Client Assistance System (CAS)

Click to add title How to get a Username If you are part of the Casework team, DAT team or have a casework G/A/P please go to https://cas-northeast.communityos.org/cms/ to sign up for a username Hit Sign up link in the middle of the screen Fill out the form Your Volunteer Connection Number and your GAP are listed in your Volunteer Connection profile. Suggestion: once signed into Volunteer Connection search your name in the top right. The information is presented easier for you. Please take note of your password. You will need it when you gain access later on Once you hit Register IT will create your profile and ask the people in our region who give access if you are able to have Health/Mental Health access. You will receive an email when you are approved.

Click to add title Website and Tools CAS for Northeast Division https://cas-northeast.communityos.org/cms/ Select to get to the Sandbox to practice or to access the CAS 2.0 Reference Guide and instructional videos. You need a login to access the Sandbox and the Reference Guide. You do not need access to watch the videos. Page 25, 26 of Standard and Procedures Show Concern by: Active Listening: Talk to the client not the keyboard or papers. Focus on them. Recap what you are hearing to ensure you understand them correctly. Show Empathy and Compassion-be mindful of body language. Use language that shows you are with the client. Remain Neutral Comfort Respect the client’s circumstances and specific needs/concerns Notice cultural factors that affect client’s needs Avoid assumptions Encourage independence by offering info and choices Offer water/snack if available Keep Calm Avoid interruptions and distractions Be patient Set boundaries-Don’t overshare or over identify with clients Assist within the mission of the Red Cross

Click to add title Sandbox Sign into CAS with your unique login. Click Select #1. DCA Training Sandbox Select your Division (Northeast Division) Note training username and password. (Ex: Username ctrain06 Password: Redc0ss! Click Training Sandbox Login with Training Username and password

Click to add title My tools Click on My Tools on the strip of blue on the top of your screen. This will bring you to a few options that allow you to work on cases. Case Search New Case Client Export (Supervisor function) CAS Event Admin (Supervisor function) CAS Reports (Supervisor function) Resource Management (Supervisor function)

Click to add title Search Case # Name Event Address City Chapter When you find the case you think you want to go into click on the first name, last name or case number to get into the case. Practice

Click to add title Opening a Case Be sure the case does not already exist by searching, client’s name Click on Select from drop downs and fill in necessary information on the intake Territory: Should be name of the territory in MA Northeast Metro South East Central Western Some MA Specific

Click to add title Opening a Case Adding the Event Click Check the list that first comes up for the event you are looking at. (For “active” events you will most likely have to create the event) If it is on the list of events on the first page hit If it isn’t hit to create the event Select Event level Chapter/local Event (Most SFF, MFF and other small events) Chapter DR (An event that will go over $10,000, only do this if told by a supervisor) National DR (A large scale event. You will most likely not encounter this but if you think it is a possibility wait for a supervisor) National DRs are usually entered into CAS an alternate way by leadership.

Click to add title Opening a Case Select Event Type-If you are opening a case on someone’s behalf don’t assume it is a fire always ask unless the team has already told you Local Identifier-You can choose a common name for the event. This is helpful if the event ended up having multiple addresses Date-The date you enter is always the date of the event which may or may not be the same date as the interview. Always confirm if you are opening the case for someone else. Notes: Use if there is something unique to note about the fire like Multiple addresses due to fire being on street corner. Click at the bottom of the window Click at the top right of the window You will now see an event name and number in the case National DRs are usually entered into CAS an alternate way by leadership.

Click to add title Opening a Case Continuing entering the information for household members in the case If you know post-disaster information enter it Enter the consent choses the client indicated Under interview details Date is the date of the interview Client Consent confirmed: the person doing the interview Second Responder Affirming livablility: The second responder with you even if a firefighter confirmed livability Narrative: Enter what is included in the narrative space on the intake or write your notes directly in CAS Make sure to include : Items distributed, #2 in the narrative Client has contacted, and all of the Recovery planning These are check boxes on the paper form but need to by typed out on the computer. National DRs are usually entered into CAS an alternate way by leadership.

Click to add title Opening a Case How Affected: Move over to the How Affected tab and fill out the boxes and select from drop downs. Resilience: If roadblocks are selected navigate to Follow-up to make check off what is on the intake Referrals: We are in the middle of entering resources into CAS. Some are able to be selected on the Resources tab. If not please type into Narrative box. DCA-Navigate to Direct Client Assistance Tab For initial funds Select Items to add Change quantity if needed Enter proxy number Double check amount on CAC Press National DRs are usually entered into CAS an alternate way by leadership.

Click to add title Opening a Case DCA-Navigate to Direct Client Assistance Tab For initial funds Select Items to add Change quantity if needed Enter proxy number Double check amount on CAC Press For RDO Exception Select RDO exception under line items Choose what they are using it for Enter amount of item Change Quantity if needed Make sure a note is entered on Case Review tab under RDO exception National DRs are usually entered into CAS an alternate way by leadership.

Click to add title Supplemental If you have determined you would like to provide Supplemental Assistance in a CAS you need to do the following: Follow-up Tab Make sure at least one GAP is selected Make sure the client has no more personal funds and has attempted resources and that they are selected in the drop downs Make sure client has at least two of the roadblocks checked off Select dollar amount you suggest we provide Narrative Write a note about how you came to the decision to provide Supplemental. Include any information you gathered on personal finances and how you came to dollar amount conclusion Case Review Make Sure Supplemental Approved is checked and the name of the SV who approved it in the notes section

Click to add title Reports Select MyTools Select Client Export Name your Report Make sure save is checked off Select Select the following boxes Page 26 of Standard and Procedures

Reports 6. Select from drop downs 7. Select Export Note: For DRs it is good to change Group 1 to Event number>equal to>DR number to pull only DR cases. You can also add a group and put in a Chapter or county name/number if you want to narrow down based on the format the DR has. Just make sure anything that will help you narrow down is also selected in the first step of report.

Click to add title Reports Once you run the report once you will be able to just go Client Export and scroll to the bottom to see saved reports. After Export is selected you will get an email with the report you just ran. It goes to the email linked to your CAS account. Only you can open it from that email. If you would like to send it to someone you have to open it, save it and attach it to a new email. Sort as needed.

Click to add title Other Reports 5266-We use this to determine and report when an event has reached over $10,000. This also helps show how many cases are open and how many individuals are in the case. Best way to run it is by using the Event Name/Number User Permissions-We use this to see who has had a CAS username. We can see what permissions each user has, what division access they have, as well as that status, usernames and email. Helps to check this when someone has a CAS issue before they contact IT to see if we can identify the problem for them to correct Show reports