Case Tracking

Collaborative case review is carried out to discuss elements of the case, address safety or risk issues, make a plan for ongoing support, and prepare for the criminal justice process.

Activities

Case tracking is the anchor to collecting data for service delivery, program evaluation, and research and advocacy work. CYAC activities or elements that contribute to case tracking may include: 

  • A consent form is in place that includes information on how data is collected and used (*Need a note here that this piece is necessary for case tracking, and can link to the consent form template)
  • Consistent administrative data tracking is in place
  • Administrative data is used for statistical reporting and shared evaluation
  • Data is shared back to monitor quality and impact, and identify strategic priorities 
  • A protocol for outcome monitoring is implemented and followed

For more information on case tracking in CYACs, see the guideline and key components. 

CYAC Guidelines

Outputs

The activities and elements at your CYAC will determine what outputs you track related to case tracking. Example outputs are: 

  • Implementation of information sharing agreements and consent forms
  • Implementation and use of a shared data management system
  • Written protocols and guidelines for case-tracking processes and data collection 
  • Quarterly and annual reporting on child and youth demographics and service delivery

Child and youth outcomes

Case tracking as part of the CYAC model supports a coordinated and multi-system response to child abuse. Ways to know how case tracking elements and activities contribute to the CYAC response are:

  • Child and youth feedback is used to inform service delivery
  • MDT and CYAC staff are committed to tracking and inputting agreed upon data and case information 
  • Database use and data quality 
  • Established processes used for practice review and continuous improvement 

Measure and Tools

Data collection tools for case tracking include: 

  • Consent form 
  • Administrative Data that includes demographic information, case characteristics, and service delivery elements
  • MDT Survey: MDT members feel informed and aware of client and service usage data

Data Collection Practices

Data collection practices need to reflect your local operational and community context. You may already have tools in place to track these outputs and outcomes, or have tools that can be adapted to reflect these outputs and outcomes. If you need support in enhancing your data collection practices, please connect with us.

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