BA FSC Admin

Family Success Center Administrative System User GuideFamily Success Center Administrative System Users Guide Version 1.3.0 Table of Contents I. LOGIN . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 1. Login to the Web Site . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 2. Changing Passwords . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 3. Forgotten Usernames and Passwords . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 II. HOME PAGE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 1. Home Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 2. Menu Controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 3. Administration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 4. Enrollmen t . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 5. Search . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 6. Services Queue . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 7. Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 8. Library . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 9. To Do Lis t . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 III. ENROLLMENT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 1. FSC Center Selection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 2. Required Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 3. Family Success Plans . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 4. Head of Household . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 5. FSC Case Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 6. Saving a Client Enrollmen t . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 7. Canceling a Client Enrollmen t . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 IV. SEARCH . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 1. Search Filters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 2. Search List Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 3. Client Administration Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 4. Client Information Access/Editing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 5. Add a Family Member . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 6. Move Client to New Family . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 7. Move Client to an Existing Family . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 8. Client Release Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 9. Service History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 10. Refer a Client to a Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 11. View an Existing Service Referra l . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 12. Edit an Existing Service Referra l . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 13. Send a Follow-up Reques t . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 14. Add an Outcome . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 15. Add a Note . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16 16. Event History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16 V. SERVICES QUEUE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 VI. REPORTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18 1. Parent/Community Advisory Board Repor t . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18 2. Collaboration and Partnership Repor t . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 3. Levels of Service Repor t . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 4. Service Repor t . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21 5. Referral Repor t . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22 VII. LIBRARY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23 1. Add a File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23 2. Delete a File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23 -2 -Family Success Center Administrative System Users Guide Version 1.3.0 I. LOGIN 1. Login to the Web Site This is the beginning page to access the FSC Administrative system. You are required to input your Username and Password to enter the site. All pages within the web site are secure and require credentials to view any data. After inputting your credentials, click Login to access the web site. 2. Changing Passwords If you would like to change your password, click the checkbox for Change Your Password. After clicking, you will be provided input fields to confirm your current username and password and then the opportunity to create a new password. After inputting your new password, click Login to change your password and login to the web site. 3. Forgotten Usernames and Passwords If you do not remember your username or password, click the Forgot your Username or Password? link at the bottom of the login page. You will be provided an input field to enter your e-mail address. Click Submit and your username and password will be e-mailed to you. If you do not have an account with an e-mail address already in the Administrative system, please see your Center Administrator. -3 -Family Success Center Administrative System Users Guide Version 1.3.0 II. HOME PAGE 1. Home Page The Home page is the first page you will see after login. This page is the launching point for all other functions of the web site. The Home page includes: the community name; the username and office of the current login; centralized menu functions; a content area for posting items of interest, important information for everyone, etc.; and a To Do list of clients you currently serve. 2. Menu Controls Central Menu Controls are provided at the top of all pages within the administrative system. You can access any page within the administrative system utilizing these Menu Controls. The main web site sections are: Home, Administration, Enrollment, Search, Services Queue, Reports, and Library. To access different areas of the web site, simply click the Menu tab at the top of each page to navigate to the desired page. 3. Administration Primary administrative functions are included on this page. Go to Administration to modify existing or add new Service Providers, Service Provider offices, and FSC administrative users. This tab only appears for Organization Manager and Center Manager administrative security rolls. -4 -Family Success Center Administrative System Users Guide Version 1.3.0 4. Enrollment Primary administrative function to enroll new families and family members. The Enrollment form allows you to capture a wide variety of information about each client, with minimal required data to enroll a client. Required input fields have been determined by state-level reporting requirements. 