Narrative/Remarks

Created on: 
Apr 02 2021

Online Processing

Mainframe Processing

See ACES Screens and Online Pages for an example of pages or screens used in this chapter.

What should I do if sensitive data is entered in a Narrative or Remark for a client?

If sensitive data has been entered in an ACES Narrative or Remark or in the Barcode system for an Address Confidentiality Program (ACP) client, contact IT Solutions Customer Support at 360-664-4560, option 2 to have the sensitive data removed.

Requests to update sensitive data for non-ACP clients are reviewed by the worker’s supervisor to determine if the health or safety of the client or the worker is in jeopardy.

  • If it is determined that the information has no impact, document that the information can be disregarded (this includes entries on the wrong case).
  • If it is determined that the information needs to be deleted from the case due to client or worker health or safety issues, the worker's supervisor contacts IT Solutions Customer Support at 360-664-4560, option 2. The request needs to specify what information to delete and where the information is located.
    • Requests to remove ACES or Barcode information that do not fit these criteria will not be approved.
Note: Sensitive data can include, but is not limited to: Health Insurance Portability and Accountability Act (HIPAA) information, full bank account numbers, and full Social Security Numbers.

Online Processing

What information is documented on the Narrative and Remarks pages?

The Narrative page is the primary location for documentation of general case information.

The Remarks page is used to document specific eligibility factors and details related to the corresponding information page.

For more information, Community Services Division (CSD) workers can refer to the CSD Procedure Handbook - Standard Remarks and Narrative Documentation.

For more information on what to document in the narrative and remarks for clients in the Address Confidentiality Program, see EAZ Manual Confidentiality – Address Confidentiality Program (ACP) for Domestic Violence Victims.

How do I create a narrative entry in ACES.online?

To create a narrative in ACES.online take the following steps:

  1. From the Welcome back page in the Quick Navigation section complete the following fields:
  • Select a Type of ID drop down box - Select Assistance Unit from the drop down list.
  • Enter an ID field - Enter the [Assistance Unit number].
  • Select a Page drop down box - Select Narrative from the drop down list.
  1. Click the Go button and the Narrative page displays.
  2. Next, click Update on the right hand side of the page and the ACES Update Narrative page displays.
  3. Enter the narrative and click Save.
Note: Clicking Reset deletes all information entered on the ACES Update Narrative page prior to saving.
  1. To cancel the narrative update click Cancel.

How do I view a remark in ACES.online?

Remarks may be viewed on selected pages in ACES.online and can be accessed by clicking remarks on the left side of the page. 

Note: Remarks can not be updated in ACES.online. For information on how to enter a remark in ACES 3G, see How do I enter a remark in ACES 3G?

How do I create a narrative in ACES 3G?

To create a narrative in ACES 3G take the following steps:

  1. Click the Narrative icon on the Action bar at the top of the ACES 3G window and the Update [NARR] page displays.
  • The narrative can also be accessed by typing ALT+N or right clicking anywhere in the ACES 3G window and selecting Narrative.
  1. Enter the narrative comments and click Save.
Note: Narrative entries that are entered during a current session can be changed or deleted before eligibility is confirmed.

How do I create a narrative in ACES 3G when there are multiple Heads of Households (HOHs)?

To create a narrative in ACES 3G when there are multiple HOHs take the following steps:

  1. Click the Narrative icon from the Action bar at the top of the ACES 3G window and the Select Head of Household pop up window displays.
  • The narrative can also be accessed by typing ALT+N or right clicking anywhere in the ACES 3G window and selecting Narrative.
  1. In the Select Head of Household pop up window, click the radio button next to the name of the appropriate client and click Select.
Note: Narrative entries that are entered during a current session can be changed or deleted before eligibility is confirmed.
  1. Enter the narrative comments and click Save.

How do I enter a remark in ACES 3G?

