.e., “what do you want us to put here?”) after first discussing with your program director/manager - Please email Karrie Rueter at [email protected] Below is the home page that users will see once they log into the system. 1.

Case List: The Case List link would be utilized when you plan to work with a youth currently on your caseload and already enrolled in CCBYS on eCornerstone. You will be able to see all CCBYS youth currently assigned to you (and your staff if you supervise other CCBYS workers). The list is sortable. In this list you will be able to select a participant to work with. In a future release, you will also see To Do messages related to your participants. Enrollee List: The Enrollee List link would be utilized when you plan to add/enroll a new CCBYS youth that you know your agency currently works with on another program in eCornerstone. (Redeploy, Teen REACH, Homeless Youth, RUR…) This list includes all youth regardless of assigned worker or program. The list is sortable. Once you locate the youth, there will be a link to click on to see that youth’s information. You will be able to select “Add Program Enrollment”. . Participant Lookup: The Participant Lookup link will be utilized when you are entering a new youth. The pages that follow will walk you through the process of Searching for the youth in the system. You will see the screen shots/steps for actually finding the youth in the system AND the screen shots/steps for when you do not. Please do not make any inferences regarding the youth simply because you find them in the system – eCornerstone is connected to the Human Services Database and a large number of youth will be found in the system for very benign things such as immunizations. You will learn the youth’s demographic information. If you select “Display Details,” you can see the participants’ address and phone number. In a future release, if a youth has a current or previous enrollment in this program, you will be able to see their enrollment history; you will not be able to see the youth’s enrollment history for other eCornerstone programs. Also in a future release, we hope to filter out all youth except those that have been/are enrolled in an eCornerstone program.

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Participant Lookup Participant Lookup is accessed via the home page or the lookup tab at the top of each eCornerstone screen. 2. 3.

Name search type:

• Sounds like • Exact match • Begins with

Match Birth Date by: • Exact match • Month • Year

Gender: • Male • Female • Neither/Other

State: • All 50 U.S. states

County: • All Illinois counties

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After entering search criteria and clicking “Search”, the user will see the following: 4.

Selecting “Display Details” shows the participant details as shown on the right. If the participant is already in the system, they will show up in the results as shown above. To add a new enrollment to the participant, the user will click on the participant’s name. This will bring them to the Participant Program Enrollment History screen as shown below in screen 5.

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Enrolling an Existing Participant Below is the Participant Program Enrollment History screen. This screen shows all prior and any current program enrollments for the participant selected. Clicking on the Agency name opens a new window with that agency’s contact information. Clicking on the program name shows the participant’s Program Enrollment Summary for that program. To add a new enrollment to the existing participant, click “Add Enrollment.” If the participant has no past enrollments, users will see the following screen: 5.

If the participant does have past enrollments, users will see the following screen: 6.

If a youth is currently enrolled in eCornerstone, at your agency or any other agency, you will not be able to enroll him/her in that same program. The youth may only have one active enrollment per program. The participant’s name in the screen below is a link to the demographics information. It is recommended that users review the participant’s demographic information to be sure nothing has changed prior to the new enrollment. 7.

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Clicking “Add Enrollment” brings the user to the following screen to select a program: 9.

Users will choose a program in which to enroll their participant. Note: You will only see the program names in the drop-down for those programs that have been assigned to your user ID. NOTE: At the bottom of each screen, users will see a variety of actions available. The possible actions are “Cancel,” “Save,” (this includes “Save & Continue” and “Save & View”) and “Close”. Selecting the action “Cancel” causes users to leave the screen they’re on. Any new information they have entered on that screen will not be saved. If the screen was already populated with information (previously entered and saved), selecting “Cancel” will not delete the previously entered information. Selecting the action “Save” causes the status Submitted. Any new information entered on a page is saved. If users are editing previously saved information, this will save the new information. Selecting the action “Close” causes the status Finalized. Once a status is Finalized, there can be no edits made to the information. The only time finalized is an action is when users are finalizing the entire case. Once a case is finalized, users cannot enter or edit any information. The only actions available are to view the Discharge Summary Report and to enter Supplemental Data. After enrolling the participant in a program, the user will go to screen 15.