5. Search Primary administrative function to view clients in the system. From this page, you may search with several different filters to refine your search and access important data more quickly. You can also see associated family members, add/remove family members, create new families, move family members, etc. 6. Services Queue Primary administrative function for assigning services to clients. Utilize this page to view all open or pending services, assign new services, request a follow-up for a service provider, and close services for clients (when not performed automatically). 7. Reports Primary reporting section of the web site. Utilize this page to run reports for the state, internal use, partners, referrals and enrollments, effectiveness of referrals, etc. 8. Library Basic document library for important information, shared documents, policies and procedures, etc. 9. To Do List Included on the Home page is a To Do list of all clients currently associated with the person logged in. This list displays the client’s name, the Service that has been assigned, and the next scheduled follow-up date. From this list, you have direct access to each client and the specific Service associated with that client. To view a client, simply click his or her name. You can view the client’s enrollment information, all notes, all associated Services assigned to that client, a complete history of all Services and actions for each client and/or family members, and all other user administrative actions for each client. Depending upon your security level, you will be provided a filter at the top of the To Do list. Use this filter to refine your daily list. Also included on this page is a link to view the current status of any currently assigned Services. Click the View link listed to the right of each client. The following page will include all relevant information regarding who and when the Service was assigned, what service provider the referral was assigned, status of the referral, and a link to request additional follow-up information. More on this section will be included in the Services Queue section of this guide. -5 -Family Success Center Administrative System Users Guide Version 1.3.0 III. ENROLLMENT The Enrollment page is utilized to enter new clients into the administrative system. To serve any client through the FSC administrative system, they must first be enrolled. To enroll a client, begin by inputting as much information about the client as possible. This data may later be used for search criteria, information for reports, building family units, creating family success plans, etc. All fields listed on the Enrollment page are editable after saving the enrollment. You may also add additional information to this client in the Search section covered later in the guide. 1. FSC Center Selection Center selection is the first option on the Enrollment page. Select the center you wish this client to attend for receiving services. In most cases, this will be your center. You can enroll clients in other centers (when applicable and depending on your security level) however, this may affect reporting information provided to the state in cases where reports are created by FSC center. 2. Required Fields All fields marked with a red asterisk (*) are required fields and must be completed to save an enrollment. If you do not complete the required fields, you will be returned to the top of the page to complete the required fields. 3. Family Success Plans To begin a Family Success Plan, you must also complete the following fields: Family Strengths, Family Weaknesses, and the Needs section. By completing these fields, you have entered the minimum data required to begin a Family Success Plan. A Family Success Plan is not required to enroll a client, but highly recommend as this data is used for reporting purposes. 4. Head of Household The Head of Household checkbox is provided to designate a family member as the head of the household. By selecting a Head of Household checkbox, you will now be required to select a Family Gross Annual Income. Utilize the options in the drop-menu. This data is later used for reporting purposes. -6 -Select Head of Household and Family Gross Annual IncomeFamily Success Center Administrative System Users Guide Version 1.3.0 5. FSC Case Number Each client enrolled will have a unique FSC case number automatically generated by the system. If you associate family members with this client, they will also have unique FSC case numbers. 6. Saving a Client Enrollment After completing the minimum required data to save a new client enrollment, click the Save button to complete the enrollment process. After clicking Save, the new client will be created, and you will navigate to the Search page for that client. From here you can modify or add additional information regarding this client. 7. Canceling a Client Enrollment To cancel an enrollment and not save any data currently input on a client, click the Cancel button to discard all data and return to the Home page. IV.SEARCH The Search tab is utilized to access client information, add or modify families and family members, add Services, add Notes and Outcomes, and view a history of all service activities for individual clients. To access a specific client’s information, select the Search tab at the top of the page. To access a client’s information, click the client’s name to navigate to their administration page. 1. Search Filters At the top of the Search page are listed several filters to refine your client search. You can utilize as many filters or as few filters as needed. Current search filters include: Center (when applicable), last 4 digits of the client’s social security number, FSC case number, client’s last name, family’s last name based on head of household, marital status, and date of birth. To search, complete all needed filter options and click the OK button. A list of client’s meeting your search criteria will be presented. 