Child Protective Services Archives

White Earth Nation WE CARE system of care model run on RiteTrack

April 9, 2015/in Case Study, Child Protective Services, Domestic Violence, Foster Care, Indian Child Welfare/by Casey Bader

Since 2013 White Earth Nation has transferred human service cases for tribal members and their families from delivery by Minnesota counties. In order to provide the best services the Tribe developed the White Earth Coordination, Assessment, Resource and Education (WE CARE) case management model. This system of care model is a client-focused, client-driven model that requires client input and involvement. WE CARE focuses on program collaboration and communication to develop and execute an interdisciplinary plan based on the goals that the client wants to work on. WE CARE utilizes RiteTrack to enable assessment, collaboration, plan development, and outcome tracking.

White Earth Coordination, Assessment, Resource and Education (WE CARE) is a coordinated and holistic case management approach seeking to assure the long-term well-being of children, families and communities. WE CARE’s goals are to

decrease duplication while increasing access to services
increase client referrals
enhance access to resources for clients
increase communication and coordination between tribal programs through innovative technology

A primary goal of WE CARE is for services to be client-driven, and success is defined by the client as well.

White Earth Nation recognized that while there were services available to clients, the administration of these services was often ineffective and inefficient. Programs did not communicate and services were not prioritized. Clients could be left feeling confused and overwhelmed, and while a program may claim “success,” the client did not feel successful. The WE CARE model seeks to enhance collaboration between tribal programs, non-tribal programs, community and family in order to address the physical, mental, spiritual and emotional needs of clients. WE CARE relies on client input to direct outcomes, define goals , and determine how success will be defined. The WE CARE Plan, developed with the client, may include services from Child Protection, Child Care/Early Childhood, Head Start, Employment, Education, Mental Health, Substance Abuse, and more.

WE CARE leverages RiteTrack in order to enable collaboration, communication and outcome reporting for this interdisciplinary approach. The process begins with the client signing a Universal Release giving permission allowing data entry of a Universal Intake form into the database system. The Universal Intake is completed in RiteTrack and automatic notifications are sent to programs which are identified as applicable to the needs of the client. These are delivered via secure email with a live link to the record in RiteTrack. Identified programs then individually call the client to offer services, which the client can accept or deny. Any program whose services the client accepts will become a part of the WE CARE team for that client. All team members sign a Legal Confidentiality Form defining responsibilities for sharing information about the client and plan. The WE CARE team and client then develop a WE CARE plan based upon the needs identified in the Universal Intake Form. This WE CARE plan is defined in RiteTrack and includes detailed views of goals, strategies, staff assistance, notes and assigned programs. The WE CARE plan is printed and shared with the client for review and sign-off on the goals and empowerment strategies developed. The plan is updated in RiteTrack throughout service provision and outcomes are tracked. Information reported from the system is then used for federal and state grants as well as communication of outcomes to Tribal Council and the community.

The WE CARE model was developed by a specially chosen development team that created the process and model. Included in this development was the creation of a Universal Intake form, confidentiality form, and WE CARE plan. Additionally, an educational curriculum for staff regarding WE CARE was created to ensure the model was understood and administered effectively. The development team proposed recommendations for the WE CARE Advisory Board, an entity that works to support the program for both staff and clients. Then a public relations campaign was initiated to inform the White Earth Nation about WE CARE and the services it offered. Because of comprehensive and thoughtful planning, the WE CARE model was given the best chance for a successful implementation.

A WE CARE Advisory Board was established based on the Development Team’s recommendations to support and strengthen case management teams. The Advisory Board is comprised of division managers, not WE CARE team staff, and represents WE CARE on several fronts. It acts as a liaison with WE CARE clients and other constituents using this communication to monitor and strengthen services provided.It also provides feedback to Tribal Council and ensure adequate financial resources to support the program.

Through thoughtful, interdisciplinary planning, careful execution and comprehensive support, the WE CARE program has become an exceptional model for comprehensive service delivery to children and families in Indian Country. The WE CARE model uses best practices and collaboration between programs and clients to ensure the best outcomes. The program has developed innovative ways of utilizing technology to enhance collaboration, communication and reporting and to safeguard funding while providing sustainability for the program.

Jennifer Stevens, RN, PHN, White Earth Nation Home Health Agency Manager and Casey Bader, Vice President at Handel IT, will be presenting on the WE CARE model at the upcoming NICWA Conference, April 19 – 22, in Portland, OR.

Problem Solved: A Story of Vanquishing Risk and Complexity

March 30, 2015/in Child Protective Services, Enrollment, Foster Care, Indian Child Welfare, Juvenile Facilities, Juvenile Justice, Tribal Court, Tribal Government, Tribal TANF, Tribal Treatment Services/by Tiffany Edmonds

I was told growing up that when you experience success you should act like you’ve experienced it before. Don’t flaunt your touchdown reception or first place finish; act like you’ve been there before. However, I quickly realized that there is a huge difference between simply acting like one has done something and actually having done it.

