Accil desk Manual

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Summary
Basic Process
Quick IR’s

Appendix 4 Cil Suite

Goals

Every consumer must have a goal in CIL Suite. Even if a consumer chooses to sign a waiver instead of developing an ILP, the CSR must contain a goal prior to the delivery of services.

Recording a Service

Each time the staff works with a consumer, or on behalf of a consumer, a note should be added to CIL Suite. Individual centers will establish which of the following elements will be included in the Record of Services:

Date of service.
Time spent with consumer.
Staff working with consumer.
Program that consumer received services from.
Service (704 Service type).
Goal service relates to.
Brief statement of reason for service, outcome of service, and what follow-up is needed.

The service note should relate to the achievement of the consumer’s IL goal(s). For example, if staff spends an hour teaching a consumer how to ride the bus, and the consumer’s only documented goal is to apply for SSDI, staff has not performed a valid (reportable) service. (See “Services and Contacts.”)

Summary

Each consumer must have an active and open CSR which includes the following:

The CSR must reflect documentation of services in the CSR Database (CIL Suite).
It is best practice for staff to record, in CIL Suite, communications they have with consumers either as they occur or in a monthly summary. Staff-to-staff conversations are considered consultations and as such are not required to be a part of the consumer’s service record.

Basic Process

The intake process begins for an individual the minute they contact the Center for Independent Living (CIL). Whether by phone or face to face, staff should gather as much information as possible to enter an individual into CIL Suite. The intake packet developed by the CIL must include all information needed for CIL Suite and should be filled out as completely as possible.

Quick I&R’s

Policy and Procedure: Every contact with individuals who are seeking information or services must be documented in CIL Suite. Centers are required to provide Information & Referral services to everyone who asks, regardless of whether they have a disability. Staff must follow up with all I&R individuals who contact the CIL. This helps ensure that the services provided were useful to that individual.

Definition: Quick I&R individuals come in with a brief request such as a bus card, housing packet, request for literature such as a brochure, support group information, class schedules, etc. This request may include information directly related to services facilitated through the CIL or general information such as that which is found in the CIL’s resource guide. Staff should ensure that the individual does not already exist as an I&R or consumer.

Step-by-Step:

Check to make sure the person is not already in the system.
Click the I&R button on the top of the page.
Click “Quick I&R” on the top right of the I&R page.
Enter as much information as possible.
1. Make sure the Requested Service is “Information and Referral Services”
Enter a service note.
Select “Log Open I&R” or “Log Closed I&R.”
1. When you select “Log Open I&R” the I&R status is “Active.”
2. When you select “Log Closed I&R” the status is “Other.”
3. Follow the guidance of your CIL Administrator as to which option to choose.

I&R

Policy and Procedure: Every contact with individuals who are seeking information or services must be documented in CIL Suite. Centers are required to provide Information & Referral services to everyone who asks, regardless of whether they have a disability. Staff must follow up with all I&R individuals who contact the CIL. This helps ensure that the services provided were useful to that individual.

Definition: An I&R occurs when staff have had only initial contact(s) with an individual and anticipate the individual will become a consumer. Quick I&R’s are used when staff do not expect the individual to become a consumer (See “Quick I&R’s.) Until the CSR is completed, the consumer will remain in CIL Suite under the I&R status. The distinction between a Quick I&R and an I&R is that a Quick I&R individual is someone who has a short, one-time request and the staff member does not think the CIL will hear from that person again. An I&R individual is someone with a more detailed request or someone that the staff member believes will become a consumer. Staff should ensure that the individual does not already exist as an I&R or consumer.

Step-by-Step:

Check to make sure the person is not already in the system.
Click the I&R button on the top of the page.
Click “Add I&R” on the top right of the I&R page.
Make sure the 704 button is checked.
Fill out as much information as possible
When entering ethnicity and race, multiple races may be selected by holding the Control key down.
Enter referral source, if known. The list of referrals is pre-populated by the Referral Contacts listings.
Click “Done.”
Click on the “Disabilities” tab and select “Add” on the left side of the screen.
Enter the requested information. Make sure to enter the right onset date. The default date is the consumer’s birth date.
Click “Save.”
Individuals must be contacted by CIL staff within a reasonable period of time to follow up on the information given.

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