To create a remark in ACES 3G take the following steps:

  1. Click the Remarks icon on the Action bar at the top of the page and the Update pop up window displays.
  • The remarks can also be accessed by typing ALT+R or right clicking anywhere in the ACES 3G window and clicking Remarks.
  1. Enter the remarks comments and click Save.
Note: Remarks that are entered during a current session can be changed or deleted before eligibility is confirmed. 

Any historical remarks appear at the bottom of the Remarks pop-up window.

How do I enter a remark when there are no client details in ACES 3G?

To enter a remark for a client with no details, take the following the steps:

  1. Follow the steps in How do I add details? to access the Details page.
  2. From the Action bar at the top of the page:
  • Select the Delete button to inactivate the Details section.
  • Click the Remarks icon and the Update pop up window displays for the Details section.
  1. Enter remarks and click Save.

Where do I find the templates for the Narrative and Remarks pages in ACES 3G?

The template can be found for the Narrative and Remarks pages by taking the following steps:

  1. Follow the steps in How do I enter a remark in ACES 3G? or How do I create a narrative in ACES 3G?
  2. Click Template in the upper left hand corner of the Narrative or Remarks pop up window.
  3. Enter the required information on the template and click Create Remarks or Create Narrative. For additional information, see CSD Procedure Handbook - Standard Remarks and Narrative Documentation.
  4. Click Save after reviewing the remark or narrative entry for accuracy.

Can I change a remark or narrative in ACES 3G if I make a mistake?

Remarks and the narrative are not automatically saved after you leave the page, and can be deleted or changed anytime during the current session prior to committing the data. They are only saved once you commit the interview or change to the database.

Mainframe Processing

What information is documented on the Narrative (NARR) and Remarks (REMA) screens?

The NARR screen is the primary location for documentation of general case information.

The REMA screen is used to document specific eligibility factors and details related to the corresponding information screen.

For more information, Community Services Division (CSD) workers can refer to the CSD Procedure Handbook - Standard Remarks and Narrative Documentation.

For more information on what to document in the narrative and remarks for clients in the Address Confidentiality Program, see EAZ Manual Confidentiality – Address Confidentiality Program (ACP) for Domestic Violence Victims.

How do I access the Narrative (NARR) screen?

The NARR screen can be accessed directly from the ADDR or DONE screen by pressing <F22>.

From any other screen press <HOME>, type [NARR] in the upper right corner of the screen and <TRANSMIT>.

How do I make an entry on the Narrative (NARR) screen?

When accessing a case in Inquiry mode the NARR screen can by updated by pressing <F19> which changes the narrative to Update mode.

In UPDATE mode, entry on the NARR screen is available immediately upon access to the screen.

NOTE: The system automatically enters the date and User ID of the worker updating the remarks or narrative screen. If there are no previous entries, the first person to access the NARR screen is automatically put in UPDATE mode and the User ID is saved on this screen unless <F3> is used to exit.

How do I enter remarks for a specific screen?

To enter remarks for a specific screen take the following steps:

  1. In Interim/Hist Change mode, access the REMA screen from any information screen by pressing <F9>.
  • The date and User ID displays on the REMA screen when remarks are entered and saved.
  1. Enter remarks and <TRANSMIT> to save and return to the previous screen.
  • When an entry is saved, Remarks displays under the Screen ID field, to show that remarks have been entered.
NOTE: In AU/Client Inquiry mode, the REMA screen can only be accessed if Remarks displays in the upper right corner of the information screen.

How do I access the Narrative (NARR) screen when there are multiple Heads of Households (HOHs)?

To access a specific client's NARR screen when there are multiple HOHs take the following steps:

  1. From their ADDR or DONE screens press <F22>.
  2. From any other screen enter [NARR and the 2 digit client pointer] in the upper right corner and <TRANSMIT>.

Can I change a remark or narrative if I make a mistake?

No, a remark or narrative cannot be changed once you <TRANSMIT> the NARR or REMA screen.

 

See ACES Screens and Online Pages for an example of pages or screens used in this chapter.