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pg. 99 CASE NOTES Case notes has a variety of purposes, including, but not limited to:  Sharing information with the LIHEAP staff to facilitate seamless service delivery.  Reminders of information and ideas that have been discussed with the client.  Provide documentation to meet regulatory requirements, that will result in smother local, state, and federal monitoring processes – and possibly fewer audit findings.  Documenting information obtained from suppliers and-or clients.  Documenting services offered as well as the source (i.e. Ameren programs)  Assist LIHEAP staff to:  Review records for compliance and quality of services.  Assist client that contact the central office without sending to the agencies. Every action taken on a case must be noted with a case note. Some general policies to follow when entering case notes:  Should not record sensitive information such as:  Chemical dependency  Mental health  Family violence  Medical conditions-diagnosis  Case notes should be fact based only.  Should be entered on the date of discussion or date of service  Mandatory Case Notes:  Initial Case notes should be made on the date the application was registered and must include:  Post mark date and-or the date stamp date.  Initial review notes: • Any missing documents • Missing signature • Ready for processing  Case notes when processed. Must include:  Date processed.  Eligible or ineligible status • If ineligible include reason and next steps When writing case notes, keep in mind Case notes are part of the permanent record.  Other staff will read case notes.  The participant has the right to receive copies of Case Notes.  Any entries made, may become public record.  Be accurate.  Be professional.