Recording in Social Work
"If you didn't write it down, it didn't happen."
The statement shows the power of documentation or recording or reporting in any field. And especially in social work, where we deal with individuals, families, groups and communities, they all are different from previous case that might be in nature, cause, process and so on. And the recording of each and every event with clients can be used for the future reference in sorting out the problems of client.
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What is recording?
A record literally means ‘a formal writing of any fact or proceeding’ and when used as a verb means ‘to set down in writing or other permanent form’. The Social Work Dictionary (2014) defines recording as “the process of putting in writing and keeping on file relevant information about the client; the problem; the prognosis; the intervention plan; the progress of treatment; the social, economic, and health factors that contribute to the situation; and the procedures for termination or referral” (p. 358).
A social work record refers to a written or electronic document that contains client information, professional observations, clinical decisions, intervention strategies, and outcomes generated throughout the delivery of social work services.
Recording/reporting/documentation is the written operationalisation of the social worker's intervention. The quality of the written report is often seen as a reflection of the social worker's intervention. The policy and procedures of the agency, as well as the purpose of the report usually determine the format and nature of the reports that are written.
The process of recording involves writing down the work, noting the progress people make towards their desired outcomes of the practice, viewpoints of the stakeholders, analysis and assessment; and the life history of the person and its interpretation.
It creates interest in the worker as well as in the client and help in building worker-client relationship. It also helps social worker to evaluate his own work and improve his/her methods which improve his professional skills and techniques, learn by own errors and make his help more effective and systematic.
Thus, Recording/reporting/documentation not only supports the delivery of services to individuals, families, couples, and small groups, hut it increasingly has new applications in keeping with the changing environment in which social workers operate. Traditionally, documentation helped practitioners coordinate and evaluate service needs and delivery. More social workers, however, realize the significance of documentation as a liability shield and risk-management tool. This warrants a fresh look at documentation so that practitioners, supervisors, and agencies can apprise themselves of proper documentation techniques, related ethical standards, and the potential pitfalls social workers may face as they shift their practices.
Rationale of Social work Recording
Social work is a regulated profession with a high degree of legal and ethical accountability. Social workers adhere to a Code of Ethics, legislative mandates, and organizational policies. Federal and provincial legislation has also been created and amended to address issues pertaining to personal health information and privacy. It is therefore imperative that social workers are familiar with best practice standards and legislative requirements impacting on all aspects of practice including documentation.
Purpose and Functions of Social Work Recording
a. Documentation of social work activity: Social Worker records each and every activity of the process of solving the problems of client. The record starts from the very first day of meeting clients till the problem sort out. It provides an ongoing picture of the nature of social work involvement with the client, progress in achieving social work goals and outcome.
b. Continuity of Services: Social worker might be an employee for an agency. S/he is might not be there for entire process of problem solving with client or agency. In this situation, agency must be able to pick up where s/he left up. This would be possible with the help of record only.
c. Quality control: The quality and quantity of services being provided could be known by reviewing written records that present a picture of social work activity. Record review is also a means of assessing the kind and quality of services being provided by the caseworker identifies the areas of strength and weaknesses where staff needs in service training to upgrade their skills.
d. Statistical reporting: Social workers maintain Records periodically. They maintain various data and sources while dealing with individuals, families, groups and communities. Those data and sources is being used by social work agencies to justify agency’s activities and progress, these justification is a way to maintain funding for ongoing programs and projects or to formulate or plan another programs and projects.
e. Organizing the worker’s thought: Social work used various skills and methods to mobilize clients to solve individuals, families, groups and community problems. They develop their analytical skills and those analysis is also includes in recording. They record factual data and observations which could lead to more in-depth diagnostic assessment and treatment planning.
f. Inter disciplinary Communication: Generally it beliefs that social worker do not refer any case. But, sometimes, social worker themselves cannot sort out the problem by himself. While seeking help with other discipline or professional, recording used to communicate social diagnostic information and recommendations for consideration by other professionals who may be involved with the client in a team approach to treatment. For example, social workers employed in hospital, school, and correctional settings often need to share their observations and coordinate services with professionals in other disciplines, such as doctors, nurses, counselors, teachers, and administrators.
g. Teaching and research: Social Worker records each and every activities, observation, limitation and learning. While doing so, social worker linked those processes with theoretical application which provide them insights of theoretical aspects of social work. There they might face various challenges and identify opportunities and might get topic for in depth study. Social work records could be a mechanism for mutual assessment of practice skills and the teaching of new techniques. For example: I have identified various challenges in field and classrooms while studying BASW in Nepal and got opportunity to compare it with opportunity which I have got while studying MSW in India in my research "Opportunities and Challenges of Social work Trainees in Nepal" and now as being mentor of social work, I am able to compare and link the status and gap of social work theory and professional practice.
h. A therapeutic tool: Recording can be used as a therapeutic tool with the client to help him to respond to treatment.
i. Assessment and Planning: Social worker records clear and comprehensive facts and circumstances of cases. Records help social worker to plan for target and client systems to sort out the issues faced by clients in proper path. Records give feedback and seek forecast for intervention plan.
j. Accountability: Recordings as written or audio-visual document can be used to make the workers, agency and community accountable to the actions taken by them.
k. Supervisory review: Review of case records is used by most supervisors as a mends of keeping track of social work activity. Records review is also a means of assessing the kind and quality of services being provided by an individual supervisor.
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