Creating an Intake Report (inquiry, service referral or incident)

Applies to: 
cb Intake

Creating a Report in cb Intake

To get started, from the cb Intake Workload View click on the Create New Report button (bottom right corner). 

Fill out the required information on the page. 

Note: Required information is highlighted in green and has an asterisk next to it. 

The following sections are available in every Report type: 

Report details:

  • Report name: The name of this specific report. How you enter it depends on your organization’s naming conventions. 
    • Note: A report name will automatically be populated, but you can delete that information. 
  • Assignee: This is the user assigned to complete this report.
  • Report method: How the incident was reported, such as: through email or walk in. 
  • Report types fall into three categories:
    • Inquiry: This is when a person in need asks general questions or generally asks for help. It can also apply when a person asks specific questions but you cannot refer them to another entity at this time.
    • Service referral: This is when a person who needs helps gets a referral for services.
    • Incident: This is an allegation of a problem, like a broken step on a stairwell at a daycare, or a more serious allegation of an injury or abuse. This may or may not be related to a provider, but if so, you can record the name and associated provider in the report.

Note: Incident reports require more information. It will have more sections and information to fill out than Inquiry and Service referral. 

  • Report date is the date/time the report was submitted. This may or may not be the same day the incident occurred. It will automatically be populated with today's date, but you can change the date. 
  • Report time: This is the time of day the report was created. This will automatically be filled in with the current time, but it can be changed.
  • Referred by: This is the institution, person, or thing through which the person in need found out about these services.

Note: If you select Inquiry or Service referral as a report type, there will be a Referred by section before Narrative. 


Narrative: 

This section can be used to enter all narrative information and notes that a user creates as they work with a client or reporter in understanding the situation and what their needs are.

Note: If you write a name, phone number, or address clearly into the narrative, the system can tell what the name, phone number, and/or address is and can then auto-complete this information in the applicable text boxes elsewhere on this page.

People: 

Click on the Add person button to add each person related to the intake in this section. 

As you type in the person's name, related results will populate. If a person profile has already been created, you'll see the person's name show up in the results. Otherwise, click on the Create new person button to create a new person profile. 

Notes: 

Write out notes about the report by clicking on the Add new note button. Learn more about Notes here. 

Forms:

Forms can be added if they're available. 

Attachments:

Add attachments to the report. Check out this article to learn more about attachments. 

Decision: 

  • Screening decision: How the report is going to be handled after it is completed. 
  • Response type: The type of follow up response needed after the report is complete. 
  • Response time: The timeframe for the response after the report is complete. 

Note: Response type and Response time are only available if the Screening Decision is Screened In. 

Creating an Incident Report in cb Intake

An Incident Report Type requires more information than other report types. Along with the usual sections in all report types, Incident report types also have a few other sections. 

Incident Details:

  • Incident type: The kind of allegation is being reported, such as a complaint, a form of criminal activity, abuse, injury, etc. You can select as many of these as necessary.
  • Incident date: The date that the incident occurred. 
  • Incident location type: The type of place where the incident took place, like a school, a home, etc.
  • Incident address: The street address of the location where the incident took place.
  • Unit Number: The unit number of the location where the incident took place, if applicable.
  • City: The city where the incident took place.
  • County: The county where the incident took place, if applicable.
  • State: The US state where the incident took place.
  • Zip: The zip code of the area where the incident took place.
  • Phone Number: The phone number where the incident took place, if applicable.
  • Provider Name: The provider where the incident took place. If the provider is in the system, then that provider’s name will auto-populate as you type it in.

People: 

  • People: Click the Add Person button to add all the people involved with this case.
    • As you type in the person's name, related results will populate. If a person profile has already been created, you'll see the person's name show up in the results. Otherwise, click on the Create new person button to create a new person profile. 
  • Reporter: The name of the person who reported the incident.

Note: A person will need to be added with the Reporter role in the People section before their name can be selected in the Reporter section. 

  • Reporter type: The relationship the reporter has to the other people involved with the incident. The reporter might be a family member who witnessed the incident, a daycare center staff member who heard about it, etc.
  • Source of information: This is how the reporter knows about the incident. Maybe a family member saw the abuse with his own eyes or maybe a daycare center staff member heard about abuse from the alleged victim but didn’t see it.
  • You can check off whether or not the reporter wants to remain anonymous. If you don’t know if the person wants to remain anonymous or not, you also have the option to click “Unknown.”

Allegations and mandated reasons

To add an allegation click on the Add allegation button.

  • Alleged victim: The name of the person who was the alleged victim in this incident. The person needs to be added in the People section before they can be added here. 
  • Alleged perpetrator: The name of the person who was the alleged perpetrator in this incident. The person needs to be added in the People section before they can be added here. 
  • Allegation: The type of allegation that is alleged to have occurred, such as neglect, criminal activity, etc. Multiple allegations can be added in this section.

Note: If this is a complex case with multiple allegations where one person is both an alleged victim and an alleged perpetrator at the same time or where there are multiple types of maltreatment going on at the same time, you can click on the Add allegation button to add multiple allegations. 

Cross-reporting

Choose whether or not the incident was cross-reported by the reporter. If that information is Unknown, select Unknown.

If you select Yes in this section, you can add more information about the cross-reporting, such as: Agency or Provider name, contact date, etc. 

If there are multiple Cross-reports, select Add cross-report to add each one. 

Note: If you accidentally select Yes and meant to select No or Unknown, delete the Cross-report #1 box by selecting the Discard button in order to select No or Unknown instead. 

Worker Safety:

This section can be used if to add any safety considerations for investigators or inspectors who may follow up on this report. If you select Yes, a list of safety risks will show up. Select all risks that apply. 

Decision: 

  • Screening decision: This is how the report will be handled once it's completed. 
  • Report severity level: Here, you can indicate how serious this issue is. For example, if the heating is broken at a daycare center on a warm spring day, then the severity level might not be particularly high. If there is an allegation of serious abuse, then the severity level is high.
  • Response type: This is the type of follow up response need once the report is complete. 
  • Response time: This indicates the follow up response time when the report is complete. 

Note: Response type and Response time are displayed if the Screening decision is Screened In. 

Saving, Submitting, or Deleting a Report

  • To Save a Report: click Save to save your progress as you go. 
  • To Delete a Report: click Delete
  • To Submit a Report: click Submit once the report has been completed. 

Note: If you want to create a case from the intake report, click Create case . Only Engage Workers and Engage Supervisors are able to create a case from a report. 

Note: At anytime, you can reopen a submitted intake report by clicking the open door in the upper right-hand corner.