The Contact Log is the screen that captures interactions with consumers and provides users the ability to view historical interactions associated with a case or individual. Contact Log entries may also be generated after contact with other staff, providers, and agencies. The Contact Log can create tasks based on the reason the contact was made.
Access the case through Person Search or enter the Case Number in the quick search field from Task Navigation and click Go.
Select Contact Log from Utility Navigation. The Contact Log Entry window opens with the case number entered.
Select the person making the contact from the Person drop-down menu.
Select the appropriate value from the Contact Type drop-down menu.
NOTE: Select Email when communicating between DCF and the Clearinghouse or vice-versa.
Select the person or entity making the contact from the Contacted By drop-down menu. The Contacted By drop-down menu selection tailors the Contact Log fields for the user’s circumstances. The variable fields for the remainder of the Contact Log display.
NOTE: Select Agency when communicating between DCF and the Clearinghouse or vice-versa.
Select the office that should receive the task from the Location drop-down menu.
NOTE: It is critical to complete the Location field as this impacts a user’s ability to search for tasks on the Task Inventory page.
Enter any additional known information in applicable fields based on the value selected from Contacted By.
Select the Agency from the drop-down menu.
Select the appropriate Category and Contact Reason from the drop-down menus. See KDHE Contact Log Categories and Contact Reasons for help with choosing the correct values.
Select the Work Completed During Contact check box, if appropriate.
NOTE: The Work Completed During Contact check box should be selected if the user completes the work at the time of the contact. If the box is selected, a task is not generated for another user.
Click the Add button if additional Contact Reasons should be added.
NOTE: The Add button allows the user to select additional contact reasons for the same consumer while only creating one task. When the user selects the Add button, a new row of blank fields display for Agency, Category, Contact Reason, and Work Completed During Contact to be completed appropriately.
Enter Additional Notes as appropriate.
NOTE: / cannot be used in the Additional Notes section
Check the information for accuracy, then click the Save button. When the user clicks the Save button, the contact log entry is saved, the information is copied to a journal entry, and applicable tasks are generated where necessary.
NOTE: Clicking the Save button on the Contact Log window more than once creates duplicate tasks. If KEES is lagging, the window may stay up even after the content has been saved, making the user think they did not hit the Save button. Duplicate tasks should be voided and not marked as complete in an effort to keep reporting data accurate.