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Entering a New Participant

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If the user is searching for a participant that does not appear in the lookup results, clicking “Add” will allow the user to enroll a new participant into the system. After clicking “Add”, the user will see the following screen:

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This screen allows users to enter a new participant into the system. 11.

After clicking “Save”, users are brought to the following screen to enter more participant information:

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12.

Ethnicity:

• Hispanic • Non-Hispanic

Language Preference: • Arabic • Cambodian • Cantonese • Chinese • English • French • German • Japanese • Korean • Other • Filipino • Polish • Russian • Sign Language • Spanish • Vietnamese

If a disability is selected, it will appear in the box shown on screen 7. After clicking “Save”, users are brought to the following screen to enroll the participant into a program:

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13.

Users will choose a program in which to enroll their participant. After enrolling a new or existing participant, users will come to the Program Enrollment screen as shown below: 14.

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Referral source:

• Educational institution (in-school/after school) • In-patient/residential other facility • In-patient/residential mental health psychiatric facility • In-patient/residential substance abuse facility • Other CCBYS agency • Out of state agency • Police – county sheriff • Police – municipal (local) • Police – state police • Probation/court services • Relative/friend • Secure confinement (IDJJ/IDOC/Detention) • Secure detention/juvenile detention center • State’s attorney • Judge • Public defender/defense attorney • Self-referral • Shelter facility • Social service agency

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• DCFS • Statewide CCBYS information referral line (IRL) • Religious organization

Referral reason: • Absent from home without parental consent • Parents will not allow youth to return home • Beyond control of parent with immediate/substantial danger to youth’s physical safety • To determine if youth is at risk

o At risk of crisis o At risk of delinquency

State: • List of all 50 U.S. states

County: • List of all Illinois counties

Living arrangement at enrollment (initial crisis plan resulted in): • Youth returned home • Youth in family arranged placement • Youth in agency generated placement • Youth transferred to other CCBYS provider • Youth transferred to custody of DCFS • Youth hospitalized • Youth in detention • Youth in treatment facility • Youth ran away • Youth remains in secure confinement – IDJJ/Detention (lock-out) • Youth remains in treatment facility (lock-out)

GED/High School Diploma: • Has obtained HS diploma • Has obtained GED • No HS diploma/GED obtained • Unknown – youth transferred at crisis

Educational status: • Enrolled in traditional school

o Youth is actually attending o Youth is currently suspended o Youth is attending sporadically o Youth is attending as home bound o Youth is taking online HS classes o Youth is not attending

• Home schooled o Youth is actually attending o Youth is not attending

• Enrolled in alternative education classes other than GED o Youth is actually attending o Youth is currently suspended o Youth is attending sporadically o Youth is not attending

• Not enrolled in any educational program (including school) o No longer in school – HS diploma/GED obtained o Dropped out o Expelled

• Enrolled in GED classes • Enrolled in vocational/technical school • Has obtained a vocational/technical certificate • Currently attending college – no degree obtained • Currently attending college – one or more degrees obtained • Formerly attended college – no degree obtained • Formerly attended college – one or more degrees obtained

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• Unknown – youth transferred at crisis Employment status:

• Full-time • Part-time • Not employed • Unknown – youth transferred at crisis

Is this enrollment considered a JJ system diversion? • Not a JJ system diversion • Informal station adjustment • Formal station adjustment • Deferred prosecution (example – informal supervision) • Deferred adjudication (example – continuance under supervision; court supervision) • Non-conditional probation referral

After clicking “Save” on the Program Enrollment screen, users will come to the Program Enrollment Summary screen: 15.

To enter an assessment, click “Create a new Assessment”. That will lead users to the following screen:

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16.

