CAS agencies require documentation for all aspects of the services that they provide. Forms and a proper directory structure are essential. These documents are made to ensure child safety and that proper services are being supplied to their clients as per Ministry standards. These documents have strict guidelines about information that is required. The agency must be able to show that they are meeting the Ministry standards. An agency uses Ministry standard forms (e.g. PRIDE, SAFE, and Child Protection Supplementary Tools) and can incorporate their own specific forms to ensure that all information is input.
Document Management Features
Matrix has many features to ensure that agencies can properly store and capture all information:
- Agency Specific Forms and Directory Structure
- Document Management and Workflow
- Form Approvals and Digital Signatures
- History View
- Pre-filling Forms
- Barcoding/Scanning/Uploading Forms
- Legal Masking of Documents
Agency Specific Forms And Directory Structure
Matrix allows agencies to create and customize their own forms in the system. Agency specific forms are uploaded to Matrix and set into a directory structure where users can easily locate them. The directory structure is set up for the entire agency and adds consistency to document storage practices.
Document Management And Workflow
Within Matrix, any document can be used as part of a workflow pathway. This allows forms to be given due dates and be part of recording packages as per Ministry standards. Form due dates are quickly viewed, and cases with forms that are overdue are highlighted.
Form Approval And Digital Signatures
When a worker is ready to submit a form for approval the system will automatically select their assigned supervisor for the approval. However, in certain circumstances such as when a coverage supervisor needs to approve a form, the worker can select an alternate supervisor for the form approval. Forms that are sent for approval are locked so no further edits can be made until the form is returned unapproved. Approved forms are not available to be revised. See Form Approvals feature section for more information.
When viewing forms within a case, the worker can select to view a history of all forms for the family. This allows for efficient sharing of information across all services that have been provided.
Matrix allows for information to be typed in one form and pre-fill other forms with this information. This allows workers to only fill out information in one spot only. Individual agencies have the ability to configure this to fit any field on any form. Pre-filling forms enables workers to be more efficient and spend more time in contact with their clients.
Matrix allows users to upload any electronic document that pertains to their case work. In some instances, forms need to be filled out and then signed by the client. Matrix allows for workers to complete a form in the application and print the form with a barcode attachment. The worker can then take the form to the client for a signature and then scan the form back into the system. The barcode lets the system know to which case and folder the form belongs. Matrix then uploads the form as a PDF into the system replacing the original. These uploaded forms can be sent for approval.
Legal Masking of Documents
If a document is required in court, Matrix applications can masque information that is protected by the agency. By including words or paragraphs to the masque dictionary, a worker can print out the required forms with the information removed. See the Legal Module feature section for more information on legal masques.