2. Search List Features After completing a search, you will be provided a list of clients that meet your search criteria. To access a client’s administrative page, click the client’s name to navigate to their administrative page. Each column on the Search list can be sorted by clicking the column name at the top of the Search list. Pagination is provided at the bottom of the page and can be accessed by clicking the page numbers found at the bottom of the Search list. -7 -Search filter used to find specific clients Save and Cancel buttons to complete EnrollmentsFamily Success Center Administrative System Users Guide Version 1.3.0 3. Client Administration Page After clicking a client’s name on the Search list, you will navigate to that client’s administration page. The client administration page includes: all demographic information input at enrollment, all family members currently associated with this client, access to modify the current family member makeup, access to release forms and privacy practice forms, Service History, Service Referral functions, Outcomes, Notes, and Client History. 4. Client Information Access/Editing The client information area of the administration page includes all data input at enrollment and the ability to edit current information stored in the system. To edit client information, click the Edit button located under the client’s name at the top of the page. The page will refresh and all fields will be editable. Modify any data as needed and click the Save button to complete the modifications. For ease of use, Business Access has included a Hide feature to remove from view all demographic information for the client. After clicking the Hide button, that button becomes a Show button. Click the Show button to view all information for the client. 5. Add a Family Member Within the Family Member area of the client administration page, you can add additional family members that will be automatically associated with the client you have selected. There are no limits to the number of family members that may be associated together nor are other family members required. Once new family members are added, you may modify their family relationship roll to the head of household in the Client Information area. To add a new family member, click the Add Member button found in the Family Members section in the upper-left corner of the page. After clicking the Add Member button, you will navigate to a blank enrollment form. Complete the enrollment form and click the Save button to -8 -View associated family members here: add, remove, or change family members as needed Click the Edit button to modify client information Click the Hide/Show link to view demographic informationFamily Success Center Administrative System Users Guide Version 1.3.0 complete the new family member enrollment. Note: the same required fields apply here as with a standard client enrollment. After clicking the Save button, you will navigate to the new family member’s administration page. The new family member will now be associated with the client which you began this process. To confirm, view the Family Members area to see all associated family members with either the newly enrolled family member or the original family member. Clicking the name of a client in the Family Members area will navigate you to that client’s administration page. 6. Move Client to New Family Within the Family Member area of the client administration page, you can move existing clients to a new family. This will create a new family with no other current members. Other clients may be added to this new family by navigating to their administration page and moving them to the new family as described in the following sections. To create a new family, click the New Family button in the Family Member area. By performing this action, you will disassociate this client from the current family. No other family members will be affected. After clicking the New Family button, the following prompt will appear: Click OK to complete the family association change. Click the Cancel button to reject the change and save the original family member association. -9 -Click the Move To button to move to a new family or create a new family Click the New Family button to create a new family and remove this client from the current familyFamily Success Center Administrative System Users Guide Version 1.3.0 7. Move Client to an Existing Family To move a client to an existing family, click the Move To button found in the Family Members area. You can either search for existing families by inputting the name of the family in the search box or by selecting an existing family from a list of families already in the system. To view a list of all existing families, click the Search button. The page will refresh and a scrollable list of families will appear in the Family Members area. Click the name of the family from the list to select the new family. The following prompt will appear. Confirm the name in the prompt matches the family you have selected. Click the OK button to complete the family association change. Click the Cancel button to reject the change and save the original family member association. Upon completion of the family member move, you will navigate back to that client’s administration page. New family members will now appear in the Family Members area. If required, edit the client’s information to modify the family relationship with the newly associated family members. 8. Client Release Forms Each client administration page includes printable Release forms and Notice of Privacy Practices forms. To view and print, click the Print Release Form or Print Notice of Privacy Practices links. After clicking the appropriate link, you will navigate to the selected page. Click the Print button to print the page. Click the OK button to return to the previous page. -10 -View new family members here To print release forms, click here and view printable signature pagesFamily Success Center Administrative System Users Guide Version 1.3.0 9. Service History The Service History is a log of all service referrals for a client. From this area, you can view information pertaining to all services assigned including: service category, service sub-category, service name, next follow-up date, service start and end dates, number of minutes spent performing the service referral, status of the service referral, who created the service referral, and a description of the service referral for the service provider. You may view an existing service referral from this queue. Click the View link to see all information sent to the service provider. You may also edit an existing service referral from this page. 10.Refer a Client to a Service To add a service referral to a client, begin by utilizing the Search tab. Navigate to the desired client and click his or her name to navigate to that client’s administration page. Utilize the Hide feature or scroll to the Service History area. Click