Assessment type: • Risk assessment • Emergency/safety screen • Additional assessment/screen • YASI initial

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Screen type:

• DHS CCBYS Emergency/Safety Screen tool • Other Approved CCBYS Emergency/safety screen tool • Assessment/screen not completed

Documentation/justification of screen in client file: Yes/No

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Was an Emergency care/safety plan required? Yes/No Was an emergency care/safety plan developed? Yes/No Was an Emergency care/safety plan implemented? Yes/No Documentation of plan on file: Yes/No Users are brought to the Program Enrollment Summary screen if they clicked “Save” on the Emergency/Safety Screen. The status is “Submitted” because the user saved but did not close the assessment. Assessments may remain open until discharge in order to be edited or deleted. To edit, users should click on the assessment name (“Emergency/Safety Screen”). If users selected “Additional Assessment/Screen” under Assessment Type (screen 16), they would come to the following screen: 18.

Assessment/Screen category:

• Fitness and competency evaluation • Mental health/behavioral assessment • Substance abuse assessment • Co-occurring disorders assessment • Trauma assessment • Sex offender assessment • Education assessment • Life skills assessment • Other assessment

Were there any findings: Yes/No If yes, were services incorporated into the case plan? Yes/No If no, why?

• Non-contributing findings • Previously addressed • Currently addressed elsewhere

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• Service not available/limited community access If yes, were services received?

• Received • Partially received

o Ongoing – continues in service o Parent terminated service prematurely o Youth terminated service prematurely o Youth failed to adhere to program rules o Multiple services were planned (youth completed some but not all services)

• Not received o Currently on waiting list for service o Parent refused service o Youth refused service o Service not available/unable to access service o Service determined no longer necessary o Not eligible for service

Users can submit the Additional Assessment/screen without closing it by clicking Save. Below is the Program Enrollment Summary screen with a submitted but not-yet-closed additional assessment. It may still be deleted. 19.

After the assessment(s) has been submitted, the box Items Required Prior to Discharge appears with a message. This box serves as a reminder as to what must be done to allow discharge. If user clicked “Process Discharge” at this stage, Discharge could not be finalized. Clicking “View Details (New Window)” will show users assessment details as shown below:

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Once the assessment has been closed, the “Delete Assessment” option has been replaced with the date the assessment was closed. It no longer appears under “Items Required Prior to Discharge.” Users can submit the YASI without closing it. Below is the Program Enrollment Summary screen with a submitted but not-yet-closed YASI. It may still be edited or deleted.

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After closing the YASI, users will be able to see the results as shown below:

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Users may select “Graphical Results” or “Text Results”. Selecting “Program Enrollment Summary” will bring users back to the Program Enrollment Summary screen as shown below. Once the YASI has been closed, it may no longer be deleted or changed. The message “YASI must be closed” has been replaced with “Requires Closing YASI Assessment” under Items Required Prior to Discharge.

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After the user has entered a YASI Initial, it is no longer an option under Assessment Type. Instead, YASI Reassessment and YASI Closing are now available. 26.

Clicking “Create a new Case Plan” on the Program Enrollment Summary Screen will bring users to screen 27:

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27.

Users may only enter one Case Plan per program enrollment. 28.

Users will enter Case Plan information based on the participants’ YASI results. If a service fits into more than one category, choose only the one that best describes the service.

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This screen allows users to map the planned services to the YASI domains they target: 29.

After clicking “Submit & View”, users will be brought to the Case Plan Summary, as shown below: 30.

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“Edit Case Plan” brings users back to screen 28. “Edit/Update Services” brings users to screen 31 shown below. “Close Case Plan” closes the Case Plan so that it may no longer be edited or updated and brings users back to the Program Enrollment Summary Screen (screen 36). In most cases, the only time users will choose “Close Case Plan” is at discharge. The system only allows one Case Plan per enrollment. If the user accidentally closes a Case Plan before they meant to, they cannot create another Case Plan. Users would have to re-enroll a participant in order to enter a new Case Plan. “Edit/Update Services” allows users to enter statuses on the different services identified in the Case Plan as shown below: 31.

Status:

• Completed • Partially completed

o Ongoing – continues in service o Parent terminated service prematurely o Youth terminated service prematurely o Youth failed to adhere to program rules o Multiple services were planned (youth completed some but not all services)

• Not completed o Currently on waiting list for service o Parent refused service o Youth refused service o Service not available/unable to access service o Service determined no longer necessary o Not eligible for service

Clicking “Save & View” brings users back to the Case Plan Summary:

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Clicking “Exit” keeps the Case Plan in a submitted status and brings users back to the Program Enrollment Summary Screen:

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Clicking “View Summary” brings the user back to the Case Plan Summary.

