We add concerns against a profile. There are ‘Create Concern’ or ‘Add A Concern’ buttons on the Action Plan, the child card and the child profile.
When you click on this button you will be taken to the cause for concern form. You should be familiar with the content from the forms you are already using to record concerns. There are some useful features in the digital form that help you to keep the record accurate.
You add multiple children to one concern so it will appear on each of their Chronologies. Siblings are not automatically linked in so you will need to ensure you include all members of a family if needed. Type search the name need and click on the full name to add it to the concern.
You can select the date and time an incident has taken place regardless of when you are adding it to the system. The report will always say when you added the concern as well as when the incident took place.
Select the concern type and the subcategories to reflect the concern at hand. You can select as many subcategories as needed. If you do not select subcategories the reports on concern number will not include the breakdown that you might need to provide in an inspection. Subcategories can be to reflect the issues and language used in your school.
There is a free text box for your concern so you can write as much or as little as needed. You should be mindful of distinguishing between fact and opinion and aware of any external displays you might be plugged into to maintain confidentiality.
The text recorded here cannot be changed after you have saved the concern as it makes part of the court safe report. This means it must be free from edits, deletions and redactions. Be aware that once you save the concern you will not be able to change or remove it.
You can select the location if appropriate which helps to consider contextual safeguarding factors.
There are spaces to record the child’s voice, with a reminder that this should be using exact words as much as possible, as well as space to record and contact with the parents or guardians.
Each concern type has a clickable body map so you can make a record of any marks or injuries.
If you have suitable you may be able to change the local authority threshold noted on the child profile and alert specific users. You may want to change the threshold if the concern you are adding indicated that the child might need additional support from external agencies.
When you alert a specific it opens up the viewing permissions to a staff member who might not usually see it. For example, you might want a class teacher who wouldn’t normally be able to view Child Protection concerns to be aware about a concern regarding a child in their class.
You much make sure you Save the form when it is completed. If you leave the page without saving your work will be lost.
How do I update and manage concerns?
Once a concern has been added to the system you can review it by selecting View Detail of the concern from the child Chronology. If you have been alerted to the concern by email or action plan you can click on the link included to take you directly to the concern.
On the Concern Detail you can add and track referrals, add comments as a reply or resolution to demonstrate your actions, decision making and reasons behind it. When you mark a comment as a resolution it will change the status of the concern and allow you to see how many concerns in the system have been resolved. You will always be able to continue building up casework if the situation proves to be ongoing by adding a comment as a reply.
The referral tracker allows you to add and update the progress of referrals to external agencies. You can update the external agencies that you refer to in the Administration section and Word or PDF forms can be uploaded so they are always at hand. You will need to send the referral onto the agencies in the way they wish to receive it, this is designed for you to link referrals to and keep an eye on the progress made.
A DSL delegate a concern to a particular staff member. In the Concern Detail on the side under Assign Concern you can type search a staff members name and save to update.
This will then appear on the staff members action plan until the DSL is happy the work is complete. To remove it from the action plan you can click on the ‘X’ next to the staff members name and click save to update.
There are actions that can be done from the Concern Detail page.
Marking Unread will mean that the Concern remains on the action plan to review at a later date.
Print History allows you to print of that specific concern and the comments or action taken. This is useful for sending First Aid reports home for parents to review, or for having details of the situation for a meeting. Instructions on how to print a full chronology can be found [here.]
You change the date, concern type or children involved if needed to make sure the concern is accurate. When you make a a log will be made in the concern history. It is advisable that you add a comment explaining why this decision has been made.