So, what does this all have to do with software implementations and case management? The simple answer is that there is a large collection of companies out there that claim to be able to take on massive projects to design, develop, and implement a large enterprise-level software solution. How should project leaders with large and complex projects choose a vendor from the plethora of options available to them?

Most people know that in enterprise-level software implementations, risk is proportionally tied to the complexity of the project. If the complexity goes up the risk does as well. With that in mind, what are we to think of projects on the extreme end of complexity? What if we are taking multiple legacy systems and want to put them into one single and comprehensive system? What if we also want to bring multiple departments together onto one single system in that same project? What if there are federal and state reports that must justify from the moment the system goes live? What if we need to integrate with other systems at the same time that everything else is happening? If risk of failure is directly proportional to the complexity of a project, should we even bother attempting such bold initiatives?

Click to Expand

The answer to that final question is a resounding ‘yes’. It is worth pursuing because of the benefits that it can lead to. Bringing multiple systems together reduces complexity and duplication of data entry which, in turn, reduces errors. Having multiple departments or facilities operate on one common platform increases communication and improves outcomes for clients. The risk, in other words, is worth the potential rewards that a system that can do all of those things could bring. However, that one question still lingers… What if it fails?

This is where proven success comes into play. It is not enough to know that a company could potentially complete a project. These projects need a company that has been there before. The type of system described above with multiple data conversions, bringing previously disparate departments together on one system, reporting to federal and state agencies accurately from day one, and integrating with other software systems describes most of Handel’s customers. We have proven success on every single one of our solutions, from unifying government agencies of a Tribe to providing a system that unifies detention and residential facilities for a county.

Large and complex projects require the devoted attention of software professionals who have repeated success and a strong, standard solution. We have devoted countless hours to designing, testing, and refining each of our solutions to meet the needs of our clients with our standard functionality, whether it is for a CPS Department, Juvenile Detention Facility, TANF Department, or a multitude of other systems. This standard functionality not only brings down cost, it also lessens risk.

While most systems require small changes, we have found that our standard platform will accomplish most of the needed functionality within the markets that we serve. Completely custom solutions that are built from the ground up may sound wonderful at the beginning of a project. However, these projects are the most likely to end up over budget, behind schedule, and outside of scope. We at Handel know this because that is how we used to build software solutions. We built our latest version of RiteTrack to combat all of those things; we provide a common framework to all of our customers, thoroughly test and refine each one of our software modules, and send updates to all of our systems whenever we make something better or fix the rare bug we run into. This means that not only is your project more likely to be successful on the front end, but also that our customers never have to worry about having a system that nobody knows how to fix or update five or ten years down the road.

And what of those things that will always be custom to an individual software solution? We handle (yes, pun is intended here) data conversions, systems integration, custom reporting, attaching custom modules to our standard framework, training and system documentation, and everything else imaginable on a regular basis. All of our staff, from our sales personnel to our project management staff to our software developers, are trained to create custom alterations and additions to make our software work for you in the most optimal way possible.

This combination of our standard software offering and our staff’s familiarity with providing insightful and accurate consulting creates a unique environment where we can reduce the risks imposed by time, cost, and scope of a project as a whole while also building a software solution that keeps your legacy data, communicates with other systems, and improves upon your organization’s reporting abilities. Handel’s ability to accomplish all of these extremely complex things comes from our more than 17 years of corporate experience and our tireless efforts to make the best standard software for each industry we serve. Our experience and work makes it possible for organizations to dream big about what their case management software can do for them.

Though these types of projects are large, complex, and sometimes even scary, Handel can help mitigate all of that. We have been there before and our customers have experienced great success using our system. Our track record shows that our methodologies, standard software offerings, and innovative technologies work. So, go ahead and dream big and know that if Handel is your partner your project, no matter how big, will be a success.

Tachi Yokut Tribal Social Service Department Implements CPS/ICW RiteTrack Module Creating Its Own Integrated Solution

February 12, 2015/in Child Protective Services, Enrollment, Foster Care, Indian Child Welfare, News, Tribal Government/by Tiffany Edmonds

The Tribal Social Services Department (TSSD) of the Santa Rosa Rancheria Tachi Yokut Tribe implemented another RiteTrack module which will manage Child Protective Services and Indian Child Welfare in late 2014. This is the second module in the Tribe’s integrated solution and stores member information centrally and is updated consistently from the Enrollment Department or TSSD. The Tribe began with the Enrollment module in 2012. RiteTrack allows tribes to consolidate data and remove the barriers of data silos and stores information in a single database system.

TSSD is an all-encompassing social service provider which focuses on serving tribal members, residents, lineal descendants, and other documented Natives.

Handel IT and White Earth Nation chosen to present at NICWA Conference

January 14, 2015/in Child Protective Services, Domestic Violence, Foster Care, Indian Child Welfare, News, Tribal Government/by Casey Bader

The National Indian Child Welfare Association (NICWA) has selected Handel IT to present at its 33^rd Annual Protecting Our Children National American Indian Conference on Child Abuse and Neglect which is taking place from April 19-22, 2015 in Portland, Oregon. Handel is presenting with the White Earth Nation on the White Earth Coordination, Assessment, Resource, and Education (WE CARE) case management model.