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Once the Case Plan has been closed, users will be brought to the Case Plan Summary screen which will look like the screen below. The Case Plan Status is now “Finalized” and the only option is Exit. 34.

The closed Case Plan now shows a Completed Date. It is no longer under Items Required Prior to Discharge. Entering a closing YASI also removes it from Items Required Prior to Discharge.

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Clicking “View Summary” after the Closing YASI has been entered and closed brings the user back to the Case Plan Summary. Now, however, the results of the Initial YASI and Closing YASI are shown together as shown in the screen below:

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After the Case Plan has been closed and all of the Items Required Prior to Discharge have been completed, users will see the Program Enrollment Summary screen as shown below. 37.

If users click Process Discharge, they will be brought to the following screen:

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38.

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Discharge reason:

• Deceased • Error • Completion of program requirements • Failure to comply with program rules • Change in status

o Commitment to IDJJ – new charge/violation o Commitment to IDJJ – pending charge/violation o Commitment to detention – new charge/violation o Commitment to detention – pending charge/violation

• Residential treatment o Mental health o Substance abuse o Transferred to specialized care at crisis

• Moved out of service area o Transferred or referred to other CCBYS agency

Drop-down of all CCBYS agencies o Out of state

• Refused further services o Client refused further services o Parent refused further services o No response/unable to contact

• Not accepted into program for additional services o No slots available o No significant risk (YASI-Pre) o Client does not meet other provider eligibility criteria o Transferred to home CCBYS agency

Drop-down of all CCBYS agencies o Transferred to DCFS – safety assessment o Transferred to other service provider/specialized care o Youth is a DCFS ward o Out-of-state youth o No viable family option – referred to DCFS o Youth remains in secure confinement – IDJJ/Detention (lock-out unresolved) o Youth remains in treatment facility (lock-out unresolved)

Living arrangement at case closure: • No permanent address/shelter – includes friends (definition of homeless) • At home • Family arranged placement • Secure confinement

o IDJJ o Detention o County/city jail o IDOC

• DCFS placement (excluding TLP) • Residential treatment facility

o Mental health o Substance abuse

• Independent • In transitional living placement

o DCFS o DHS o Other

• Other long-term living arrangement • Unknown

GED/High School Diploma: o Has obtained HS diploma o Has obtained GED

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o No HS diploma/GED obtained o Unknown – youth transferred at crisis o Unknown

Educational Status: • Enrolled in traditional school

o Youth is actually attending o Youth is currently suspended o Youth is attending sporadically o Youth is attending as home bound o Youth is taking online HS classes o Youth is not attending

• Home schooled o Youth is actually attending o Youth is not attending

• Enrolled in alternative education classes other than GED o Youth is actually attending o Youth is currently suspended o Youth is attending sporadically o Youth is not attending

• Not enrolled in any educational program (including school) o No longer in school – HS diploma/GED obtained o Dropped out o Expelled

• Enrolled in GED classes • Enrolled in vocational/technical school • Has obtained a vocational/technical certificate • Currently attending college – no degree obtained • Currently attending college – one or more degrees obtained • Formerly attended college – no degree obtained • Formerly attended college – one or more degrees obtained • Unknown – youth transferred at crisis

Employment status: • Full-time • Part-time • Not employed

The CCBYS – JJ system diversion: • Was successfully completed • Was terminated prematurely – by program for failure to meet program requirements • Was terminated prematurely – by youth/family • Was terminated prematurely – due to an adjudication on the existing charge • Was terminated prematurely – due to an adjudication on a previous charge • Was terminated prematurely – due to a VOP/PTR – new charge • Was terminated prematurely – due to a VOP/PTR – technical violation

The CCBYS – JJ system diversion impact on detention: • Reduced length of stay in detention • Avoided a stay in detention • Not applicable

Clicking Save & Continue on screen 38 will bring users to the next steps of Discharge:

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39.

