Participant’s progress information must be documented in eJAS. Documentation must include the activity(s) in which the participant is engaged in, the dates of participation in an activity and their progress in all activities. DSHS will provide case note audit results monthly to the agency point of contact. Monthly eJAS case notes must maintain a monthly 95 percent accuracy rate. For more information, please see the Guide for Writing Client Notes.
Please ensure that you document the following information in eJAS accordingly as we evaluate information based on the following guidelines and expectations:
•Initial Client Note: In the initial month of participation, the progress note addresses the following:
o Employment goal and BFET activities that help the participant reach their goal.
o For Work Based Learning (WBL) activities, the initial note must also address the completion of the WBL Orientation with the participant.
o If opening multiple components, address each individually, explaining which activities support which components.
•Ongoing Client Note: Ongoing progress notes detail the participant’s monthly activities and address the following applicable elements:
o Participant’s progress in the BFET activity(s) addressing the specific documentation requirements for each activity(s)
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IF IN SUPERVISED JOB SEARCH AND: | |
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The participant has returned job search logs |
Document how job search logs were received from client (electronically, or in paper format), whether the case manager reviewed the job logs, and what follow-up plans are in relation to Job Search.
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The participant has not returned job search logs, but conveys the information to the case manager |
Document the date of SJS activity, activity type, name of employer (if applicable), result of activity, as well as follow-up plans in relation to Job Search. This is an electronic replacement for the physical job search log. |
o Progress towards reaching individual goals.
o Any changes in employment/education plan
o Reason for delay in progress and
o If unable to make contact, document the attempts to contact, loss of contact, and unable to assess progress.
•ABAWD Client Note: ABAWDs not waived and participating in BFET require additional documentation about participation. The following elements must be included in the Ongoing Progress Note:
o Number of hours participated that month.
o Job Search hours must be specific unless your program is included in Workforce Innovation and Opportunity Act (WIOA)
o Any changes or barriers with participation must be clearly documented.
o NOTE: Verification of participation is checked at least ten days before the end of the month. The ABAWD BFET participant case notes must be entered as soon as possible otherwise the client may need to provide further verification they met the required 80 hours monthly participation.
•Closing Client Note: When BFET participation ends, enter a final closing note. Document the outcome and explain why the participant is no longer a BFET participant. For example, was a degree or certification earned? Did the participant obtain employment?
The BFET Contractor Historical Report in eJAS can be used if a participant’s name cannot be found on the BFET Contractor Caseload screen when entering case notes. The link to the BFET Contractor Historical Report is located on the top right side of your BFET Contractor Caseload.
All eJAS Users can read BFET notes since they are in the general notes section. Consequently, you must not enter any eJAS case notes with confidential/sensitive information about Chemical Dependency, Mental Health, Family Violence, or HIV/AIDS/STD. It is recommended that documentation in eJAS states, “BFET Participant is working to remove a barrier to employment.”
If an eJAS case note is entered incorrectly, submit a request to delete the note to JASHelp@DSHS.WA.GOV with a reason for the deletion. All case notes entries become public record, so notes must be accurate and able to withstand public scrutiny.