Manage Individual Users

1. Log into Case Manager.
2. Click the Admin tab then select the Manage Users node.
3. Click the Users button and select Disabled Users.
4. Next to the desired user, click the three-dot Vertical Ellipsis.
5. Select Enable.

Bulk User Change (Optional)

1. Log into Case Manager.
2. Click the Admin tab then select the Manage Users node.
3. Click the Users button and select Disabled Users.
4. Check each box next to the desired user(s).
5. Click the Enable All button.

1. Log into Case Manager. 
2. Select the Admin tab. 
3. Select the Manage Users node.
4. Click the New Users button.
5. Complete the fields in the Create New User pop up.
6. Click Create User. 

Update User Permissions

1. Log into Case Manager.
2. Navigate to the Admin tab.
3. Locate the Manage Users node.   

4. To select a User, click the three-dot Vertical Ellipsis and select Edit for the desired user.
5. Locate the Permissions node.
6. Check to Enable permissions.
7. Uncheck to Disable permissions.
8. Click Save Changes.

Permission Options

Manage Users: User can create new users and edit existing user's settings.

Manage Cases: User can view and modify any case, regardless of their team and gain access to Case Manager Analytics. 

Manage Teams: User can view and modify any team, even if they are not the team leader.

Manage District Guidance : User can create and edit district guidance. 

Manage System Customization: User can manage New Process Models, Customize Tags, Resources, and customize BCM Models Sections 

1. Log into Case Manager. 
2. Hover over Username in the top right of screen.
3. Select Account Settings 
   1. Basic Info
      1. First Name 
      2. Last Name
      3. Email
      4. Time Zone
      5. Job Title
      6. Mobile Phone
      7. Work Phone 
      8. Home Phone
      9.  Team(s)

         Users can only add/remove teams they are assigned to, while users with Manage Teams permissions can add/remove any team as necessary. 

          
      10. Buildings(s)
      11. Click Save Changes.
   2. Change Password 
      1. Current Password
      2. New Password
      3. Confirm New Password
      4. Click Save Changes.
   3.  Two Factor Security
      1. Email
      2. Mobile Phone
      3. Work Phone 
      4. Home Phone
      5. Other Phone
      6. Click Enable.
4. Notification Preferences 

   To follow a step by step guide on how to edit notification settings click here.

    

What Are Teams in Behavioral Case Manager?

Teams in Behavioral Case Manager assembles users into working groups to manage and keep track of case workflows. The Teams function helps to group caseloads and restrict access to case information from users outside of the team. 

Team members can be further organized by role, specific access to different Process Models and read/write permissions. 

Add/Remove Team Members

• Add/remove team members from Teams in Behavioral Case Manager 

Team Member Roles

• Assign the specific roles each team member has in their school district. 
  • Roles can include administrators, school nurse, special education, school psychologist, classroom teacher, school counselor, school resource office, law enforcement, social worker, mental health professional, or other. 

Team Member Access 

• Adjust Team Member ability to edit cases. 
  • Team members with Read/Write access can create and edit cases as necessary. Team members with Read Only access can only read through cases, but not create or edit cases. 

Process Model Access 

• Adjust Process Model access on an individual or team level. 

• Adjusting Process Model access limits team members to only use specific models to create cases. 

Team Stats 

• Review the amount of team members, open case(s), closed case(s) a team has. 
• The activity of the team can be reviewed in the team audit log. 

Cases

• The history of both open/closed cases assigned to a team are both visible and accessible. 

Reports

• Case reports allow teams to review data for both open and closed cases assigned to them.
• Reports can be exported in .xlsx format and include all questions and corresponding responses for each case.
• Users can set a date range parameter based on case creation or incident date range. 
  • Case creation - includes the dates in which a case was created. 
  • Incident Date - includes the date in which a case was reported.
• Model Versioning 
  • When a model is used to create cases and then later edited, a new version of that model is automatically created. This ensures that cases created with the original version remain consistent and unchanged.
    Model versions and their active time periods are shown based on the selected case creation and incident date range.

Meeting Logs

• Users can note the cases reviewed, the participants of the meeting, location, notes, and tasks in each meeting.
  • To learn more about team meeting logs click here. 

Create Team 

1.  Log into Case Manager.
2.  Select the Teams tab. 
3.  Click New Team.
4.  Add information regarding new team.
   1.  Team Name
   2.  Building(s)
   3.  Team Members 
   4. Team Leader 
      1. Assign Chair/Vice Chair - Florida Users Only
5.  Click Create Team. 

Disable Team

1.  Log into Case Manager. 
2.  Select Teams tab.
3.  Select View next to the desired team. 
4.  Click Disable Team.
5.  Click Confirm in Disable/Remove Team popup. 

