OPTIMA CASE MANAGEMENT
Our case management system begins and ends with Optima, a comprehensive online database used by staff and volunteers. Optima allows all case related information to be securely and confidentially kept in one place, and can be accessed by all approved parties.
WHAT IS OPTIMA?
Optima is an easy-to-use, secure, online case management system used by National CASA as well as half of the CASA programs in the United States, including CASA Kane County.
WHY DO WE USE IT?
Changing data to real time, helps us clearly understand how the work we are providing impacts the statistics of the CASA organization as well as the outcome for the child. Through Optima we work together as a team to secure access to a child’s unified case file 24/7.
The BIG reasons we need Optima:
- Immediate real time access to information, assessments outcome and reporting
- Return on investment reporting for the organization for our annual, state, six month and customization reports for grants and other proposals
- Well-being assessments per child
- Note tracking and other amazing productivity features
- Export features to Excel or PDF formats
- Quality assurance for understanding each case to strategically support the child and volunteer throughout the life of the case
Optima Video Lessons
The Optima video lessons below are unique to CASA Kane County and have been professionally created to introduce our CASA/GALs to the Optima case management system and help them use it easily and effectively. The objective of the Optima video lessons is to teach every CASA/GAL how Optima works and enable them to successfully utilize Optima for all of the tasks demonstrated in the video lessons.
OPTIMA VIDEO LESSONS
- Watch Me First: About Optima (4:32)
- Watch Me Second: A Guided Tour of Optima (6:35)
- Watch Me Third: Entering a Child Visit & Interviews Made During the Same Visit (5:20)
- Entering a Child Visit & Interview with a Foster Parent (2:52)
- Entering an Interview with a Parent (3:02)
- Entering an Interview with a Parent Using Optima-go (11:00)
- Adding New Information to the Notes Section of a Child Visit Contact Log (3:55)
- Adding New Information to a Family Member’s Record (3:47)
- Entering a New Interested Party (8:35)
- Entering Administrative Tasks (7:21)
- Uploading a Document to Optima (6:03)
- Downloading Documents in Optima (5:00)
- Entering Personal & Emergency Contact Information (5:49)
- Entering the Completion of a Pre-Approved Continuing Education Topic (3:30)
- Watch Me Last: Using Optima’s Search Feature to Facilitate Writing the CASA Report to the Court (14:00)
1. Watch Me First: About Optima (4:32)
This lesson defines Optima. It also addresses the benefits of using Optima for the CASA/GAL, the court and the children CASA serves. In addition, it describes the Optima training and how it has been tailored to meet the needs of a Kane County CASA/GAL. Finally, viewers receive a quick tour of a typical Optima lesson.
2. Watch Me Second: A Guided Tour of Optima (6:35)
The overall objective of this lesson is to familiarize the CASA/GAL with the overall structure of Optima and describe its major sections. An effort was made to focus only on those sections that are directly related to a typical case. This lesson also indicates which sections are covered in our Optima training.
3. Watch Me Third: Entering a Child Visit & Interviews Made During the Same Visit (5:20)
One of the most common entries in Optima is a child visit. This lesson shows the learner how to record a child visit as well as interviews related to a child visit.
4. Entering a Child Visit & Interview with a Foster Parent (2:52)
Another common entry in Optima is an interview with a foster parent, which this lesson demonstrates. During a child visit, a CASA/GAL may want to interview the foster parent, especially if the child is very young. This lesson shows how to enter both a child visit and an interview with a foster parent.
5. Entering an Interview with a Parent (3:02)
CASA/GALs typically interview multiple persons related to a case. This lesson shows how to enter an interview that is not connected to a child visit
6. Entering an Interview with a Parent Using Optima-go (11:00)
Some CASA/GALs may prefer to use Optima on their smart phone or tablet. The interface for those devices is called Optima-go. This lesson shows how Optima-go differs slightly from Optima and demonstrates how to enter an interview using Optima-go, as well as edit that information using a laptop or desktop computer.
7. Adding New Information to the Notes Section of a Child Visit Contact Log (3:55)
In the contact log for a child visit, a CASA/GAL may initially make limited notes, with the intent of going back at a later time to finish them. This lesson demonstrates how to edit an existing note to add more information.
8. Adding New Information to a Family Member's Record (3:47)
Contact information for persons involved in a case often changes as the case progresses. This lesson shows how to enter a missing date of birth and how to add a new cell phone number to an already existing record in Optima.
9. Entering a New Interested Party (8:35)
During a case, a CASA/GAL may come across individuals who are sources of information regarding the child, or another party. These individuals are referred to in Optima as interested parties. This lesson demonstrates how to add an interested party to a case.
10. Entering Administrative Tasks (7:21)
A CASA/GAL is responsible for entering multiple administrative tasks into Optima for an ongoing case, including entering time spent on reviewing a report as well as time and mileage for attending court or a case-related meeting or interview. This lesson shows how to enter several administrative tasks for a case.
11. Uploading a Document to Optima (6:03)
As a part of routine case management, a CASA/GAL should be scanning and uploading all documents related to a case into Optima. This lesson shows how to upload case documents.
12. Downloading Documents in Optima (5:00)
All documents related to a case should be Optima. This lesson shows demonstrates how to locate a document in Optima and download it for review, or to be printed.
13. Entering Personal & Emergency Contact Information (5:49)
In addition to case information, Optima also contains a CASA/GAL’s contact information. This lesson demonstrates how to enter a CASA/GAL’s personal information into Optima.
14. Entering the Completion of a Pre-Approved Continuing Education Topic (3:30)
Each CASA/GAL is responsible for completing continuing education throughout the year to stay up to date on skills and topics related to abuse, neglect, probate and dependency case management. This lesson shows how to enter continuing education hours into Optima for tracking purposes.
15. Watch Me Last: Using Optima's Search Feature to Facilitate Writing the CASA Report to the Court (14:00)
Optima has search capabilities that can be used primarily to assist a CASA/GAL in writing his/her report to the court. This lesson demonstrates how to generate various reports using Optima.
PLEASE NOTE: Unless you are already familiar with Optima, it is recommended that you do not watch this lesson unless you have already watched the first two lessons and are familiar with entering a child visit, an interview and know how to edit them.