This innovative system-of-care model is client-focused, client-driven and requires client input and involvement throughout service delivery. WE CARE focuses on program collaboration and communication to develop and execute an interdisciplinary plan based on the goals that the client identifies. RiteTrack is used by WE CARE to enable assessment, collaboration, plan development and outcome tracking. Through thoughtful, interdisciplinary planning, careful execution and comprehensive support, the WE CARE program has become an exceptional model for comprehensive service delivery to children and families in Indian Country.

The White Earth Nation WE CARE Model presentation will be from 3:30 – 5:00 p.m. on Tuesday, April 21st. If you will be attending the conference, please attend this presentation. Handel is proud to continue to be involved in the important discussions concerning Indian Child Welfare with NICWA. This is the fourth year Handel has presented on innovative uses of technology in Indian Country for child and family services.

Reaching Your Clients: The Importance of Address Verification

January 5, 2015/in Child Protective Services, Enrollment, Indian Child Welfare, Juvenile Detention, Juvenile Facilities, Juvenile Justice, TANF Reporting, Training, Tribal Court, Tribal Government, Tribal TANF, Tribal Treatment Services/by Tiffany Edmonds

Often one of the most frustrating experiences a user of enterprise software can have is the inability to track address information in a consistent and reliable way. This arises mostly due to the fact that most software systems don’t verify address information, which leaves the formatting of an address up to each individual user. This “free form” system of entering data can seem to make a system more flexible, but in reality it creates a large amount of unusable data.

To provide an illustration, below are some examples of the issues that we have run into in our data conversions when organizations upgrade to RiteTrack:

Incomplete, invalid, or missing zip codes
Street address with no street name
Descriptive text that is not an address such as ‘Incarcerated’, ‘Unknown’, or, my personal favorite, ‘I Do Not Know’

All of these issues lead to one common problem; addresses in most databases cannot be readily trusted to be accurate. During data conversions from legacy systems to RiteTrack, we often identify that up to 50% of addresses that were entered into an outdated system are incomplete, inaccurate, or not even an address. Luckily, there is one common solution to solve this problem. That answer is address verification.

RiteTrack utilizes the power of Google Maps to verify addresses, help complete missing information, and keep consistent formatting in the addresses that users track. This single solution, using Google’s API, leads to more accurate reporting, reduced data entry time, and, most importantly, a database that can be trusted.

What is more, by using Google Maps, RiteTrack also can provide all of the advanced functionality that users have come to expect from technology in other areas of their lives. If a person’s personal cell phone can provide them directions to their destination, then surely an enterprise software solution should be able to. Sadly, most systems don’t. When we developed RiteTrack we set out to change that. Below are a series of screenshots to show how easy it is to use our advanced address functionality to provide an unprecedented user experience.

Even with a poorly formatted address, as seen below, RiteTrack is able to make suggestions about the addresses that closely match a search.

Using the incomplete and poorly formatted address above, RiteTrack identifies potential addresses that have been verified as actually existing.

With a single click of a button a user can select the correct address, which will also be correctly formatted automatically for users. The data validation that was once was impossible in older systems takes two clicks in RiteTrack.

What is more, with a single click RiteTrack can access a Google Maps search of the address in a separate browser tab and users instantly have access to the power and functionality of Google’s software. No retyping the address; no copy and paste; it just works.

By being able to access Google Maps from inside of RiteTrack, users can not only view a map and a street view of a location, but can also get directions there, export those directions to their smart phones and other devices, or use any of Google’s other functionality. The power that users have come to expect from their personal devices can now also be brought to their offices. Handel believes that if your smart phone can do it, your enterprise software should as well.

Puyallup Tribe procures RiteTrack for Community and Family Services, Domestic Violence Programs

November 14, 2014/in Adult Protective Services, Child Protective Services, Domestic Violence, Indian Child Welfare, News, Tribal Government/by Casey Bader

The Puyallup Tribe of Indians has partnered with Handel to implement the RiteTrack Child Protective Services/Indian Child Welfare and Financial Services Modules. Project planning has begun with the Community and Family Services Department with an initial site visit being scheduled for early 2015.

Santa Rosa Rancheria Tachi-Yokut Tribe adds Child Protective Services/Indian Child Welfare Module

October 10, 2014/in Child Protective Services, Enrollment, Indian Child Welfare, News, Tribal Government/by Casey Bader

Handel Information Technologies began working with the Tachi-Yokut Tribe in 2012 when RiteTrack was deployed for the Enrollment Department. This implementation will now become an integrated solution as the CPS/ICW Module is deployed for the Tribal Social Services Department. We look forward to RiteTrack becoming an essential tool for the important work done by Tachi-Yokut Social Services staff.