The reviewers who use the OSRI to conduct case record reviews at each local site work in pairs. Generally, each review pair consists of one State and one Federal representative. The State representative is typically a child welfare agency staff person or representative of the agency’s external partners in the CFSR planning process. The Federal reviewer is normally a Federal agency representative or a specially trained consultant with skills and experience in the child welfare field.
There are usually six or seven review pairs at each local site (which means 12 to 14 reviewers). Each review pair typically reviews two or three cases during the review week. Although each review pair's primary responsibility while on site is to complete one of their assigned case record reviews per day, there are other responsibilities, as well. These other responsibilities include:
- Participating in the Monday morning team meeting
- Participating in nightly debriefings
- Conducting Preliminary QA on all assigned cases
- Working to correct stickies and clarify questions from Local Site Leaders during First- and Second-Level QA on all assigned cases
- Attending the Thursday local site exit conference
For reviewers, an important task early in the review week is forming a good working relationship with your partner. While it is important to begin working on your assigned cases as quickly as possible, you should take a few minutes before you begin to review your first case to get to know one another. As you and your partner work through your first case, you’ll discover that you each have different strengths. By acknowledging these, you can make the case review process more efficient.
For example, because different States organize their cases differently, a Federal reviewer may not be as familiar with specific forms or case file organization as the State reviewer, but he or she may be much more familiar with inputting data into the automated application. You may, therefore, find it beneficial to divide work responsibilities accordingly—the State reviewer might lead the initial case record review, while the Federal reviewer handles data entry.
It is important that review pairs recognize when they are not moving through a case efficiently or are having disagreements with one another about how to proceed. In these cases, the review pair should consult a Local Site Leader for guidance before a problem becomes a crisis. Furthermore, review pairs who complete their assigned case record reviews early should be prepared, at the direction of the Local Site Leader, to assist other review pairs in their own case record reviews. In short, successful review pairs must work well together, must recognize when they need guidance, and must assist the rest of the team as necessary.