# 3.5 Case Notes Recording ### **Case recording - why do it?** Case records are the only record we have of the advice/information that has been given/received, and the actions that have been taken in relation to a client’s needs. If we have not recorded something, we cannot claim that we gave the advice, or took any action. #### **If we do not case record properly:** * We waste our client and the organization’s time, having to ask the same questions again. * We may give wrong advice. * We’re likely to miss giving useful advice or information as we don’t know all the relevant circumstances. * If someone complains about us, we don’t have any evidence of what we’ve done and the advice we gave. * It is difficult for others to follow on from the work that we have done if we share caseloads or work with volunteer advisors. ### **Case recording - how to do it** #### **Basic rules:** * If it happens, write it down - if you don’t it will become an invisible dog that may bite you at any moment! * Write case notes as soon as possible * Notes must give someone else a clear picture of the client’s situation * Every interaction with the client or with a third party concerning the client must be recorded * Make it clear who has responsibility for any actions. * We recommend using the [STAR](https://en.wikipedia.org/wiki/Situation,_task,_action,_result) (Wiki) method when writing up your notes STAR stands for: * S-Situation * T-Task * A-Action * R-Result ### What to record #### **Situation:** Describe the issues/problem(s) that the client has presented * Main issue/ questions/ circumstances presented by client. * General assessment of client’s presentation (eg mental/physical health/ behaviour etc) * Be certain to distinguish fact from opinion * Options and consequences of them #### **Task:** Describe the task you had to complete to address the issues or problems presented. #### **Action**: Describe the Action that you took to address issues or problems presented * Advice given * Client’s decision(s) * Action taken at the time * Information given to client; referral /signposting details * Follow up - include follow up actions and key dates when they need to be taken #### **Result:** Describe the results of your actions ### **Checklist for good quality case notes** #### **Case notes should be:** * [ ] Legible * [ ] Brief * [ ] Relevant * [ ] Easy to understand * [ ] Non-judgemental * [ ] Avoid use of acronyms and if they are used what they mean is in brackets * [ ] Include contact details for third parties when relevant {% hint style="warning" %} **Note:** Your client can request their file and read your casenotes! {% endhint %} --- # Agent Instructions: Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter: ``` GET https://immigrationadvisorhandbook.ragp.org.uk/sections/3.-case-management/3.5-case-notes-recording.md?ask= ``` The question should be specific, self-contained, and written in natural language. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.