step 5 in creating a community contact:
Use the Intake screen to activate an offender record so that community service workers can work on it.
To access this screen from the Main Menu, select Community Intake Intake, or click Intake on the Booking/Contact Summary screen.
If necessary, query in the Header block to locate the offender. If you reached this screen by a formpath, the Header block shows the offender you were working on.
If there are previous community contacts for the offender, they appear automatically in the Existing Community Contacts block, listed by Create Date (most recent first). (Institutional bookings will not appear.) You cannot enter data in this block.
Displayed for each Contact #:
Contact #: a number automatically generated by TAG.
[Create] Date: date the contact was created.
Intake Caseload: caseload the staff member generating the contact was logged on to.
Intake Location: agency location where the contact was created.
Staff Member: user ID under which the Contact # was generated.
Offender Status: Active if the offender has at least one open contact at this time, or Inactive if the offender has no open contact.
Contact Status: Open or Closed.
There are three possibilities in the New Intake (Create/Reopen Contact) block, depending on what appears in the Existing Community Contacts block:
If an open/active community contact already exists, TAG does not permit access to the New Intake (Create/Reopen Contact) block. If you try to create a second Contact #, a message appears saying that you can't. You will have to establish an interest in this contact, that is, add a location to the current contact.
If there are previous inactive contacts, you can re-open an existing one (step 4) or create a new one (skip to step 5).
If there is no existing community contact, create a new intake (skip to step 5).
Reopening an existing contact # is not advisable, since it can create confusion in retrieving information on this offender in future. However, if you have a sound reason to do so, follow these steps:
Select the number you want to reopen in the Existing Community Contacts block.
Click Next Block to access the New Intake block.
Make sure the New Contact Number? checkbox is unchecked.
Skip to step 6.
To create a new contact, check the New Contact Number? checkbox and proceed to step 6.
Fill in these fields:
Date: defaults to the current date. You can change it to a past date, but not to a future date. To change the date, enter another using a MM/DD/YYYY format.
Time: defaults to the current system time. You can change it to a past time, but not to a future time. Use HH:MM (24 hour clock) format; mandatory.
Type: select the type of intake from the List of Values; mandatory.
From: select from the List of Values the agency location the offender is coming from; mandatory.
To: select from the List of Values the agency location the offender is reporting to; mandatory.
The List of Values lists all agency locations in your current caseload, along with any location that has an active contact. If the offender already has an active contact, you cannot do a new intake. You will have to add your location to the current contact to do work on the offender.
Reason: select a reason from the List of Values; defaults to Intake.
Comment: type in a comment; optional.
You can save the file at this point without filling in the Report In block.
Click Next Block to access the Report In block. The Report In block records whether or not the offender is physically present for intake. You can only use this block at the time of intake; later report-ins are recorded in the Case Management module (Event Scheduler screen).
Select either the Report In Now checkbox or the Report In Future checkbox; mandatory. (You can't check both boxes.)
If the offender is present and reporting in now, go to step 10. If the offender is not physically present now, but is expected to report in future, go to step 11.
Fill in these fields:
Date/Time: defaults to the system date and time. You can enter a past date and time, but not one that is earlier than the date in the New Intake block; mandatory if the Report In Now checkbox is checked. Use standard date format and HH:MM (24 hour clock).
Comment: type in a comment; optional.
If the offender is not physically present now, but is expected to report in future, fill in these fields:
Date/Time: type in a future date and time; mandatory if the Report In Future checkbox is checked. The [Future] Date is automatically entered in the offender's Event Scheduler. Use standard date format and HH:MM (24 hour clock).
Comment: type in a comment; optional.
Click Save. Once you have saved, you can't change or delete any fields.
After a file save:
the Contact number for the intake (either a new number or a re-opened one) appears in the Contact # fields in both blocks.
the Existing Community Contacts block shows the new intake, including the To location and the user ID of the staff member performing the intake.
the Offender Status field is updated - if Inactive before the intake, status changes to Active.
Before continuing on to Step 6, you should enter the offender's demographic information. From the Main Menu, select Intake, and then select the desired demographic screen.
Next Step for creating a community contact:
step 6: learn about assigning primary ownership of an offender to an officer.
learn about the Identification screen.
learn about adding a location to the current contact.