the Add button found under the Services History area. Following are a series of dropmenu options to select the details of the service referral. Proceeding down the page, each time you select an option, the drop-menus below will automatically adjust to match the selection option above. This function will aid you in refining your service referral options and remove unneeded and/or non-matching options from the drop-menus. The drop-menu selections include: · Center: In most cases, you will only have one center option. Select your center. · Service Category: Select a category from the state mandated categories. · Service Sub-category: Select a sub-category from the state mandated sub-categories. · Service Name: Select the name of the service to be provided to your client. Service names have been determined by the FSC partners and managed in conjunction with Business Access. · Service Provider Name: Name of the FSC partner to provide the selected service. Other Family Success Centers are also included as service providers when applicable. You may also select your own center as a service provider when applicable. · Service Provider Office: Some providers may have multiple offices which provide the same services. Select the office you wish your client to attend. · Location: Select where the service will be provided. Options include “At Center” when service is to be provided at your center, “At Provider Office” when provided at the office of the service provider, and “Off-site” when provided at a location other than your office or the service provider’s office. If you select Off-site, you will be prompted to enter details regarding the off-site location. -11 -Family Success Center Administrative System Users Guide Version 1.3.0 After clicking the Add button, you are provided the option to select additional family members to receive this service referral. Click the checkbox by any family member names to add this service to their account. Each family member selected will receive the same service referral for the selected service. Each family member’s service referral can be managed separately from their client administration page. Proceed down the page by selecting options under each of the drop-menus. Select the Center, Service Category, Service Sub-category, Service Name, Service Provider Name, Service Provider Office, and Location. After selecting the location, you are provided several more options. Select a Status for the service referral. By default, the status is Referred. The status options include: · Cancelled: This status cancels the service and closes the service referral. · Complete: This status completes a service referral. In most cases, service referrals will be closed by the service provider through an automated process described later in this guide. · Not Provided: This status notes when a service referral is not completed by the service provider. Selecting this status will close the service referral. · Referred: This status is used to send an automated request to the service provider to assist your client with the requested service. The automated process provides information to the service provider to enable that service provider to render a service for your client. Several date fields are provided to track the service. Referral Date is automatically filled in with the current date. This is modifiable as needed. Target Completion Date is the date the service should be complete for your client. Follow-up On Date is for your use and is reflected on the To-Do list on the Home page and Service Queue page. Both dates default to 7 days from the current date and are modifiable. The Description area is a free-text area to provide any special instructions or other information you deem needed by the service provider to successfully serve your client. Consider this area to be the body of the e-mail being sent to the service provider. To complete the service referral, click the Save button at the bottom of this section. Click the Cancel button to disregard this service referral and return to the previous page. -12 -Provide this service to one, some, or all family members by checking each family member’s checkbox Drop-menus cascade down the page to refine your selections as you go to save you time Family Success Center Administrative System Users Guide Version 1.3.0 After saving the service referral, you see the Service Request Added page. This page contains all information being sent to the service provider. From: and To: e-mail addresses are provided at the top of the page with the service details below. Confirm all information on this page is correct. Click the OK button to send the request to the service provider. This form is also printable in cases whereby the client is required by the service provider to have a signed form from FSC to receive services. Click the Print button at the bottom of the page to print this form. Upon receipt of this e-mail by the service provider, that provider will have all required information to serve your client. To complete the service, the service provider simply clicks on the Reply Link provided in the e-mail. The service provider notifies you if the service was provided, what date the service was provided, and any notes or comments regarding the service rendering. By the service provider completing this process, the service referral status will be automatically updated in the FSC administrative system. After clicking the OK button on the Service Request Added page, you navigate back to the client’s administration page. The service added now appears in the Service History for this client. All details regarding this service referral are accessible from this area. Click the View link to see all the service referral information and/or edit an existing service referral. 