Released: 9/24/2018

Changes in the AIMS v1.33 release include:

  • Ability to assign a client a primary caseload;
  • Caseload Filters added to Calendar;
  • Added “Caseload” Column to Specialty Court main page (“Admitted” and “All” views and Client Involvement overview);
  • Accounting and Community Service overviews added to Client Involvement overview;
  • Improvements to “Suspend,” “Reinstate,” and “Terminate” an Involvement processes;
  • Criminal History improvements (Criminal Case and Charges).

For more details on the new features and functionality, please see below.

Assign a Primary Case Officer/Caseload

The ability to assign a client to a primary caseload has been added, allowing Coordinator’s to better manage staff workloads.

During Intake, a client can be assigned to a specific caseload; if no caseloads are setup for the location of the court associated with the selected involvement, the menu will state “No caseloads at this location”.

 

Upon completing the intake process and assigning the client to a caseload, the assigned caseload is now displayed on the top of the Involvement overview screen.

Users with permissions can re-assign a client to a different caseload by using the Edit icon and selecting a new caseload.

Caseload Filters

Caseload filters have been added to the AIMS Calendar, allowing users to view all drug tests, hearings and/or contacts for all associated caseloads or to select individual caseloads to view tasks associated only with those caseloads.

Users first select the desired location from the top left of the menu bar.

Based on the location selected, the caseload filter will display only the caseloads associated with that location.

Selecting singular or multiple caseloads will present users with drug tests, hearings and contacts associated with the selected caseloads. As an example, in the screenshot below, all tasks associated with all three (3) caseloads are present on the calendar.

However, as shown below, by selecting only Veterans Court-5-Caseload, only the tasks associated with Veterans Court-5-Caseload are shown on the calendar.

The caseload filter functionality applies to all calendar views – by month, week or day.

Caseload Column on Specialty Court Main Menu

A “Caseload” column has also been added to the Specialty Court “Admitted” and “All” views.

Accounting & Community Service Overviews

To improve the Involvement overview, a summary of a client’s accounting and community service obligations has been added. Users can easily view the total & current amount due from the accounting overview, while the community service overview presents a percentage of hours completed and number of hours remaining from the initial order(s).

Amounts in the Accounting overview link to the Accounting page where the full detail of a client’s financial obligations can be viewed and managed.

Additionally, a summary of the client’s community service obligation expressed as a percentage (%) of completion and the number (#) hours remaining is now available on the Client’s Involvement overview.

Clicking on the percentage completed hyperlink navigates to the Community Service page where the full detail of a client’s community service obligation can be viewed and managed.

Suspend an Involvement

Previously accessible through Activities, the ability to Suspend an Involvement has been relocated to both the Specialty Court main page and a client’s Involvement overview.

On the Specialty Court main page’s “Admitted” and “All” tabs, users with permissions can suspend an Involvement by clicking the More Info icon to the far right of the Involvement.

From either the “Admitted” or “All” tabs, once “Suspend” is selected, users select the reason for suspension, date of suspension and any notes to be associated, then click “Suspend”.

The client’s status will then be shown as “Suspended” in the “All” tab of the Specialty Court overview and on the client’s Involvement overview page. The client will no longer appear under the “Admitted” tab on the Specialty Court page once suspended.

To reinstate a client, click the More Info icon to the right of the involvement and select “Reinstate”.

Users will be prompted to select the Reinstatement Date – to confirm, click “Reinstate”.

The client’s status will be returned to “Admitted” and will again appear in the “Admitted” tab on the Specialty Court page.

Similarly, a client’s status can be changed to “Suspended” from their Involvement overview. Users with permissions can suspend a client by selecting “Suspend” from the “Change Phase Status” drop-down.

Once “Suspend” is selected, users select the reason for suspension, date of suspension, and any notes to be associated, then click “Suspend”.

The client’s status will then be shown as “Suspended” in the ALL tab of the Specialty Court overview. Once suspended, they will not show in the “Admitted” tab.

To reinstate a client from their Involvement overview, select “Reinstate” from the “Change Phase Status” drop-down.

The client, as shown above, will again show a status of “Admitted” on the Specialty Court main page “Admitted” and “All” tabs.

Terminate an Involvement

Previously accessible through Activities, the ability to terminate an involvement has been relocated to both the Specialty Court main page and the Involvement overview.

On the Specialty Court main page’s “Admitted” and “All” tabs, users with permissions can terminate an involvement by clicking the More Info icon to the far right of the involvement.

Users will record the reason for termination, termination date and any associated notes in the dialog box, then click “Terminate”.

The client’s status will now be shown as terminated on the “All” tab of the Specialty Court overview page. Note that terminated clients no longer have the “More Info” icon to the right of their involvement and therefore cannot be reinstated. To re-enter them into a program, a new referral must be created.

Similarly, any client who is “Denied” during the referral stage will appear in the “All” tab of the Specialty Court overview page – the More Info icon will not be visible; to re-enter them into a program, a new referral must be created.

A client’s status can also be changed to “Terminated” from their Involvement overview. Users with permissions can terminate a client by selecting “Terminate” from the “Change Phase Status” drop-down.

Users will record the reason for termination, termination date and any associated notes in the dialog box, then click “Terminate”.

The client’s status will now be shown as terminated on the “All” tab of the Specialty Court page. Note that terminated clients no longer have the More Info icon to the right of their involvement and therefore cannot be reinstated. To re-enter them into a program, a new referral must be created.

On the client’s Involvement overview, the client’s status has now changed from “In Progress” to “Failed”. Also, the “Change Phase Status” button is no longer available, prohibiting users from reinstating a terminated client. To re-enter them into a program, a new referral must be created.

Criminal History Improvements

To better support statewide or multi-jurisdictional AIMS customers, several changes have been made to Criminal Cases and Charges. To accommodate these changes, a “Jurisdiction” lookup type has been added to System Administration.

Criminal Case Changes

“Jurisdiction” is now a required field when creating a new Criminal case. The jurisdiction field accepts free text, as well as the values from the lookup. A Comments field has also been added to the Criminal Case Details dialog.

Once saved, the Criminal History overview will display the Jurisdiction and any recorded comments.

*Note that for current customers, the jurisdiction field will appear as blank after the upgrade is complete. To utilize this field, the lookup table in System Administration will need to be created with the appropriate jurisdictions. Once completed, the criminal case can be edited to include the appropriate jurisdiction.

Charge Changes

Changes to the Charge section in Criminal History include the ability to record the classification, arrest date and comments for each charge.

To either add a new charge or edit an existing charge, click “Criminal History” on the left-hand menu.

To add a new charge, click “Add Charge”. The Add new Charge dialog now provides the ability to record classification, arrest date and comments for each charge.

Additionally, users can now edit arrest date, classification and disposition date in the Charge section by clicking the More Info icon on the far right of the Charge and selecting “Edit Charge”.

Users then have the ability to make edits to the charge. Through the edit charge functionality, existing customers will have the ability to update any existing charges to include classification, arrest date or comments.

To improve accessibility to charge information, AutoMon has added a “More Information” indicator for each charge. To access, click the down arrow to the right of a charge.

Note the new More Information icon immediately to the right of Disposition.

Clicking on More Information provides the user with an overview of the charge details, including arrest date, disposition, disposition date, sentence and sentence date.