Description: In this guide, the user will learn how to create, link, edit, and manage case worker profiles. In DCI, a case worker is a person who works for the funding source that may need specific access to a client’s account. For HIPAA security purposes, case workers can only see the clients that are linked to their profile. There are two types of case workers in DCI. They are linked based on the level of access required:
Funding Source Case Worker - An employee at the funding source who requires access to all client accounts associated with the funding source
Funding Account Case Worker - An employee at the funding source who requires access to client information for the linked funding account
Roles Required: Super User
Permissions Required: Case Worker Admin
Create Case Worker Profile
Log in to DCI with personal profile
Click Home on the main menu
Click Case Workers on the submenu
Click Actions
Select Add New Case Worker from the drop-down menu
Complete the form wizard
Basic Demographics tab:
First Name (required)
Last Name (required)
Address (required)
Time Zone – Auto populates based on address
Phone - (required)
Alternate Phone (optional)
Mobile Number (optional)
Email (required)
Cost Center (required)
Funding Source (optional) - Click the drop-down and select the funding source. Click the blue Plus (+) button to add the funding source.
This will link the case worker to the funding source
Only select this option if the case worker needs access to all client accounts associated with the funding source
If the Case Worker only needs certain accounts, link via the funding account (see Link Case Worker Profile to a New Funding Account section)
Profile Reference (optional reference field)
Can View Notes – Defaults to no. If yes, the case worker can view certain notes linked to clients and punches.
Can View Attachments – Defaults to no. If yes, the case worker can view certain attachments linked to clients and punches.
Click Next
Authentication Information tab:
Enable Case Worker Login checkbox – Click to enable the ability for a case worker to log in
Username - Prepopulates but can be updated
Password - Enter a temporary password that the case worker will change at the initial login
Confirm Password - Confirm the temporary password
Authentication Status - When the Enable Case Worker Login checkbox is selected, the Authentication Status is set to Active, and the cell is locked.
Click Next
Review Summary tab:
Review and make any necessary updates
Click Save to continue and Yes to confirm
DCI will send a system-generated email (the sender’s email address is: support@dcisoftware.com) to the case worker’s email address on the profile. This email must be validated by the case worker to access the system.
View, Edit, or Deactivate Case Worker Profile
Log in to DCI with personal profile
Click Home on the main menu
Click Case Workers on the submenu
Search for the case worker by typing the name in the field Type Case Worker Name and selecting it when it populates
Click Search
Select the case worker from the table by clicking anywhere in the row
Click Actions
Select Edit Case Worker from the drop-down menu
Make the necessary changes on the Edit Case Worker Details page
To deactivate the profile:
Change the status to Inactive on the basic demographics tab
On the Authentication Status tab, uncheck the Enable Case Worker Login box.
Select Disabled in the Authentication Status field
These are important security steps so the case worker will no longer be able to log in and access client information
Click Save to continue and Yes to confirm
Link Case Worker Profile to an Existing Funding Source
Log in to DCI with personal profile
Click Home on the main menu
Click Case Workers on the submenu
Search for the case worker by typing the name in the field Type Case Worker Name and selecting it when it populates
Click Search
Select the case worker from the table by clicking anywhere in the row
Click Actions
Select Edit Case Worker from the drop-down menu
Click the Funding Source field drop-down and select the funding source. Click the blue Plus (+) button to add the funding source.
This will link the case worker to the funding source
Only select this option if the case worker needs access to all client accounts associated with the funding source
If the Case Worker only needs certain accounts, link via the funding account (see Link Case Worker Profile to a New Funding Account section)
Click Save to continue and Yes to confirm
Link Case Worker Profile to a New Funding Account
If a case worker only needs access to certain client accounts and not all, the preferred method of linking is by funding account. This can be done when creating the funding account.
Log in to DCI with personal profile
Click Authorization on the main menu
Click Funding Accounts on the submenu
Click Actions
Select Add New Funding Account from the drop-down menu
Complete the form wizard as usual but populate the following fields:
Case Worker - Enter the case worker’s name and select it from the drop-down menu. Click the blue Plus (+) button to link it to the funding account.
Repeat to add additional case workers
Click Save to continue and Yes to confirm
Link Case Worker Profile to an Existing Funding Account
A case worker can be linked to an existing funding account by editing it.
Log in to DCI with personal profile
Click Authorization on the main menu
Click Funding Accounts on the submenu
Search for the funding account using the filters
Click Search
Select the funding account from the table by clicking anywhere in the row
Click Actions
Select Edit Account from the drop-down menu
Populate the following field:
Case Worker - Enter the case worker’s name and select it from the drop-down menu. Click the blue Plus (+) button to link it to the funding account.
Repeat to add additional case workers
Click Save to continue and Yes to confirm
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