Creating an on line assessment
Once you have submitted your enquiry form and the CAF team have set up your user details
and you have the system link - enter your user name and password an authentication code will
be emailed to you as a final authentication – see Guide to logging into HolistiX eCAF. Before
progressing to the your messages section you must read and tick that you have agreed to the
Acceptable Users Policy
How to get started
When you first log into eCAF you will be taken to the Family eCAF landing page, which includes
some helpful information. Also on this page is your messages inbox – check for any
Messages
Your open cases will by under ‘My Cases’ click on the case you want
This will bring you to the case summary page (below) where you can see the case members –
NB if it is a Thriving family’s case, this is where you will pick ‘Yes’ - for all other CAFs
leave as No – Once you have picked Yes or No you will be unable to change your choice
as you work through the assessment
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From the case summary page you have the ability to amend or add case member details and
start your actions relating to the CAF process
How to add additional details to the family members
At this point you need to check their details including ethnicity, religion and language. You do
this by clicking on the person’s name – do this for each family member ensuring details are
correct
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This will bring you to a page of all their details which you can update and then ‘save’
This system will then tell you the information has been saved and you can now return to the
case summary page by either using the ‘breadcrumb trail’ or the links on the left
Starting the assessment
From the links on the left hover over Case Coordination and then click on Create assessment
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At this point you have the opportunity to pick who will be part of the assessment by putting a tick
by their name (if you do not tick the whole family, you can bring them in once the assessment
has started) and then click Create Assessment
This now brings you to the assessment and these are the tabs within the assessment
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First tab – assessment information
Boxes are fairly self explanatory – remember to SAVE as you go. Practitioner drop down and
the bottom will pull your details through, when you are ready to move to the next tabs press the
NEXT button or click on the tab you want to go to next
The next two tabs contain the personal information and are ready only, these cannot be edited
in the assessment and you do this in the case summary, case member details
It is within these tabs if you need to pull other family members in you can by clicking on the plus
button – you can see the children in the assessment down the left hand side
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Once you click the plus button you get a pop up box, you can see mark is already in the
assessment as his tick is grey but we can bring missy in by putting a tick against her
We can now see Missy’s details tab – the blue means we are looking at her details and Mark is
grey as we are not looking at his tab – both of these children will now appear in the Child profile
tab
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Services tab
Here you will enter the GP, school, and other agencies currently involved with the family
You click on the green plus signs and are brought to the screen below – both the GP, Services,
and Schools all work the same - you pick the main Service Category from the National service
list e.g. GP, School, health – then the local service which would be the name of the service –
and then practitioner/professional attached to the service
This is demonstrated for the GP section see below – pick the GP if in the list or leave blank
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You can add notes to main the services screen which are automatically visible rather
than within the service involvement box above
These are the National service list categories
This list is in many places in the system – with the local service list attached (a break down of
local service can be accessed on the How to guide – National and Local Service list)
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Once you have selected services currently involved the display as below
The next tab is the Child profile, there are 5 headings with comments, strengths and needs to
be listed against each and a level of need scale to complete (this feeds through to the distance
travelled) for each child (remember to save as you go)
On both the child and parent profiles, the boxes will expand as you type and to the right hand
side of each text box there is the option to bold, underline, bullet point and spell check.
You can see that Mark’s tab is blue so that is the child you are writing about. To write about
Missy you just click on her tab.
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The next tab is the parent/adult tab which again has 5 headings with strengths and needs to be
listed against each and a level of need scale to complete. These are mandatory and will feed
through to the distance travelled for each parent/adult (remember to save as you go)
If there were other parents/adults in the assessment, their details would be down the left hand
side the same as in child profile. You will find this format throughout the system in various
places
Conclusions Tab
This is where you record the actions needed and comments from case members, also the date
of the first TAF meeting.
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At this point you will need to save the assessment as draft, print off and get signed consent from
relevant case member. Once you have signed consent you can replicate this consent within the
system to then enable you to add your TAF members.
The assessment requires one mandatory action, this can always be the task to organise the
TAF.
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Adding an Action
Click on the add action button
Complete the action screen as shown below and ‘Save’, this will save and return you to the
assessment. If you click into the action screen in error, click on return to assessment, this will
return you without saving
Once you have added your actions either in the assessment or in the DPR, you can see a
complete list by going to case items and then Action list.
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This will display both open and closed actions for all the family plus individuals.
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Completing consent on the system
Once you have the signed consent you record this on the system. Go to the consent tab in the
assessment.
Here you need to pick the relevant case members, check the tick boxes.
The consent options are yes to all or to manually specify.
If you manually specify, you will be presented with the national service list options and radio
buttons as shown below
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Once you have done this you can ‘Save as final’ you will now be able to add your TAF
members to the system
Adding TAF members
To add your TAF members, when in case summary got to Case Items and Team around the
family option or use the main case items screen underneath the family summary, either option
is fine
Click on the green plus button to add the practitioner (if you have done your consent form it will
not allow you to add and a message will appear when you hover over the plus)
In the next screen you can search for someone within the eCAF system to add to your TAF. If
they cannot be found please email the eCAF helpdesk with name of the practitioner, their role,
agency and contact details including email address. ([email protected])
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Once you click on the search screen a pop up box will appear and you can enter the name of
the person you are looking for and click search.
You will be presented with a list of professionals to choose from and click on the one you want
NB - Please ensure that if you cannot find the service or agency you are looking for and know of
their contact details email the eCAF Helpdesk with the information to be added to this system.
This information will then be available to you and other practitioners who are requesting the
service/practitioner in the future. This will also enable us to build a database of professionals
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Once selected, their details stored within the system will populate the form as shown below.
You will need to select the relevant case members and dates if applicable.
Once saved you can see the professional listed within the Team around the Family screen and
at this point if they are an active system user they will receive an email alert to say they have
been added to the TAF
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