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5.9 Caregivers

A caregiver is a parent, grandparent, foster-parent, or other person who lives with the child and is responsible for the care of the child. The caregiver is the person who fills out the questionnaire with the child. 

5.9.1 Adding a New Caregiver

 

Before a screening can be entered into ASQ Online for a child, there must be at least one caregiver assigned to the child.

To add a new caregiver:

  1. Click the View All tab to the right of the Child Profiles tab on your Home page.

OR

  1. Select Child Profiles from the top navigation menu.
  2. Browse the Child Profiles list or search for a Child Profile.
  3. Click on the child’s name to access his or her profile. 
  4. Click on the Add tab next to the Child’s Caregivers tab.

OR

  1. Select the Add New Caregiver Quick Link.
  2. You will be directed to the Add Caregiver Profile page. Fill out all required fields indicated by an asterisk [*], and any additional fields you also wish to record regarding the caregiver:
    1. Prefix*
    2. First name*
    3. Middle name
    4. Last name*
    5. Relationship to child* (Select one of the following from the drop-down menu: Father, Mother, Grandparent or other relative, Foster parent, Guardian, Child care provider, Teacher, or Other.)
    6. Phone*
    7. Alternate phone
    8. Email
    9. Primary home language
    10. Secondary home language
    11. Address1*
    12. Address2
    13. Address3
    14. City*
    15. County/District
    16. State/Province*
    17. Zip/Postal code*
    18. Country*
  3. Click Save.

 

If this is the Primary Caregiver, check the box to the right of the field “Primary Caregiver Profile for,” located at the bottom of the Add Caregiver Profile page. The checkbox will list the child whose profile you are adding the caregiver to. There can only be one Primary Caregiver within each Child Profile. To change the Primary Caregiver within a Child Profile, click the Edit tab within the Caregiver Profile Details of the caregiver that you would like to be primary, and check the box next to “Primary Caregiver Profile for.” Then click Save.

 

NOTE: Marking a caregiver as “Primary Caregiver” for a child means that when you generate a packet that contains a letter to the child’s caregiver, it will be automatically addressed to this caregiver.



5.9.2 Adding an Existing Caregiver

 

To add a caregiver who already exists within ASQ Online as a caregiver for another child:

 

  1. Click the View All tab to the right of the Child Profiles tab on your Home page.

OR

  1. Select Child Profiles from the top navigation menu.
  2. Browse the Child Profiles list or search for a Child Profile.
  3. Click on the child’s name to access his or her profile.
  4. Select the Add Existing Caregiver Quick Link. This will bring you to the Caregiver Profile Search page.
  5. Search for the caregiver by first or last name or locate the caregiver under the “Caregiver Profile List for [Child last name, first name]” tab.
  6. To associate the caregiver to the child, click the Add link under the “Associate to [Child last name, first name]” column. You will be returned to the Child Profile Details page for this child, and a message will appear at the top saying that the child was successfully associated with the caregiver.

 

To make this caregiver the Primary Caregiver, see section 5.9.4 Editing a Caregiver Profile.

 

5.9.3 Viewing a Caregiver Profile

 

To view a Caregiver Profile:

 

  1. Click the View All tab to the right of the Child Profiles tab on your Home page.

             OR

  1. Select Child Profiles from the top navigation menu.
  2. Browse the Child Profiles list or search for a Child Profile.
  3. Click on the child’s name to access his or her profile. 
  4. Scroll down to the Child’s Caregivers section.
  5. If the child has more than 5 caregivers, a View All tab will appear. Click View All to see a list of all the child’s caregivers.
  6. Click on the caregiver’s name to view the Caregiver Profile Details page.

 

5.9.4 Editing a Caregiver Profile

 

To edit caregiver information:

 

  1. Click the View All tab to the right of the Child Profiles tab on your Home page.

OR

  1. Select Child Profiles from the top navigation menu.
  2. Browse the Child Profiles list or search for a Child Profile.
  3. Click on the child’s name to access his or her profile. 
  4. Click the caregiver’s name under the Child’s Caregivers tab. (If the child has more than 5 caregivers, click the View All tab to see a list of all of the child’s caregivers.)
  5. You will be directed to the Caregiver Profile Details page. Click the Edit tab next to the Caregiver Profile Details tab. You will be taken to the Editing Caregiver Record page.
  6. Make any changes you wish to make to the Caregiver Profile.
  7.  Click Save.

 

NOTE: In order to make an existing caregiver the Primary Caregiver for a child, you must edit the caregiver’s profile and check the box next to Primary Caregiver.