Was the youth at any time placed in limited custody? Yes/No Was an MRAI filed? Yes/No If yes, was it heard? Yes/No If yes, what was the outcome?

• Unknown • Probation • Returned home • DCFS • Other family

Was a referral made for an Individual Care Grant (ICG)? Yes/NO If yes, was an application submitted? Yes/No/Unknown If yes, was an ICG awarded? Yes/No/Unknown Face-to-face intervention conducted: Yes/No If yes, was the 60/90 minute requirement met? Yes/No/N/A If yes, was this documented in the case file? Yes/No Crisis stabilization plan developed? Yes/No

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If yes, was this documented in the case file? Yes/No Discharge plan developed? Yes/No If yes, was this documented in the case file? Yes/No Was this case the result of/or did it involve a charge of domestic battery against the youth? Yes/No Was this case referred for the purpose of addressing chronic truancy issues? Yes/No If yes, (pick one):

• Referred by court system • Referred by the educational institution

Was the youth placed in an agency arranged placement? Yes/No Clicking Save & Continue brings users to the next step of Discharge: 40.

Once the Discharge information is entered and users click Save & Continue, they will be brought back to the Program Enrollment Summary screen. The Discharge Summary is now displayed:

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“View/Edit Discharge” will bring users back to screen 37 so that they may edit the information. “Finalize Discharge” finalizes the Discharge so that it cannot be edited. Once a case is finalized, users cannot enter or edit any information. The only actions available are to view the Discharge Summary Report and to enter Supplemental Data. After users click “Finalize Discharge”, they will see the Program Enrollment Summary screen as shown below:

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There is now a “View Discharge Summary Report” option as well as a Supplemental Data section. Users can add Follow-Up information and Additional Client Contact information.

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If users click “View Discharge Summary Report”, they will be brought to the following screen: 43.

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Clicking “CCBYS” at the top of the report will bring users back to the Program Enrollment Summary screen. From there… If users click “Add Follow-Up”, they will be brought to the following screen: 44.

When users click “Save & Continue,” they will be brought to the following screen:

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45.

Living arrangement at case closure:

• No permanent address/shelter – includes friends (definition of homeless) • At home • Family arranged placement • Secure confinement

o IDJJ o Detention o County/city jail o IDOC

• DCFS placement (excluding TLP) • Residential treatment facility

o Mental health o Substance abuse

• Independent • In transitional living placement

o DCFS o DHS o Other

• Other long-term living arrangement • Unknown

GED/High School Diploma:

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o Has obtained HS diploma o Has obtained GED o No HS diploma/GED obtained o Unknown – youth transferred at crisis o Unknown

Educational Status: • Enrolled in traditional school

o Youth is actually attending o Youth is currently suspended o Youth is attending sporadically o Youth is attending as home bound o Youth is taking online HS classes o Youth is not attending

• Home schooled o Youth is actually attending o Youth is not attending

• Enrolled in alternative education classes other than GED o Youth is actually attending o Youth is currently suspended o Youth is attending sporadically o Youth is not attending

• Not enrolled in any educational program (including school) o No longer in school – HS diploma/GED obtained o Dropped out o Expelled

• Enrolled in GED classes • Enrolled in vocational/technical school • Has obtained a vocational/technical certificate • Currently attending college – no degree obtained • Currently attending college – one or more degrees obtained • Formerly attended college – no degree obtained • Formerly attended college – one or more degrees obtained • Unknown – youth transferred at crisis

Employment status: • Full-time • Part-time • Not employed • Unknown – youth transferred at crisis • Unknown

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After entering a Follow-Up, it will appear on the Program Enrollment Summary screen under Supplemental Data as shown below: 47.

When users enter more than one Follow-Up, they will appear on the Program Enrollment Summary screen under Supplemental Data as shown below:

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48.

Clicking “Add Additional Service Hours” on the Program Enrollment Summary screen will bring users to the following screen: 49.

Reason for additional service hours:

• Follow-up activity • Other

Additional Service Hours will appear on the Program Enrollment Summary screen as shown below: 50.