What are Cases?
Cases reflect the particular program or service provided to a client. A record may have multiple cases depending on the services you provide and if the client returns.
Cases allows your team to understand the client's history with your agency and prevents data form being overwritten - each case can have unique values for it's fields.
Which Entities Have Cases?
Cases are available by default for the following entities:
- Birth Parent
- Foster Family
Our team may be able to add cases to another entity type. Use the Support link in your SAM site to see if it's possible!
Basic Case Fields
The data collected for different Case Types or programs may vary, but there are a few fields which can help your team structure the data collected and provide some commonality across programs.
Case Type or Case Program - the type of program the client is in.
Case Stage - the phase of the program.
Case Navigation - a toggle between different programs the client may be serviced by.
Case Start / Case End Dates - these simple dates can add parameters to the length of the case. Defining why a case for a particular program will start and end is an important step in designing your program's workflow.
The Case Navigation field is available in SAM to toggle between cases and the information collected about a client's service from one case to another. By default, the Case Navigation field is shown on a record's Cover Page for ease of access.
Cases are numbered consecutively in the order they are added to SAM. The Case Number field can be edited to properly order cases, if they are not entered in chronological order.
When accessing a record, SAM will show you the latest case, ie, the Case with the greatest Case Number.
Changing the Case sub-records relate to
Sometimes, a record that is tracked under the case needs to be moved to another case on the Family, Child or Birth Parent record. Most often this will happen for Home Study records or Adoptions.
1. Locate the Details form for the record you want to move.
2. From the Details form, click Advanced Options > Move to a Different Case.
3. Select the Case # you want to move the record to. Press Save.