Frequently Asked Questions
Stakeholder Briefing
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: Can multiple people work on the same case at once, and can multiple cases be open at the same time?
A: Yes, multiple cases can be open at one time, organized by workspace tabs. More than one person can work in a case at the same time, as long as they are not working on the same record simultaneously — for example, one user can enter a placement while another enters a contact note.
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: Are there validations to flag inconsistent grade entries (for example, last grade completed is 8th but current grade is 11th)?
A: No. CWS-CARES does not have business rules of this kind, in case a child skips grade levels.
Q: If a placement change is entered, does CWS-CARES prompt the worker to update school information (or vice versa)?
A: No. After a placement is made or changed, there is no notification, task, or prompt reminding the worker to document the latest school details on the person profile. The Project has noted this input for further discussion.
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.