11.View an Existing Service Referral To view the details of an existing service referral, navigate to the client’s administration page and click the Hide link, or scroll to the bottom of the page. Find the service referral in the Service History list and click the View link in that row to navigate to the Service Request Details page. The Service Request Details page includes all information sent to the service provider. -13 -New service referral added to the Service History Click the View link to navigate to the Service Request Details pageFamily Success Center Administrative System Users Guide Version 1.3.0 12.Edit an Existing Service Referral To view and edit the details of an existing service referral, navigate to the client’s administration page and click the Hide link, or scroll to the bottom of the page. Find the service referral in the Service History list and click the View link in that row to navigate to the Service Request Details page. On the following page, click the Edit button to edit this service referral. From this page, you may change service providers, change service provider offices, update the Follow-up date, change the status of the service referral, input an end date, and allot time spent serving a client with this service referral. Click the Save button to complete any edits or click the Cancel button to discard any changes and return to the previous page. 13.Send a Follow-up Request To send a follow-up request for an existing service referral, navigate to the client’s administration page and click the Hide link, or scroll to the bottom of the page. Find the service referral in the Service History list and click the View link in that row to navigate to the Service Request Details page. Click the Request link in the Follow-up area to continue. All previous follow-up requests appear in the Follow-up area. This area provides you a timeline of requests regarding a specific service referral. Each new follow-up request is automatically added to this area. -14 -Click the Request link to request a status update from a service providerFamily Success Center Administrative System Users Guide Version 1.3.0 By clicking the Request link, you are creating a new automated message for the service provider. The service provider will receive an email requesting an update from the administrative system. This e-mail will not create a new service referral. Its purpose is to gather updated information on an existing request. The Description area is an opportunity for you to write a message to the service provider with additional information or instructions regarding serving your client. Click the Save button to send the follow-up request or click the Cancel button to discard this follow-up request and return to the previous page. 14.Add an Outcome Tracking of client outcomes is provided to track specific outcomes as assigned or associated with each client. This section is free text and without limit. Each new outcome entry is time and date stamped and marked with the administrator creating the outcome. All Outcomes are stored in a linear manor to prevent modification of previous outcomes. Each time you add a new outcome, a new line will be added in the Outcome area of the client’s administration page. Each entry is date and time stamped. To add an outcome, click the Add button found in the Outcomes area of the client administration page. A text box will appear for free text input. Input all relevant information for this outcome. Click the Save button to complete the outcome entry or click the Cancel button to reject the outcome and return to the previous page. Outcomes may be marked as confidential in cases whereby the administrator feels the information contained in the outcome is private and not to be shared with other administrators. To mark an outcome as confidential, click the Confidential check box when adding a new outcome. -15 -Click the Confidential check box to make outcomes only viewable by yourselfFamily Success Center Administrative System Users Guide Version 1.3.0 15.Add a Note Tracking of client notes is provided as a free text area to track notes, activities, etc., which would not be tracked in another location. This section is free text and without limit. Each new note entry is time and date stamped and marked with the administrator creating the outcome. All notes are stored in a linear manor to prevent modification of previous notes. Each time you add a new note, a new line will be added in the Notes area of the client administration page. Each entry is date and time stamped. To add a note, click the Add button found in the Notes area of the client administration page. A text box will appear for free text input. Input all relevant information for this note. Click the Save button to complete the note entry or click the Cancel button to reject the note and return to the previous page. Notes may be marked as confidential in cases whereby the administrator feels the information contained in the note is private and not to be shared with other administrators. To mark a note as confidential, click the Confidential check box when adding a new note. 16.Event History The Event History is a log of activities performed with this client. The history tracks enrollment, client activation and deactivation, additions of service referrals, completion of service referrals, service provider follow-up, and creation of Family Success Plans. The Event History automatically generates and is not modifiable within the administrative system. Each row contains the date and time the event was created, who created the event, and the name/type of event. The Created By name is automatically generated based on the administrator performing the activities which create events. -16 -Click the Confidential check box to make notes only viewable by yourselfFamily Success Center Administrative System Users Guide Version 1.3.0 V. SERVICES QUEUE The Services Queue is utilized to track service referrals for all your clients or all the clients in a center. From this page, you can access all information regarding service referrals and the specific details about those referrals. To begin, click the Service Queue tab at the top of the page. At the top of the Service Queue page are filters to assist you in refining your search for clients and service referrals. Utilize as many or few filters to create your Service Queue. The more filters you use, the more specific your list of clients. All columns on this page are sortable to assist you in finding specific clients or services by clicking the name of each column. After clicking the column name, the page will refresh with the list sorted by the appropriate column. Each page has a limited number of viewable rows to increase performance and provide an easy to use list. To navigate to a different page, click the page numbers at the bottom of the page. To access a client’s administrative page, click the name of the client to navigate to that client’s administration page. To access the specific details of a service referral, click the View link at the far right of each row. Clicking the View link will navigate you to the Service Request Details page. From this page, you can edit the original service request, update the status of a service request, or