Getting Started as a Caseworker

Welcome to the CRM Dashboard! This guide will help you get started with your daily tasks.

Your Dashboard

When you log in, you'll see your dashboard with:

  • Active Clients - Number of households you're managing
  • Pending Referrals - Referrals awaiting action
  • Recent Activity - Latest updates on your cases
  • Quick Actions - Common tasks

Key Responsibilities

As a caseworker, you can:

  • ✅ Conduct client intake interviews
  • ✅ Create and manage client profiles
  • ✅ Search for appropriate resources
  • ✅ Submit referrals to service providers
  • ✅ Track client progress
  • ✅ Document case notes

Daily Workflow

1. Check Your Dashboard

Start each day by reviewing:

  • New client assignments
  • Pending referrals that need follow-up
  • Upcoming appointments
  • Tasks due today

2. Conduct Intakes

For new clients:

  1. Navigate to Intake from the main menu
  2. Complete the 7-step intake form
  3. System automatically calculates vulnerability score
  4. Client is assigned to your caseload

3. Review Clients

Access your clients:

  1. Click Clients in the navigation
  2. Filter by priority (Urgent, High, Medium, Low)
  3. Click any client to view full profile
  4. Update case notes and status

4. Create Referrals

Match clients with resources:

  1. Open client profile
  2. Click Create Referral
  3. Select appropriate resource
  4. Add notes for the provider
  5. Submit referral

5. Follow Up

Track your referrals:

  1. Navigate to Referrals
  2. Check status (Submitted, In Review, Accepted, etc.)
  3. Contact providers as needed
  4. Update client on progress

Navigation Guide

Main Menu Items

Intake - Start new client assessments

  • Complete intake forms
  • Upload supporting documents
  • Generate client profiles

Clients - Manage your caseload

  • View all assigned clients
  • Filter by priority or status
  • Access client details

Resources - Browse available services

  • Search by category
  • Check eligibility requirements
  • View provider details

Referrals - Track submitted referrals

  • Monitor referral status
  • Follow up on pending items
  • View acceptance/denial reasons

Understanding Priority Levels

Clients are automatically prioritized based on vulnerability:

Urgent (Red Badge)

  • Score: 70-100
  • Homeless and unsheltered
  • Multiple high-risk factors
  • Action: Contact within 24 hours

High (Orange Badge)

  • Score: 50-69
  • Significant housing instability
  • Vulnerable household members
  • Action: Contact within 3 days

Medium (Yellow Badge)

  • Score: 30-49
  • At risk of homelessness
  • Some stabilizing factors
  • Action: Contact within 1 week

Low (Green Badge)

  • Score: 0-29
  • Stable or improving situation
  • Good support network
  • Action: Standard follow-up

Tips for Success

Best Practices

  1. Complete Intakes Thoroughly - More information = better resource matching
  2. Update Notes Regularly - Document all client interactions
  3. Follow Up Promptly - Especially on urgent cases
  4. Verify Information - Confirm client eligibility before referrals
  5. Communicate Clearly - Keep clients informed of progress

Common Mistakes to Avoid

  • ❌ Skipping required intake fields
  • ❌ Not checking resource eligibility requirements
  • ❌ Forgetting to follow up on referrals
  • ❌ Poor documentation in case notes
  • ❌ Not updating client status

Getting Help

Need Assistance?

  • System Issues: Contact your IT administrator
  • Process Questions: Ask your supervisor
  • Resource Questions: Contact the resource coordinator
  • Client Emergencies: Follow your agency's emergency protocol

Training Resources

Quick Reference

Common Tasks

| Task | Location | Time | |------|----------|------| | New Intake | Intake menu | 20-30 min | | Update Client | Clients → Select client | 5 min | | Create Referral | Client profile → Create Referral | 10 min | | Search Resources | Resources menu | Variable | | Check Referral Status | Referrals menu | 2 min |

Keyboard Shortcuts

  • Ctrl/Cmd + K - Quick search
  • Ctrl/Cmd + N - New intake
  • Ctrl/Cmd + S - Save (in forms)

Next Steps

Now that you're familiar with the basics:

  1. ✅ Review the Client Intake Guide
  2. ✅ Learn about Creating Referrals
  3. ✅ Explore the Resource Library

Welcome aboard! You're ready to start helping clients! 🎉