How to log a Team Meeting

1. Log into Case Manager.
2. Select the Teams tab.
3. Locate the desired Team and click View. 
4. Select the Meeting Logs tab.
5. Click New Logs button.
6. Complete the following fields for meeting logs.
   1. Title (required)
   2. Date (required)
   3. Place of Meeting
   4. Participants: this participant list is specific to active users in Behavioral Case Manager
   5. Additional Participants: Use this section to add additional meeting attendees who are not active users in Behavioral Case Manager.
   6. Summary: Discussion topic(s).
   7. Files: Attach files.
   8. Tasks: Assign tasks to team members. 
   9. Notes: Additional feedback discussed in meeting
   10. Related Cases: view all cases associated to your team.  If needed, open the case for further review by selecting View to open the case in a new browser tab. 
7. Click Save. 

How to export Meeting Log(s)

1. Log into Case Manager,
2. Select the Teams tab.
3. Locate the desired Team and click View. 
4. Select the Meeting Logs tab.
5. Click the three-dot Vertical Ellipsis next to meeting log.
   1. To Export All meeting logs, click Export All button. 
6. Select Export.
   1. The Meeting Logs report will be generated as a .xlsx file. 

1. Log into Case Manager.
2. Select Team meetings tab.
3.  Select Export All. 
   1. The Meeting Logs report will be generated as a .xlsx file.

1. Log into Case Manager.
2. Select the Admin tab and select the Metrics node. 
3. Scroll to Reports section.
4. Click the Report Type dropdown and select Export Teams.
5.  Click Export.
   1. Teams report will be downloaded as a .xlsx file. 
      1. Team Data includes Team Name(s), Team Members(s), Role(s), and Cases Created. 

Close Cases

1. Log into Case Manager. 
2. Select the Cases tab.
   1.  Alternatively, cases can be found on homepage under Open Cases Assigned to You. 
      1. Select the View button to open a specific case.
3. Next to the case number, select the three-dot Vertical Ellipsis.
4. Select Close. 
5. User will see a Close Case popup.
6. Select the drop down for Disposition and select reason for case closure. 

a. Closed - No Further Action (NFA)

b. Closed - Referred or Transferred

c. Closed - Scheduled for team review in 3 months

d. Closed - Scheduled for team review in 6 months

e.  Closed - Scheduled for team review in 12 months

7. Add notes for case closure.

8. Select Confirm. 

Locate Closed Cases 

1.  Log into Case Manager. 
2.  Select Cases Tab.
   1.  Alternatively you can navigate to Open Cases Assigned to You on homepage and select Search Cases.
3.  Select Filters.
4.  Check the box of Show Closed.

5. Click Apply.

Reopen Cases

1. Log into Case Manager. 
2. Select Cases tab.
   1.  My Cases
   2.  All Cases
3.  Select Filters.
4.  Check Closed Cases box.
5.  Select Apply.
6.  Select three-dot Vertical Ellipsis.
7.  Click Reopen.
   1.  State the reason the case is being reopened.

8. Click Confirm.

1. Log into Case Manager.
2. Click Create Case button at the top of the screen.
   1. Alternatively, for CSTAG cases, click New Case button on the homepage. 

      CSTAG Model:

      When selecting CSTAG as the Process Model, the user will be prompted with an additional CSTAG Model Overview pop-up after clicking proceed. Click Minimize to continue case creation.  

       
3. Choose Process Model pops up, select the model type. 
4. Click Proceed.
5. Assign Team in the Team (Required) dropdown. 
6. Assign Case Manager in the Case Manager (Required) dropdown.
7. Fill in the fields with the case details.
8. Scroll to the bottom and select Create Case. 

Download Case Report 

1. Log into Case Manager. 
2. Select the Cases tab.
   1.  Alternatively, cases can be found on the homepage under Open Cases Assigned to You. 
      1. Select the View button to open a specific case.
3. Next to the desired case, click the Vertical Ellipsis and select View. 
4. Next to the case number, select the three-dot Vertical Ellipsis.
5. In the drop-down menu, select Download/Print.
   6. Select the type of report:
   1. Overview: This is a brief report including basic case details. This report does NOT include vital case details or attached files.
   2. Detailed: This is a thorough report giving all information regarding the case.
      1. User can select to include attached files in Detailed Reports.
6. Select Print.
    

This video will teach you how to export a District Overview report from the "Behavioral Threat Assessment and Suicide Case Management" tool into Excel.

This video will demonstrate how to export a "Building Breakdown" report from within the "Behavioral Threat and Suicide Case Management" tool.

This video will teach you how to access and view CSTAG case analytics within the "Behavioral Threat and Suicide Case Management" tool. 

This video will teach you how to access and view NTAC case analytics within the "Behavioral Threat and Suicide Case Management" tool.