create a follow-up request from the service provider. All service request follow-ups will be automatically logged and displayed at the bottom of this page. -17 -Family Success Center Administrative System Users Guide Version 1.3.0 VI.REPORTS The primary function of the Reports section is to provide automated reports for the state, funders, and organization partners. Reports are generated based on data contained within the administrative system. To access reports, click the Reports tab at the top of the page. · State Reports: State reports have been developed in conjunction with the state to fulfill all required reporting data as set fourth by the state. · Generic Reports: Generic reports are provided to assist FSC staff in compiling information about services, service providers, referral information, etc. The State Reports section contains three reports for the state (a fourth report is no longer required by the state). To access a report, click the name of the report to navigate to the specific report page. 1. Parent/Community Advisory Board Report The Parent/Community Advisory Board report is utilized to generate a fill-in-the-blank report. To complete, input each board member, their role on the board, their affiliation to the board, and confirm they have signed a conflict of interest form. Click the Insert link at the left of the row to save the board member for the report. You may edit an existing member by clicking the Edit link at the left of any row. After clicking the Edit link, all four fill-in-the-blank areas are available to modify. You may delete existing members by clicking the Delete link at the left of any row. -18 -Fill in each blank and click Insert to save Board Members for this reportFamily Success Center Administrative System Users Guide Version 1.3.0 To run the report, select your office (when applicable), month, and year, and then click the Create Report button. The report will automatically generate based on the board members in your list. All reports are paginated. To navigate to other pages of the report, click the arrows located in the function bar directly above the title of the reports. All reports have search capability. To search for specific names or phrases, type your search text in the space provided, and then click Next to the right of the search text. Matching text will be highlighted on the report. All reports have Export capability. To export a report to your computer, click the drop-menu located at the top of the report. Select your desired format and then click Export, located directly to the right of the drop-menu. Save the report to your computer. Use this file to print as needed. All reports may be saved to the Library by clicking the Save button above the report. When the Save button is clicked, the report is automatically added to your library. The name of the report in your library is based on the name of the report, timeframe of the report, and center generating the report. Reports saved to the Library are accessible at any time. 2. Collaboration and Partnership Report The Collaboration and Partnership report is based on state requirements provided to FSC and Business Access. This report is generated based on data contained in the administrative system. No fill-in-the-blank answers are required. Report data is based on service providers utilized by your FSC. To generate this report, select the center (when applicable), the month, and year, and then click the Create Report button. The report will generate with data derived from the administrative system. All reports are paginated. To navigate to other pages of the report, click the arrows located in the function bar directly above the title of the reports. All reports have search capability. To search for specific names or phrases, type your search text in the space provided and then click Next to the right of the search text. Matching text will be highlighted on the report. All reports have Export capability. To export a report to your computer, click the drop-menu located at the top of the report. Select your desired format and then click Export, located directly to the right of the drop-menu. Save the report to your computer. Use this file to print as needed. -19 -Pagination, Search, and Export functions are all located in the function bar at the top of every report Select your center, fiscal year, and month here; click the Create Report button to continueFamily Success Center Administrative System Users Guide Version 1.3.0 All reports may be saved to the Library by clicking the Save button above the report. When the Save button is clicked, the report is automatically added to your library. The name of the report in your library is based on the name of the report, timeframe of the report, and center generating the report. Reports saved to the Library are accessible at any time. 3. Levels of Service Report The Levels of Service report is based on state requirements provided to FSC and Business Access. This report is generated based on data contained in the administrative system. No fillin-the-blank answers are required. Report data is based on client demographics and the services provided information contained in the administrative system. To generate this report, select the center (when applicable), the fiscal year, and annual quarter, and then click the Create Report button. The report will generate with data derived from the administrative system. All reports are paginated. To navigate to other pages of the report, click the arrows located in the function bar directly above the title of the report. All reports have search capability. To search for specific names or phrases, type your search text in the space provided and then click Next to the right of the search text. Matching text will be highlighted on the report. All reports have Export capability. To export a report to your computer, click the drop-menu located at the top of the report. Select your desired format and then click Export, located directly to the right of the drop-menu. Save the report to your computer. Use this file to print as needed. All reports may be saved to the Library by clicking the Save button above the report. When the Save button is clicked, the report is automatically added to your library. The name of the report in your library is based on the name of the report, timeframe of the report, and center generating the report. Reports saved to the Library are accessible at any time. -20 -Select your center, fiscal year, and month here; click the Create