Frequently Asked Questions
Features & Functionality
Q: Can contact notes and observed conditions be documented in CWS-CARES?
A: Yes. These can all be documented in CWS-CARES. Observed conditions are documented in the person health section.
Q: Is there a plan for foster parents to have online access to the Health and Education Passport (HEP) instead of printed copies?
A: Not for CWS-CARES V1. However, this functionality is being evaluated and considered for future development.
Q: Is a separate contact note required when updating the Health and Education Passport (HEP)?
A: It is not required but can be added if it aligns with a county's business practice.
Q: If parents retain education rights, will that be captured in the Health and Education Passport (HEP)?
A: Yes. There is a section in the Person Profile Education record to capture the education rights holder, and this is reflected in the Health and Education Passport (HEP). The section allows the user to document education decision information related to education rights, developmental rights, or both, including the representative's name, court order date, and relationship to the child.
Q: How can users access the Health and Education Passport (HEP) test environment to navigate it?
A: Users testing in End User Scenario Testing (EUST) 3 can access these sections in the person profile by clicking on the child's name in the persons involved.
Q: Since the Social Security Number (SSN) can appear on the Health and Education Passport (HEP), how is that confidential information protected?
A: Only users with permission to access CWS-CARES will see this information. As in CWS/CMS, users should only access information that pertains to the task at hand. Substitute Care Providers (SCPs) are advised to keep the document in a safe and secure place, as it contains sensitive and confidential information.
Q: Will CWS-CARES include Medi-Cal eligibility information?
A: Yes. A health insurance section is part of the Person Profile for the focus child. Users can document the type of insurance — Medi-Cal, Medicaid, Mental Health, Health Insurance Coverage, Prescription Drug Coverage, or no coverage — along with details such as provider name, policy holder name, policy number, and date of issuance.
Q: How will duplicate persons be identified and merged in CWS-CARES?
A: Users with the Merge permission can search for persons using Person Search and select duplicate persons from the search results to merge them.
Q: In CWS/CMS, users often have to exit Word documents and restart to generate a Health and Education Passport (HEP) or form. Is this resolved in CWS-CARES?
A: The Health and Education Passport (HEP) in CWS-CARES is generated as a PDF.
Q: Will the California Immunization Registry (CAIRS) be linked to CWS-CARES so immunizations can be downloaded into the Health and Education Passport (HEP)?
A: The California Immunization Registry (CAIRS) is under consideration for future inclusion in CWS-CARES functionality.