TFACTS Private Provider

Case Assignment and Termination

When assigning cases in TFACTS, you will have the option to assign to multiple supervisors and employees depending on the needs of the case.

In this training, you will proceed through three (3) different sections:

1. Assigning a case to an employee2. Assigning a case to another supervisor3. Terminating access to a case (both supervisor and employee)

ASSIGNING A CASE TO AN EMPLOYEE

Assigning Cases

The DCS Regional Placement Service Division worker will assign all cases to a provider supervisor as determined by a provider.

To view cases assigned to you by DCS:1. Log in to TFACTS 2. To locate current assignments click on Home > Assignments

Now that you are logged in and viewing assignments:

1. Select a case to assign by clicking on the box by the case name.

2.Once you havechosen the case ClickAssign.

3.The Assign Work Item screen appears. Here you can assign a case to an employee or to another supervisor. Lets click Assign to My Employee.

4.Click Filter and employees will automatically populate.

5.Click select next to the employee you want to assign the case to.

6. Assign the role of Private Provider Worker to your employee.

Note: Always chose this option no matter what duties you may want them to perform in TFACTS.

7. Next a prompt will appear asking you if you want your supervisory assignment to end. Click No because you will need access to continue to monitor the case.

If you click yes you will lose access to the case you are assigning.

The case is now assigned to your employee as the Private Provider Worker and this worker can now access the case via their caseload.

Once assigned, a Private Provider Worker can click on their Case Tab to select and view any case that has been assigned to them.

ASSIGNING A CASE TO ANOTHER SUPERVISOR

1. To locate current assignments click on Home > Assignments

2. Select a case to assign by clicking on the box by the case name.

3. Once you have chosen the case Click Assign.

4. After clicking the Assign button from the previous screen you have the choice to assign a case to an employee or to another supervisor. Lets click Assign to Other Supervisor.

5. Click Filter and supervisors will automatically populate.

6. Click select next to the supervisor you want to assign the case to.

7. Assign the role of Supervisor and Private Provider Worker to the supervisor.

8. A prompt will appear asking you if you want your supervisory assignment to end.

Click Yes or No depending on whether or not you need to keep supervisory access to the assigned case. If you click yes you will lose access to the case you are assigning.In this instance, click Yes.

The case is now assigned to another supervisor and will be off your assigned cases.

TERMINATING ACCESS TO CASE(BOTH EMPLOYEE AND SUPERVISOR ACCESS)

Supervisors are responsible for terminating all case assignments that have been closed.

To do so:

1.Click on Home Page> Assignments.

2.Click on the Select link under the desired worker to navigate to the assignment page where an employee’s case assignment and access to case can be terminated.

3. Enter an End Date

4. Make sure that Private Provider Worker is checked then;

5. Click the Save button to end the employees case assignment and access to the case.

Clicking the save button will bring you back to the assignment screen where the supervisor can then end their own assignment and access to the case.

6. Click on the Select button next to the case you want to terminate. This will take you to the End Assignment screen.

(Navigate to this page by clicking Home > Assignments if you find you are not on the right screen.)

The end assignment process for the Private Provider Supervisor is a 2-step process.

1. First remove your Supervisor role by unselecting the Supervisor role and the clicking Save button. The save button will bring you back to your assignment tree.

2. Click on the same Select button again displayed for the case under your assignment tree.

This will take you to the End Assignment screen (see next screen shot)

3.Enter the End Date

4.Click the Save button to end your own case assignment and access to the case.

Once all steps are complete, all Private Provider access to the case is terminated and no longer listed under case load.

The case is no longer listed under Private Provider Supervisor or Worker caseloads.

HELPFUL HINTS

1. If a case just needs to be reassigned to another employee the supervisor does not terminate their own access and assignment to the case.

2. In order to reassign a case the supervisor must return to their assignment tree by clicking Home > Assignment.

3. The supervisor will then assign the case to another employee following the same steps outlined in this training.

4. Always remember to terminate access in a timely fashion if you no longer have responsibility for the case or the case is closed.

5. Always select Private Provider Worker when making assignments in TFACTS.

6. When assigning a case but retaining supervisory responsibilities be sure to respond "no" when asked if you'd like to end assignment.