Closing Cases and Discharging Volunteers

When the court closes a case,or your agency decides a child will no longer have an advocate and is closing out involvement, discharge the volunteer and close the case in CasaManager.

Before you close the case

1. From Casework > Case Detail, search for the child you're closing. Use Current Status and Supvr ID to narrow the search, then click Perform.
2. Review the Case Detail screen. Make sure there are no future hearings on the record and no open or active placements on the Placements tab.

Tip: Closing all children in a sibling group? Use Find Siblings from the action menu first. It's also a good idea to make sure professionals, schools, health data, services and hours are up to date.

Close the case

1. Go to Case Tasks and check the Select box for each child you're closing.
2. Under step 3, Select a Task, click Select Task…
3. Click Close Case. The status becomes Closed when an advocate served, or Never served when none did.
4. In the Close Case window, check that the right child or children are listed on the left.
5. Complete the Case Info, Professionals and Placements tabs.
   • Case Info: Complete the fields, enter Date Discharged and select a Discharge reason from the value list. If the discharge reason is not listed, you can edit the value list to add it, or have an administrator add it if you do not have admin privileges. You can add a personal note for the advocate's letter.
   • Professionals and Placements: Use the date fields to end each professional's assignment and close out any active placements.
6. Click Submit.
7. Choose your closing documents: All for one set that includes every selected child, Separate for a set per child or No Docs.
8. Click OK. The case is closed and all professionals are posted to history.

Caution: The personal note appears on any documents you send to the advocate, so be careful what you write there.

Review and lock the closed case

CasaManager opens Case Overview. Check that:

• Current Status shows Closed.
• Close Case (ceased service) shows the date, reason and outcome.
• The volunteer advocate shows the discharge date and reason.
• All Child Professionals lists prior professionals with their end dates.

Use Select Documents… to process letters and closing paperwork.

Then lock the record one of two ways: check Lock this record! next to the child's name, or click Click to Lock above the Close Case section. Once it's locked, no further changes can be made without admin approval.

Note: Only a closed case can be locked. You can't lock an active case.