Frequently Asked Questions
Q: Will the Health and Education Passport (HEP) be part of the October Go-Live, and how are Public Health Nurses expected to update it?
A: The Health and Education Passport (HEP) will be the same document available today in CWS/CMS. Public Health Nurses do not "update" the HEP directly; they enter data into the system, which then auto-populates into the HEP document. The HEP document itself is read-only.
Q: Is there a nurse consultant supporting refinements to the health record diagnoses in CWS-CARES?
A: The Case Management team consulted with a group of Public Health Nurses (PHNs) on the health record section in CWS-CARES, including a review of the list of values from CWS/CMS.
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.