 

5.9.5 Viewing the Child’s Caregivers List

 

On a Child Profile page, the first 5 child caregivers will be listed in alphabetical order under the Child’s Caregivers tab. If more than 5 caregivers are assigned to a child, a list of all caregivers can be viewed. To view this list:

 

  1. Click the View All tab to the right of the Child Profiles tab on your Home page.

OR

  1. Select Child Profiles from the top navigation menu.
  2. Browse the Child Profiles list or search for a Child Profile.
  3. Click on the child’s name to access his or her profile. 
  4. Click View All next to the Child’s Caregivers tab.

 

5.9.6 Adding a Note to a Caregiver Profile

 

You may add notes regarding a caregiver to his or her profile. To add a note:

 

  1. Click the View All tab to the right of the Child Profiles tab on your Home page.

OR

  1. Select Child Profiles from the top navigation menu.
  2. Browse the Child Profiles list or search for a Child Profile.
  3. Click on the child’s name to access his or her Child Profile. 
  4. Click View All next to the Child’s Caregivers tab, to view all caregivers assigned to the child.
  5. Click on the name of the caregiver whose profile you wish to add a note to.
  6. Click the Add tab next to the Caregiver Profile Notes tab.
  7. Complete the following:
  8. Enter the Subject of the note.
  9. Select the Note type from the drop-down: Reminder, Contact Details, Caregiver Status, or Other.
  10. Enter the text of the note in the “Description” text box.
  11. Click Save.

 

5.9.7 Removing a Caregiver

 

If a caregiver associated to a child is no longer needed, you can remove the caregiver from the child’s profile.

 

To remove a child’s caregiver:

 

  1. Click the View All tab to the right of the Child Profiles tab on your Home page.

OR

  1. Select Child Profiles from the top navigation menu.
  2. Browse the Child Profiles list or search for a Child Profile.
  3. Click on the child’s name to access his or her profile. 
  4. Scroll down to the Child’s Caregivers section to see a list of the child’s caregivers. If the child has more than 5 caregivers, a View All tab will appear. Click View All to view all caregivers assigned to the child.
  5. Click the Remove link on the far right column of the name of the caregiver you wish to remove.

 

NOTE: You cannot remove a Primary Caregiver.

 

5.9.8 Deleting a Caregiver

 

If you wish to delete a Caregiver Profile from the system:

 

  1. Click the View All tab to the right of the Child Profiles tab on your Home page.

OR

  1. Select Child Profiles from the top navigation menu.
  2. Browse the Child Profiles list or search for a Child Profile.
  3. Click on the child’s name to access his or her profile.
  4. Scroll down to the Child’s Caregivers section to see a list of the child’s caregivers. If the child has more than 5 caregivers, a View All tab will appear. Click View All to view all caregivers assigned to the child. (NOTE: You may also select the Add Existing Caregiver Quick Link, which will allow you to search for a caregiver by first name and/or last name.)
  5. Select the name of the caregiver whom you wish to delete.
  6. Next to the Caregiver Profile Details tab is a Delete tab. Click on Delete to delete this Caregiver Profile from the system.
  7. A pop-up box will appear asking, “Are you sure?” Click OK to finish deleting this caregiver.

 

5.9.9 Uploading a Caregiver Consent Form

 

Proper consent must be given by a caregiver before a screening can be completed for a child. When written consent is received from a caregiver, it can be uploaded into the Child Profile within the ASQ Online system.

 

The Caregiver Consent Form provided by ASQ Online may be used to obtain consent from caregivers for their child’s participation in the monitoring program. An example of a consent letter that can be sent to a parent or other caregiver can be found within the Screening Management page of ASQ Online. You can also upload your program’s own consent form.

 

To upload a completed Caregiver Consent Form to a Child Profile:

 

  1. Click the View All tab to the right of the Child Profiles tab on your Home page.

OR

  1. Select Child Profiles from the top navigation menu.
  2. Browse the Child Profiles list or search for a Child Profile.
  3. Click on the child’s name to access his or her profile.
  4. Click the Edit tab to the right of the Child Profile Details tab.
  5. Scroll down to “Upload consent form.”
  6. Click Browse and select the file you would like to upload.
  7. Select the file and click Open. The document address will appear in the box next to “Upload consent form.”
  8. Click Save and you will be returned to the Child Profile Details page. A message will appear at the top saying the profile was successfully updated. 

See also

5.1 Adding a Child Profile
5.2 Searching for a Child Profile
5.3 Viewing the Child Profiles List
5.4 Viewing & Editing Child Profile Details
5.5 Removing a Child Profile
5.6 Child Profile Screenings
5.7 Viewing Tasks
5.8 Adding & Viewing Child Profile Notes
5.10 Child's Providers & Reviewers
5.11 Merging Child Profiles
5.12 Viewing a Child's Transfer History
5.13 Exporting Data