I Don't Know My Clients Social Security Number

When creating a new client in caseTRACK you are required to enter a social security number. So what do you do when you don't have that information?

Creating a Pseudo-SSN

If it is not possible to obtain the person’s actual SSN, you should use a 9 digit pseudo-SSN in the format FMLMMDDYY where:

F: First letter of the First Name
M: First letter of the Middle Name. If the client does not have a middle name, use the letter “X” as the second digit.
L: First letter of the Last Name
MM: Enter month of Birth (use leading zeros for Months, e.g., 01 through 09)
DD: Enter day of Birth (use leading zeros for days, e.g., 01 through 09)
YY: Enter year of birth (use leading zeros where necessary, e.g., 01 through 09)

For example, if your client's name is Elmer T. Fudd and was born on 1/1/2005, Elmer's pseudo-SSN will be ETF010105.

In cases where your client's exact birthday cannot be obtained, determine the person’s approximate age (ask, “How old are you?” or give your best guess), then code the birthday as January 1 of the appropriate year.

If 2 individual's pseudo-SSNs are identical, you can use X, Y or Z in the middle initial position. For example if Elmer has a twin brother Ernest T. Fudd, you could use a pseudo-SSN of EXF010105.

Note: The pseudo-SSN should always be used for that client until the true or correct social security number is known.

If you are simply fascinated with Pseudo-SSNs and just have to read more you can take a look at Department of Children & Families Pamphlet 155-2.

What are Collateral Contacts?

The Collateral Contacts feature in caseTRACK can be used to organize a client's family members, extended family and their Multi-Disciplinary Team (MDT) members. Using caseTRACK collateral contacts feature to store this information in a single place allows for shared access to this important information.

A client can have unlimited collateral contacts. Examples of collateral contacts are Grandparents, Therapists, Teachers, Clergy, Probation Officers plus many others.

A single collateral contact can be associated with more than one client and can have different roles for different clients. For example, a collateral contact can be “Teacher” to client A and also be “Parent/Guardian” to client B.

A collateral contact can be currently or historically involved in the client's case.

Benefits

Unlike storing contact information in a hard copy file in a storage room or in Microsoft Outlook, the clients contacts are organized an easily accessible by other caseTRACK users who might need the same information.

Because a collateral contact's information is shared, updated information flows instantly through to all clients associated with the contact.

Creating a caseTRACK "Cheatsheet"

The Dilema

Different programs use caseTRACK in a variety of different ways. In one program, specifying a valid Medicaid billable mental health diagnosis is high on the priority list. For other programs not providing Medicaid billable services this is not important.

Some programs are split into several different "components" in caseTRACK and other programs are contained in themselves.

Most programs have a need to count each family member involved a "case", but others may only need to account for one person in a family.

A program may cross regions and another might be specific to a single region.

All these issues require carefull consideration when implementing and maintaining your program's data in caseTRACK.

The Suggestion

Most programs have procedures and documentation for day to day operations. But how many have similar documentation for the program's data requirements? In my experience...very few.

If you would like to put together a program specific "cheatsheet", here is a suggestion on how to start.

• Think in terms a brand new employee. Just as you might provide a new employee with your Operations Procedures or a user guide for caseTRACK a cheatsheet that puts 2 and 2 together can help tremendously.
  
• Describe your Program. As mentioned above, some programs are split into multiple “components” inside caseTRACK. If this is the case, list and describe the program components.
  
• Address Admissions and Discharges. Some programs receive a bunch of referrals with only a fraction of those referrals becoming clients. Describing when a client becomes a client and when they are discharged will help with the consistency of your data.
  
• Specify what portions of caseTRACK are top priority. caseTRACK contains many different features that could be overwhelming for a user. Highlight those features and functions most critical to your program. What referral sources are used? What funders pay for the program? What services do they pay for? What are the critical tasks and requirements for your program ? Do you need to use 'Other Identification' to group clients together as a unit? What reports are need to be used and how are they used?
  
• Keep it simple. Try to limit your cheatsheet to 1 or 2 pages. Refer to your Operations Procedures or the caseTRACK user manual for more detailed information.

Puting together a quick reference guide for users in your department will hopefully help to ensure consistent and valid data entry. Along the way it may also help you identify some additional needs your program may have that can be resolved inside caseTRACK.

Let me know if you have any other suggestions or would like some help putting together your caseTRACK "cheatsheet".