Report writing and documentation
1 / 14

Report Writing and Documentation - PowerPoint PPT Presentation

  • Uploaded on
  • Presentation posted in: General

Report Writing and Documentation. Family Preservation, Outcomes Based Service Delivery. Presented by: Jacqueline Dagneau. Paperwork to Have With You. Introduction Letter Service Plans Contact Notes FAF Scales Suicide Risk Assessment Suicide History Inventory. Critical Incident Form

I am the owner, or an agent authorized to act on behalf of the owner, of the copyrighted work described.

Download Presentationdownload

Report Writing and Documentation

An Image/Link below is provided (as is) to download presentation

Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author.While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server.

- - - - - - - - - - - - - - - - - - - - - - - - - - E N D - - - - - - - - - - - - - - - - - - - - - - - - - -

Presentation Transcript

Report writing and documentation

Report Writing and Documentation

Family Preservation,

Outcomes Based Service Delivery

Presented by: Jacqueline Dagneau

Paperwork to have with you

Paperwork to Have With You

  • Introduction Letter

  • Service Plans

  • Contact Notes

  • FAF Scales

  • Suicide Risk Assessment

    • Suicide History Inventory

  • Critical Incident Form

  • Genogram/Ecomap/ Resiliency Map

  • Relationship Rating Scale

  • Internal Referral Forms

  • Consent Forms

Contact note writing

Contact Note Writing

Video and


  • Groups of Four


What information should have been gathered from the clip

What information should have been gathered from the clip?

  • Flip Chart Exercise.

Important to note

The date, time, names and roles of persons at the meeting, the name of the person completing the contact note (also if it was a telephone or face-to-face meeting);

The pertinent information* shared; concerns and strengths;

List the work that was completed during your visit.

*Note: What we consider pertinent is influenced by our world view.

Important to Note:

World views

World Views

  • It is important to be self-aware in terms of our world views.

  • Our world view is the lens through which we understand events/experiences; it is influenced by our collection of previous experiences, social location, culture, values, and etcetera.

  • Chris Boyle (a Senior Practitioner in Australia) refers to a Munro (2002) publication when speaking to the influences over our assessments. The following is outlined:

    • “Formal knowledge: Professional training, policy, legislation;

    • Practice wisdom: Understanding through experience (self and peers);

    • Emotional wisdom: Self awareness, empathy;

    • Reasoning skills: Critically reflect on practice;

    • Values: Own ethics/values.”

Contact notes

Contact Notes

  • Why are contact notes important?

    • A means to monitor our purpose and practice of work.

    • Credibility (we provide a service that we are paid to do).

    • To facilitate communication between workers.

    • Highlights the needs/progress/concerns of our families.

    • Assist us in report writing.

    • Contact notes are legal documents that could be called in court.

  • When?

    • These should be completed after each visit/conversation (no more than 24 hours after contact).

  • What?

    • In point form or sentence: describe the work you did in the home, including any significant observations (language, behaviour, home condition, etc.) should be reported in your notes.

Observations vs judgements

Observations vs. Judgements



  • What are Observations?

    • Observable, measurable activities

    • Verbal or Non-Verbal

    • Include any significant quotes that are relevant and necessary

  • What are Judgements?

    • Assumptions about what occurred or the intent

    • Avoid making absolute statements

Completing contact notes objectively

State facts.

Use your senses, for instance what you saw or heard.

Do not make generalizations.

List the work that was completed during your visit.

Avoid these pitfalls.

Labelling: Susan is depressed

Using absolutes or slang: always, never, very

Setting client/family up to fail: documenting only negative behaviours or concerning information—important to present a balanced picture

Completing Contact Notes Objectively

Examples of problem sentences

Examples of Problem Sentences


Erin’s family is refusing to support her during this time.


Katie’s home is a disaster.


Sheila was angry at the Caseworker.



Examples of

Appropriate Wording

  • Flip Chart Exercise

Report writing

Report Writing

The importance of…

  • Format

    • Family Assessment Functioning (FAF) (must be completed 40 days after referral)

    • Summary of Service Team Meeting/Progress Reports

    • Interim Letters/ Termination Letters

    • Termination Report

  • Deadlines

  • Who, what, when, where, who?

  • Professional language (do not use the first person)

  • Reviewing reports (Supervisor, Caseworker & Family)

Report samples

Report Samples

  • Reviewing well written and poorly written reports. Please see handouts.

Report writing and documentation


Do You Have Any Questions?



We would be happy to help.

  • Login