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Process NameCM-1 Submit a Case/Referral RequestComments
DescriptionBoth internal and external (to HEE) users can send a referral, or case request to the Case Management Team for consideration
ActorsEducational Supervisor, Clinical Supervisor, HEE Admin, TPD, Trainee, Educational SupervisorOther
Pre-conditionsLogged in Authorised User
User navigated to Person Record

Access front end facing site

Accept t&c's

Form should be available on non-authenticated site and authenticated admin/trainee sites
Post-Conditions

View Admins can view all or search cases in a summary screen

Cases flagged against trainee record in Admin site

Notification sent to Case manager and TraineeCase flagged in Trainee UI - tbc if in scope for MVP

(IO) no flag in trainee UI at this stage, they do not need to know
Process Steps
  1. Select Case management from UI menu
  2. Select Create a new referral/case
  3. Enter relevant field data for new case and complete Form A - Referral (Form 1 & 2)
  4. Add action plan/s to case
  5. Record required outcomes
  6. Add document/s to case
  7. contact to send case referral
  8. Complete referral form
  9. System auto-saves details as they progress*
  10. User saves and submit case
  11. New Referral/Case request added to summary list page
Although options 4,5 and 6 are possible at submission time, they are normally competed at triage phase.Alternative Process
  1. in Admin site

Alternative ProcessN/A
Rules
  • Rule: Only specified fields can be entered
  • Error: where mandatory fields not completed

JIRA

Audit LogWho submitted the case (email address) and when
Present audit log to all with view permissions within case management view


Process Name
CM-2 Search Referrals/Cases
Comments
DescriptionHEE Admins and case managers can search for a case from the list page and click through to view in more detail
ActorsHEE Admins, TPD, Educational Supervisor
Pre-ConditionsLogged in Authorised User
User navigated to Person RecordCase Management list view
Post-Conditions

View all or searched cases in a list screen


Process Steps
  1. View table with column headers defined
  2. Search or click into a single row to view detail on a particular Trainee's case/referral
  3. System presents detailed case or referral viewClose

<<Field validation to define column headers to present in the list screen>>


Search terms TBD


All columns filterable

Alternative Process

RulesRule: System presents a read-only view of the submitted referral form A
JIRA Links

Audit LogWho viewed the case and when
Present audit log to all with view permissions

...

Process Name
CM-3 View/Edit Referrals/Cases
Comments
DescriptionHEE Admins and case managers can view and edit the detail within a case; this includes any relevant notifications to the trainee and referrer
ActorsHEE Admins, TPD, Educational Supervisor, Clinical Supervisor, Case Manager
Pre-ConditionsLogged in Authorised User
User navigated to Person desired Case Record
Post-ConditionsView all or searched cases in a list screen
Process Steps
  1. View table with column headers defined
  2. Search or click into a single row to view detail on a particular Trainee
  3. System presents detailed referral/case view
  4. Edit detail in fieldEdit detail in field
    1. Add action plan/s to case
    2. Record required outcomes
    3. Add document/s to case
    4. Change status of the referral to accepted/returned
    5. If accepted, add case manager and notes
  5. Save
  6. Close
  7. System sends notification to case manager and HEE admin / remind user to send email to user

Statuses

  • submitted
  • returned
  • accepted
  • under review
  • returnedclosed

(Where referrals are accepted they become cases which are then ready to be triaged.

Alternative ProcessRules
  • Rule: Only specified fields can be entered
  • Error: where mandatory fields not completed
  • Notification to case managers
JIRA LinksAudit LogWho edited the case and when
Present audit log to all with view permissions
Process Name
CM-4 Triage case
Comments
DescriptionHEE admins can review and apply statuses to a referral which will trigger the next stage of activity against a referral / caseActorsHEE Admins, TPD, Educational SupervisorPre-ConditionsLogged in Authorised User
User navigated to Person Record		Post-ConditionsView all or searched cases in a list screenProcess Steps
  1. View table with column headers defined
  2. Search or click into a single row to view detail on a particular Trainee
  3. System presents detailed case view
  4. Add action plan/s to case
  5. Record required outcomes
  6. Add document/s to case
  7. System auto-saves details as they progress
  8. User saves case
  9. Edited Referral/Case updated to summary list page

Statuses

  • submitted
  • accepted
  • returned

Outcomes

Who will be the case manager

)

Outcomes

  • Case manager name
  • What support is relevant i.e. OH, Exam Support, LTFT/OOP/Supernumerary, Occupational health etc.
  • Returned to be managed at school level
Alternative ProcessN/A
Rules
  • Rule: Only specified fields can be entered
  • Error: where mandatory fields not completed
  • Notification to case managersNotification in Trainee UI - tbc if in scope for MVP

JIRA Links

Audit LogWho edited the case and when
Present audit log to all with view permissions



Process Name
CM5 CM4 - Track/Monitor case progress (Trainee) OUT OF SCOPE
Comments
DescriptionTrainees can view their cases and track their progress and outcomes
Actors

HEE Admins, Case managers

Trainee UI - tbc if in scope for MVP


Pre-Conditions

Logged in Authorised User

User navigated to Person Record


Post-Conditions

Trainee UI - Trainee sees outcome/status of their cases -  tbc if in scope for MVP


Process Steps
  1. Trainee goes to cases
  2. View all cases and their status and outcomes in a user-friendly way.

Alternative Process

Rules

JIRA Links

Audit Log



Process Name

CM6 CM5 - Track/Monitor case progress (Admin)

Comments
DescriptionHEE Admins and case managers can search for a case from the list page and track progress
ActorsHEE Admins, Case managers
Pre-Conditions

Logged in Authorised User

User navigated to Person Record


Post-ConditionsView all or searched cases in a list screen filterable by status/outcome
Process Steps
  • View table with column headers defined
  • Filter cases by Status/Outcomes
  • Search or click into a single row to view detail on a particular Trainee
  • System presents detailed case view
  • Close

Alternative ProcessN/A
Rules

JIRA Links

Audit Log