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6.9 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.  The Caregiver can also be the teacher that is filling out the questionnaire for the child.  The caregiver who is selected when adding the questionnaire to the system, or the caregiver who completes the questionnaire through Family Access will appear on the cover sheet of the questionnaire.

6.9.1 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. 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 first caregiver selected for the child the "Primary Caregiver Profile" box will automatically be checked.  To change the primary caregiver within a Child Profile once there is more than one caregiver profile within the 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.

 

6.9.2 Adding an Existing Caregiver

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

 

  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 6.9.4 Editing a Caregiver Profile.

 

6.9.3 Viewing a Caregiver Profile

To view a Caregiver Profile:

 

  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.

 

6.9.4 Editing a Caregiver Profile

To edit caregiver information:

 

  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.


6.9.5 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. 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.



6.9.6 Adding a Note to a Caregiver Profile

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

 

  1. 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:
    1. Enter the Subject of the note.
    2. Select the Note type from the drop-down: Reminder, Contact Details, Caregiver Status, or Other.
    3. Enter the text of the note in the “Description” text box.
  8. Click Save.

 

6.9.7 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. 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.

 

6.9.8 Deleting a Caregiver

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

  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.

 

6.9.9 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. 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 “Caregiver consent on file”.
  6. Select Yes.  The "Upload Consent form" field will appear.
  7. Click Choose File.
  8. Select the file and click Open. The document name will appear to the right of "Choose File".
  9. 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. 
  10. To remove or replace the file at anytime, simply click Edit, scroll down to "Upload Consent Form" field and click Remove Attached File.


See also

6.1 Adding a Child Profile
6.2 Searching for a Child Profile
6.3 Viewing the Child Profiles List
6.4 Viewing & Editing Child Profile Details
6.5 Archiving or Deleting a Child Profile
6.6 Child Profile Screenings
6.7 Viewing Tasks
6.8 Adding & Viewing Child Profile Notes
6.10 Child's Providers & Reviewers
6.11 Merging Child Profiles
6.12 Viewing a Child's Transfer History
6.13 Requesting Child Transfers (Pro account only)