Kara's Blog

 Archive for the ‘Tips’ Category

Individual Data Forms
For performance enhancements, the “Search” link in the Individual Data Form section of the FirstPage and Dashboard will now lead to a list of Individual names. The list will display only the names that the user has IDF specific access privileges on. Based on their roles, users will be able to open IDFs of specific states such as ‘In-Prep’, ‘Submitted’, ‘Approved’, etc.

The ‘Individual List’ page will contain an “Extended IDF Search” link, which will lead to the current IDF Search page.

To all TMS users:

• CERTIFICATION REPORT: We have updated the Certification report, so that you have the option of just seeing trainees’ last certified date, instead of the previously  where you’d get pages and pages of the full history of dates for staff.  You’ll see the option as a check box at bottom of page after clicking ‘certification report’

• SESSION CREATION:  We’ve removed deactivated staff as options for instructors when creating new sessions.  Before, you would still see old inactive staff listed as instructors, but poof! they’re gone

If you’re a provider administrator and have ever tried to give regular user accounts access to the report library, you were out of luck in the past. Just today though, we’ve added the functionality to the report library privilege in the agency wide superroles, so that now it actually does give people access to all of those reports that were once, only accessible to provider administrators in the full admin account. So if you need others to have access or just want to be able to see it from your regular user account, just make sure that role is checked off in your superrole. It’s an agency wide role so you’ll need to check it off in a superrole that you have that’s agency wide in type.
Get in touch if you have any questions!

Click here for the recorded webinar that was held yesterday. If you can’t make it to one of the upcoming sessions or just want to listen to it at your own pace, this will give you a rundown of all the updates we’ll be making to our Training Management System.. coming soon

If you’re using the Training Management System, be sure to sign up for one of these webinars where I’ll walk you through the updates that we’ll be making towards the end of September. If you’ve already watched some of the mini webinars, this will cover that stuff plus some Sign up for one here:
9/7 @ 1p E
9/14@ 1p E
9/21 @ 1p E

I’m still amazed at all the wonderful things we’re doing with TMS, and I’ve lost track of how many of the changes have come directly from you guys using it.  Here’s a couple more mini webinars on some of TMS updates that are coming soon… (A little bird told me we’re projecting it to release around mid September, if all goes as planned) Be sure to send us any comments or questions you have as you view these!

Ok, so if you know me then I’m sure you can guess just how excited I am about some Training Management System changes that are coming soon.  The majority of them have come straight out of the feedback from you guys using it, so it’s going to be great, of course.  We’re testing it out and going over things to optimize it now, but look out for training materials, webinars, splash messages, and/or announcements in the future, so that you can stay up to date on all the updates.   Here’s just a few of the new features that came directly from your feedback:  (These pics may not remain exactly the same when we roll it out, as we’re still in testing) Check out Justin’s Blog for some more pics

This is a really key change: You're going to be able to assign people to just classes or courses, rather than only being able to bundle those and assign them just curriculums. This is going to make it sooo much easier for setup, since you don't have to package everything in a curriculum if you don't want, and it's also going to make it loads easier for people who just need one class that may be different than their curriculum or course.

If you've ever tried to delete a class, course or curriculum, you're probably familiar with the message that something else is referring to it, and that you can't delete it. Well, no more of that! Now you can delete any of these, and it will show you who it will affect just to make sure you want to do that. Even if you delete a class it'll still show up in that person's deleted records. Pretty much everything is going to be trackable w/ this new TMS, which wasn't so easy before.

This may seem like a small fix, but I've gotten the feedback a lot. This will allow users, from their 'my training class' section, to print off a PDF of their training history.

Ok, this is one of the new report features we're adding. If you look at the shot of first page earlier, you can see we're adding quite a few, as that's a key request we've received. Anyway, this one is for all you training supervisors or admins who have ever been stumped as to why you can't sign someone up for a session, or want to find out if someone's signed up for that CPR session already. Now you can run a report by person or class, sign up, etc, and find out all the sessions that someone is currently signed up for, without having to go in under 'cancel signup' and open up each one. Phew!

Some provider administrators get lucky and never really need to create caseloads in addition to the automatic ones that are generated for each created program,  but if you support people in several of your sites, then you’ll definitely be familiar w/ caseload creation soon enough.  The creation is pretty straightforward, but unfortunately your supports and HIPAA may make it more difficult to wrap your head around how you get certain staff to see certain people and do certain things at one site, and something completely different at another.  The key to this is understanding how the different tabs work in the caseload creation screen:

So up towards the top, there’s 4 tabs that you can use to create access to different people:

1. Program: if you click on this and add a program, then you would be giving access to everyone who is enrolled at that program, and only that program’s info.

2.Program- Individual: This is a very common one to use when you want a residence to have access to some of their people at the day program or vice versa.  If you pick this, you’ll select a program and then an individual there.  That would give people access to that individual, but only at that specific program.  So if Johnny goes to our day program and group home, and I pick the group home, then people w/ this caseload will only see Johnny’s info from the group home.

3. Individual: this is what you want to hit when you want to give people access to an individual’s information from all of their programs.  Instead of #2 which just gives access to one of their programs, this will give you access to all of that person’s info across the board, based on what privileges you give in the user’s superrole. So this may be perfect for a parent, case manager, or staff that works w/ that person everywhere.

4. Caseload: this allows you to mix and match caseloads you may have already created using methods 1,2, and/or 3, mentioned above.

There are a few things that you may or may not know about having a Provider Administrator account, so I figured I’d share a couple of the less obvious points:

• Switching to admin mode in your regular user account is not exactly the same as being logged in to your full admin account.  Sure, most of the stuff is the same but there are little details that can only be accessed if you’re logged in as a full Provider administrator, rather than just switching to admin mode

1. Creating Splash Messages must be done from a full admin account
2. Accessing those admin reports under list of reports aren’t the same ones you’ll see if you’re in a full admin account
3. You can’t assign admin capabilities unless you’re logged in as a full Provider admin
4. You also can’t see the list of admin assignments w/out being a logged in to your full admin account

Also I wanted to point out one of the newer features in provider administration (this one you can access in full account or when switched to admin mode:

Last Login Information: This is under the User section and is a really useful tool for quickly looking up when a person has last accessed the system

Happy Earth Day to All! And, how are you celebrating?  Hopefully by using more Therap  But, of course there are so many other small things we can do today and all days to ensure that all those things that make life wonderful remain.  Here’s just a few great resources:

• Earth Day Action Center
• World Wildlife Fund
• Celebrate Earth Day 2010
• Seventh Generation
• US EPA