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Contents

1. Introduction
2. Guidance for Practitioners
3. Guidance for Senior Care Managers
4. Guidance for Service Managers
5. Case File Audit Tool Process Guidance

1. Introduction

Children's Social Care case files have two components, the ICS system and the Civica electronic case file system. 

It is essential that the ICS system is kept fully up to date as this not only advises of and records case development it provides the source material for all statutory reporting.

The Civica system is to be used to contain any information that cannot be held or recorded in ICS. It is not permissible to record information in Civica that could be held in ICS. (E.g. any review report must be in the ICS format and not as a "stand alone" document in Civica).

There are various reasons for this including ICS will not report the correct information or provide up to date self population unless all processes are accurately recorded within the ICS system itself. A third party (including colleague practitioners who may be covering for the case holder) will need accurate information to make decisions, some times critical, at short notice.

Bradford like all other Local Authorities is required to complete a number of statutory returns to central Government each year. These are used as measures of compliance and success thus need to be as accurate as possible. Remember government policy will be based on a number of sources including trends and developments from statutory returns. It is therefore incumbent on all practitioners to provide as accurate up to date information as possible.

The ICS system exposes practitioner's data collection, form filling, assessment and planning like no other system in the past. It is likely at times files may carry inaccurate information.

Managers have thus been advised that all case files will be audited so that each file is audited by the Senor Care manager at least at the point of closure \transfer and in longer cases twice per year.

It is required that Team Managers use the audit tool on one case per practitioner per week Service Managers will audit 1 case per month. Additional auditing will be necessary for any staff on competence monitoring.

Audits will use the ICS case file audit tool and be retained in the ICS case file. A second form advising on aspects of the practitioner's performance and will be held on the practitioner supervision file. Actions and recommendations will be recorded on both the ICS audit tool, in relation to the specific case and on the second form in relation to issues for the practitioner or service.

From this point onwards it is expected that practitioners will comply with ICS audit action plans and present them as completed to their manager by the next supervision, the manager will sign the running record as acknowledgement the actions are complete.

The second form will be discussed in supervision including details being refereed onto the service manager for analytical purposes or where the case recording demonstrates the practitioner has additional support or monitoring requirements.

2. Guidance for Practitioners

The audit tools are designed to compliment your practice by enabling additional case monitoring .It should be viewed as a support tool to improve case accuracy by providing a checklist and action plan for file updating. As over time it will enable managers to gain an over view of your use of case files; any training or support needs you may have ; to monitor and report on going problems with the ICS system. Your manager will expect to see developments in your recording ability or, in many cases a confirmation you are already keeping excellent records.

It is anticipated this will benefit both service user and practitioners alike as either detailing improvements or evidencing high quality recording practices.

Your line manager will audit cases between each supervision. It is important to note which files have been audited and respond to any actions before the next supervision at which point you should present any amendments. There will be no exceptions to this unless agreed, recorded and signed by line management within the ICS file. The ICS audit tool should be used between audit periods by practitioners as an additional aide to checking the quality and accuracy of the case file. These self audits can be recorded at the discretion of the practitioner.

3. Guidance for Senior Care Managers

The audit tools are designed to assist you in supervision of your staff by providing a checklist of basic case file information. They are not a replacement for qualitative analysis of social work practice and recording but are intended to support this by requiring comments on basic standards of Bradford's practice.

You should audit 1 case per staff member per week.

The ICS tool will contain case relevant comments and should be retained in the ICS file, you will be able to develop an expectation that your supervisees rectify files as per the action plan you provide by the next supervision session. You can then sign these off in the case recording section of the file. In exceptional circumstances (that require practitioners to be away from access to the ICS system for protracted periods) you can authorise a delay of one supervision period at your discretion.

The supervision form should be completed and retained on the practitioner's supervision folder. This will contain information that is not sharable within the case file. You will be able to monitor any training or support needs; and note on going problems with the ICS system. As you become aware of issues for individuals and trends for your team you will be able to bring these to the attention of the service manager.

4. Guidance for Service Managers

The audit tools will enable your management team to capture individual case recording issues within ICS files. The audit process is primarily aimed at improving case recording via checking progress and developing action plans. It is anticipated action plans will in themselves resolve most issues. Should service or individual workers monitoring reveal training or systemic changes these can be note, developed and implemented. The tools will also provide a primary source of evidence of competency issues should they arise. They will also give managers chance to comment on individual practice within supervision files.

You should regularly review these files with your managers in their supervision, one staff member per supervision is recommended. It would also be wise to monitor trends for training needs and ICS improvements which can be shared at your service management meetings, divisional management and with CSCMT as appropriate to develop strategic understanding and approaches.

5. Case File Audit Tool Process Guidance

Click here to view 'Case File Audit Tool Process Guidance'.

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