Each client session and telephone call or electronic communication that is to be counted in the Client Data Information System (CDIS) must have a Narrative Write-Up entered into CDIS. Narrative Write-Ups “should indicate high-quality counseling” (2002 Accreditation Standards, 6.2.2 at www.asbdc-us.org/directors/index.html. Under Links for State Directors, click on ASBDC Accreditation Standards) and are considered by ASBDC Accreditation Teams as the primary evidence of the level of quality in the consulting provided.
Narrative write-ups must be created and entered into the CDIS no later than 48 hours from the time a session/activity ends, and a hardcopy filed in the case folder (green file) no later than 96 hours from the time a session/activity ends. The consultant is ultimately responsible for the narrative and its entry into CDIS.
The purpose of narrative write-ups is fivefold:
Narrative write-ups are the only means that other consultants have to familiarize themselves with a case, if that should become desirable or necessary.
The process of writing narrative write-ups is an important part of the consulting process, for in writing the narrative the consultant takes the time to assimilate and organize what occurred in the session, which is important for planning and understanding the on-going case and maintaining focus on problem-solving.
A well written narrative provides a review for the consultant, and prior to the next session the consultant has the opportunity to read and familiarize herself/himself with what took place previously.
Narrative write-ups are the primary evidence of the quality of consulting being delivered by a consultant and establish accountability.
Narrative write-ups are required by the Cooperative Agreement (see 2001 Notice of Award, section 5(a)(1), page 6) and to support reviews by the ASBDC Accreditation Review Teams (see ASBDC Accreditation Standards FY 2002, Section 6.1.1 at also www.asbdc-us.org/directors/index.html. Under Links for State Directors, click on ASBDC Accreditation Standards) and the SBA Financial & Programmatic Reviewers.
Narrative Write-Ups are completed in an electronic format on the Hawai`i SBDC Network’s client data information system (CDIS) version of the SBA Form 1062.
Narrative Write-Ups must contain the following information:
A description of what occurred in the session. The description must be sufficient so that someone unfamiliar with the case could read the description(s) and be able to understand what occurred in the session(s) and to continue counseling based upon the description(s). Narratives should not contain extraneous information that might create an issue of liability.
An analysis of the problem to be solved. Early in a case, possibly in the first session or within a few sessions, the narrative should clearly state what problem has been identified as the problem(s) to be solved. As problems are resolved, new problems should be identified.
Actions taken to solve the problem identified. In each session, the narrative description should include actions taken to solve the problem.
Follow-up actions to be taken prior to the next session. The narrative should show, usually as the next to last item in the narrative, what follow-up actions are to be taken by the client and what follow-up actions are to be taken by the consultant, if any.
Date of next session(s). The last item in the narrative should be the date of the next session. In a well managed case, one should be able to go from the follow-up date in the first session narrative to the next session narrative, which will either be on the follow-up date shown on the first session narrative or will have an explanation as to why there was no session on that date and when the next session will be held.
Statement that the problem has been solved. The narrative should show a clear progression from the identified problem through actions taken to solve the problem to a statement of its resolution (or an analysis of why the problem was not resolved).
Case close-out. The final narrative description should include a short analysis of the case, including what was achieved or why there were only limited or no achievements.
As soon as a Narrative Write-Up is entered into the CDIS (required within 48 hours), it should be printed and placed into the physical client file (required within 96 hours) (see also Reporting Deadlines & Master Calendar).
See related topics in this section:
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Narrative Write-ups in CDIS | |