Invite an Applicant to cb Access

Applicants can apply to be provider for your organization by registering for a Casebook account or by receiving an invite from the worker

Applies to: 
cb Access, cb Admin 

The cb Access application process can be used to guide a care provider through the steps of becoming a licensed provider in cb Track.

Depending on your area of practice, these care providers may be foster parents, therapists, or any other partners that provide services for your clients. The application process starts with inviting a provider to Casebook so they can create an account and log in.

Applying to Be a Provider

Applicants can apply to become providers using cb Access. There are two ways to access the application.

  1. Self-registration at url.casebook.net/register
  2. Sending an invitation

Applicants

  1. To access cb Access portal, applicants should be given the unique url to sign up. They will be prompted to click the link and follow the instructions to login and create a password. 
    • For Agency administrators:  If you wish to invite applicants instead, head to ‘portal users’ in cb Admin to create a Casebook user account for the applicant with the Application Portal User role. See Adding New User Individually and Roles and Permissions for more information.
  2. When an applicant logs in, they are brought to an application page
    • Note: As applicants go through the process, the application is labeled based on its status. For example, after you begin to enter your information until you submit it for review, it is then in “Draft.”
  3. Enter all the required information such as your name, etc.
    • When filling out contact information, you have the option to create more than one email address and list one of those email addresses as “primary.” To do this, click the “Primary” toggle next to your preferred email address. You can do this same step for phone numbers.
    • Note: date of birth, highest level of education, and sex are optional
  4. Click Next .
    • Alternatively, click Save  to save your application and come back to it later.
  5. Click “Yes” or “No” as to whether or not there is a second applicant.
    • If there is a second applicant (this might be the first applicant’s spouse or partner, for example), fill out all the information for the second applicant. This information is the same as the information listed in step 3.
  6. Click Next .
    • Alternatively, click Save  to save your application and come back to it later.
    • Alternatively, click Back  to go back a step.
    • Enter your “Address” information.
  7. If you live with other people in your home, then under “Other people in home” click “Add Person.” Enter “Person #1” information.
    • Note: You do not need to include the second applicant in this group of people.
  8. If you have children who don’t live with you, then under “Children outside of home” click “Add child.” Then enter “Child #1” information.
    • Note: Do this for every child you have who lives outside the home.
  9. Applicants can list their relationship information to other applicants and the other people involved. For example, if Applicant A is Amanda, Applicant B is Brian, a person living in the home is Cathy, and a child living outside the home is Daniel, then the system lists the following:
    Amanda is the ____ of Brian since ___.
    Amanda is the ____ of Cathy since ___.
    Amanda is the ____ of Daniel since ___.
    Brian is the ____ of Cathy since ___.
    Brian is the ____ of Daniel since ___.

    Fill in the blanks with relationships between people and when the relationships began. Relationships likely began at birth or at the time of marriage. If Amanda and Brian got married on June 7, 1990 and had their twin children, Cathy and Daniel, on October 8, 1993, then the relationships chart would look like this:

    Amanda is the wife of Brian since 06/07/1990.
    Amanda is the mother of Cathy since 10/08/1993.
    Amanda is the mother of Daniel since 10/08/1993.
    Brian is the father of Cathy since 10/08/1993.
    Brian is the father of Daniel since 10/08/1993.
  10. Click Submit . Applicants then see a summary of the data they have entered with a confirmation number at the top of the page.
    • Alternatively, click Save  to save your application and come back to it later.
    • Alternatively, click Back  to go back a step.
    • Make sure that all the information listed on the page is correct. If it is not, applicants can click Edit  to change any incorrect information.


Workers

At this stage, you can move completed applications to the next step.

  1. Enter the name of the agency user assigned to this application into “Assignee.” This is optional.
  2. Select the provider type from the drop down.
  3. Click “Save.”
  4. If you intend to proceed with this application, click Proceed With Application .
    • Alternatively, if you intend to deny this application, click Deny Application . The process then ends.
  5. You can add attachments at this time if you need to.
  6. If you intend to approve this application, click Approve Application . The applicant then automatically receives a provider profile in cb Track. See Adding and Editing Provider Profiles for more information on this.
    • Alternatively, if you intend to deny this application, click Deny Application .
    • Note: You can edit the application for clarification and correct mistakes before denying or approving.

For agency users, also keep these tips in mind:

  • When an applicant begins an application, you are able to see this in-progress application in the workload view.
  • You can edit any application to correct any mistakes or make clarifications before approving or denying an application.
  • When an applicant completes their application, you then receive a notification that a new application has been submitted and you can see that the status changed to “submitted” in both the application view and the workload view.
  • Immediately after an application is approved, a new draft provider profile is created in cb Track, with the entered information.