Report button to continue Center name and date are automatically added to all reportsFamily Success Center Administrative System Users Guide Version 1.3.0 4. Service Report The Service report is utilized to track and view service referrals in groups. You may create reports based on the center where the service referral was created, start and end dates of service referrals (see calendar control below), by service added or completed dates, and by specific services. You may also group your report by center (if you have more than one center) or by case manager. The report may be sorted by case number, center name, client name, date the services where added, or by who added the services. To create this report, select as many or few filters as needed and click the OK button to continue, or click the Clear button to start over. Calendar Control: Each report includes a calendar function to assist you in quickly selecting start and end dates. Click the calendar icon to the right of the start and end date fields. Within the calendar control, you can select the year, month, and day. After selecting the correct month and year, click on the day of the month to continue. Once you have selected a day of the month, the calendar control will close and the date will be filled on your report filter page. All reports are paginated. To navigate to other pages of the report, click the arrows located in the function bar directly above the title of the report. All reports have search capability. To search for specific names or phrases, type your search text in the space provided and then click Next to the right of the search text. Matching text will be highlighted on the report. All reports have export capability. To export a report to your computer, click the drop-menu located at the top of the report. Select your desired format and then click Export, located directly to the right of the drop-menu. Save the report to your computer. Use this file to print as needed. All reports may be saved to the Library by clicking the Save button above the report. When the Save button is clicked, the report is automatically added to your library. The name of the report in your library is based on the name of the report, timeframe of the report, and center generating the report. Reports saved to the Library are accessible at any time. -21 -Use the filter section to refine your search … select as few or as many as needed Click the Save button to add this report to your LibraryFamily Success Center Administrative System Users Guide Version 1.3.0 5. Referral Report The Referral report is utilized to track enrollments in the administrative system. Each client enrolled in the administrative system will appear on this report based on search criteria and search dates. This report will show family name, client name, case number, center name that enrolled the client, who entered the enrollment, and when the enrollment was created. This report may be grouped by center (if more than one) or by case manager. The report may be sorted by case number, center name, client name, date the services were added, or by who added the services. To create this report, select as many or few filters as needed and click the OK button to continue, or click the Clear button to start over. Calendar Control: Each report includes a calendar function to assist you in quickly selecting start and end dates. Click the calendar icon to the right of the start and end date fields. Within the calendar control, you can select the year, month, and day. After selecting the correct month and year, click on the day of the month to continue. Once you have selected a day of the month, the calendar control will close and the date will be filled on your report filter page. All reports are paginated. To navigate to other pages of the report, click the arrows located in the function bar directly above the title of the report. All reports have search capability. To search for specific names or phrases, type your search text in the space provided and then click Next to the right of the search text. Matching text will be highlighted on the report. All reports have Export capability. To export a report to your computer, click the drop-menu located at the top of the report. Select your desired format and then click Export, located directly to the right of the drop-menu. Save the report to your computer. Use this file to print as needed. All reports may be saved to the Library by clicking the Save button above the report. When the Save button is clicked, the report is automatically added to your library. The name of the report in your library is based on the name of the report, timeframe of the report, and center generating the report. Reports saved to the Library are accessible at any time. -22 -Use these controls to select months or years Group your report by case manager or center…Sort your report by selecting a default sort order from the listFamily Success Center Administrative System Users Guide Version 1.3.0 VII.LIBRARY The Resource Library is provided as a central location to store common files and documents utilized by your organization. To access the Resource Library, click the Library tab at the top of the page. A list of current files and documents will be displayed. To access a file, click the name of the file and download the file to your desktop. Open the file with the appropriate software to view. Any file may be uploaded to the Resource Library. Each file in the Library is date and time stamped and stamped with the administrator’s name that uploaded the file. Reports may also be stored in the Resource Library. An automated feature is included in the Reports section, which provides you the ability to store any state reports to your Resource Library. 1. Add a File To add a file to the Library, click the Add button at the top of the page. On the following page, provide a name for the file and determine the location of the file by clicking the Browse button. After finding and selecting the file you wish to upload, click the Save button to add this file to your library or the Cancel button to discard the file and return to the previous page. The method of file searching will vary by computer and operating system. 2. Delete a File To delete a file from the Library, simply click the Delete link at the far right of any row. This function will permanently remove files from the Library. -23 -After searching for your file, the file address on your computer will appear here Click here to Edit and Delete existing files