Transferring a case to another staff member

When a case needs to move from one staff member to another — a staff member is leaving, caseloads are being rebalanced, or a family requests a change — you use a transfer summary. It captures where the case stands so nothing is lost in the handoff, and the supervisor's signature is what actually moves the case to the new staff member.

There are three people in a transfer:

• the outgoing staff member (or a supervisor/practice manager) writes the summary,
• the supervisor reviews it, chooses the incoming staff member, and signs — this transfers the case,
• the incoming staff member acknowledges the handoff.

The supervisor's signature is the trigger

Filling in and submitting the summary does not move the case. The case is reassigned only when the supervisor signs. If something goes wrong at that moment, the transfer holds — the case stays with the current staff member until it's signed successfully.

Step 1 — Start and write the summary

Who: the staff member currently on the case, or a supervisor / practice manager.

1. Open the referral.
   • If you're the staff member on the case, click the Transfer button.
   • If you're a supervisor or practice manager, use the Manage menu → Transfer summary.
2. Fill in:
   • Reason for transfer (staff departure, caseload rebalance, family request, performance, or other).
   • Clinical progress summary, active safety concerns, and open follow-up items — these are required.
   • Optionally, upcoming appointments / deadlines and additional notes.
3. Click Save draft to come back later, or Sign & submit when it's ready for the supervisor.

One transfer at a time

A referral can have only one open transfer summary. Starting a transfer picks up the one already in progress instead of creating a duplicate.

Step 2 — Review and transfer

Who: the outgoing staff member's supervisor (or a practice manager).

When a summary is submitted, the supervisor gets a notification and it appears in their Tasks. To act on it:

1. Open the transfer summary (from the notification, from Tasks, or from the referral's documents).
2. Read the handoff — the active safety concerns are highlighted so they're not missed.
3. Choose the incoming staff member — the person taking over the case.
4. Click Sign & transfer.

Signing does three things at once: the case is reassigned to the incoming staff member (they now have it on their caseload; the outgoing staff member comes off), the summary is marked approved, and the incoming staff member is notified.

The outgoing worker's upcoming appointments are removed

Reassigning the case also clears that worker's upcoming scheduled sessions for it — the case is no longer theirs, so neither are the visits. Past and already- documented sessions stay untouched, and they're told once, with the reason, and can see exactly which sessions went in the Removed from the calendar panel on their Schedule page.

The appointments are not moved onto the incoming worker's calendar — they schedule their own visits, on their own availability.

The whole case moves

A transfer moves the entire case to the new staff member — every service and every service component on the referral, not one piece of it. When you click Sign & transfer, FCR asks you to confirm that before it reassigns the case.

You can transfer across teams

When transferring, a supervisor can pick any active staff member in the agency — not just their own direct reports. (The everyday assignment screen is still limited to your direct reports; the wider choice is specific to a transfer.)

If the summary needs more detail before you'll sign it, use Return for revision with a note — it goes back to the outgoing staff member to update and re-submit. No case is moved.

Step 3 — Acknowledge the handoff

Who: the incoming staff member.

Once the case has been transferred to you, you'll get a notification. Open the transfer summary from the referral and click Acknowledge to confirm you've read the handoff. That marks the transfer Complete.

Acknowledging is a read-receipt

The case is already yours before you acknowledge — the acknowledgment doesn't change anything about the assignment. It just records that you've reviewed the handoff and closes the loop.

Reviewing a transfer later

A completed transfer summary stays readable on screen by anyone who can see the case — including a staff member who has since been transferred off it. Open the referral, find the transfer summary in its documents, and click it to review the full handoff and the three signatures (outgoing staff member, supervisor, incoming staff member). Reviewing a completed summary never lets you change it.