Staff/Professional Tools in KaleidaCare Solutions

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1 Staff/Professional Tools in KaleidaCare Solutions of 26

2 Table of Contents Introduction... 4 Staff/Professionals Tools... 4 Adding A Staff/Professional... 5 Staff/Professional Name... 5 SSN/SIN... 5 Date of Birth... 5 Gender... 6 Staff/Professional Type... 6 Staff... 6 Foster/Adoptive Parent... 7 Clinical Professional... 7 Social Service Worker... 7 Other Contacts... 7 Relationship to Agency is:... 7 Region and Division... 8 Add/Cancel... 8 Duplicate Check Staff Member Found... 8 Staff/Professional Menu... 8 System Permissions... 9 Username... 9 Password and Password Confirmation Menu Name Role Assignments Current Assignments Add New Assignment Type Agency-Wide Client Division Facility Basic Information Editing Relationship to Agency is: Editing Staff/Professional Name Phone Numbers Add Existing Phone Number Create New Phone Number Required Phone Fields Addresses Add Existing Address Create New Address Required Address Fields Personal Information of 26

3 Employment Information Date No Longer Employed Save Basic Information System Designation Addresses ID Numbers Education Tracking Deleting a Staff/Professional Additional Information or Questions of 26

4 Adding a Staff/Professional and Basic Information Introduction All Staff/Professionals are entered in KaleidaCare Solutions through a set of tools listed under Administration>Staff/Professionals. Staff/Professionals refer to any individual that provides services to the client, regardless of whether or not they are employed by the organization. This would include but is not limited to; agency staff, foster parents, direct care staff, physicians, therapists, etc This manual will provide an overview of all of the links/tools that are available in KaleidaCare Solutions for the purposes of adding a new Staff/Professional and entering their basic information. Staff/Professionals Tools There are currently 14 different links that are under Staff/Professionals on the User Menu and on the Staff/Professionals Menu. Each agency System Administrator can assign these links separately to a User Menu based on the tools being used by that agency and based on the need for a specific user to have access to a tool. Therefore, all links might not be made available to all Menus or users. This manual will cover the tools that are essential for adding a new Staff/Professional and will provide brief descriptions of the remaining tools. 4 of 26

5 Adding A Staff/Professional Click on Add to add a new staff/professional into KaleidaCare Solutions. Keep in mind that this tool is not just for agency staff. It is also used for medical providers, foster parents, therapists, etc A Staff/Professional can be added to KaleidaCare, yet not given access to log into KaleidaCare. However, adding them in using this tool will allow a user to associate them with a client, as a treatment team member, medical provider, etc The Add a Staff/Professional screen will appear next. There are 5 required fields on this screen as well as additional information that can be added as needed. Any of this information can be edited after the staff/professional has been entered. Staff/Professional Name There are three fields for the name, and only First Name and Last Name are required fields. Information needs to be entered correctly, but can be edited later if needed. SSN/SIN This field is for the staff/professional s Social Security Number or Social Insurance Number. This information is not required, but if entered, it must be entered using the correct formatting: or Note: If entered, the SSN/SIN will be masked in the header of all staff reports and will appear as XXX-XX-6789 or XXX-XXX-789. Date of Birth The Date of Birth field can be entered directly into the field using the correct format (mm/dd/yyyy) or by clicking on the calendar icon. 5 of 26

6 Using the calendar tool allows the user to select the correct year by using the forward and backward buttons, the correct month by using the month dropdown and finally by selecting the desired day. The selection of the day must be done last, because that closes the calendar box and inputs the selected date in the date field. This Date of Birth will also be used to calculate the staff/professional s age on the Basic Information screen. Gender Select the appropriate response from the dropdown. Staff/Professional Type This dropdown lists the four basic Staff/Professional Types that can be added through this tool. Only one type can be selected per Staff/Professional. There are other Staff/Professional Types that can be added through other tools, and those will be explained here as well. Staff This option is for all individuals who are employed by the organization. In addition, if there are individuals such as board members or volunteers who will be accessing KaleidaCare, they would be entered as Staff as well. There will be the ability to distinguish Staff Role in another tool. 6 of 26

7 Foster/Adoptive Parent All individuals who are serving as, or applying to be, foster or adoptive parents must be entered with the type of Foster/Adoptive Parent. This allows them the ability to be assigned to a client in KaleidaCare. Adding them as a Staff/Professional does not mean that they will automatically have access to KaleidaCare. This only occurs if an agency provides them with the correct access and a User Name and Password. Clinical Professional Any Staff/Professional listed as Clinical Professional will appear in the Clinical Professional dropdowns in the following logs: Diagnosis Log, Healthcare Log, Immunization Log and Medication Log. Adding these clinical professionals as a Staff/Professional does not mean that they will automatically have access to KaleidaCare. This only occurs if an agency provides them with the correct access and a User Name and Password. Social Service Worker The Social Service Worker option is for adding non-agency social workers that need to be tracked in association with a client. One example might be the client s CPS worker. Once in individual is added as a Social Service Worker, that worker can then be assigned to a client and then associated with a client when creating a Listings Report. Other Contacts There are four other types of Staff/Professionals that are tracked and edited using the Staff/Professional Tool, but are added into the system through other tools. They are as follows: Funding Distributor Contact Added through Financial Tracking > Payer Provider Contact Added through Financial Tracking > Provider Referral Source Contact Added through Administration > Referral Sources School Contact Added through Administration > Schools Relationship to Agency is: This option always defaults to Direct and is tied into KaleidaCare University. Only Staff/Professionals with a Direct Relationship will be linked to KaleidaCare University. This linking allows updated information to move from KaleidaCare into KaleidaCare University to prevent double entry with tracking training information. 7 of 26

8 Region and Division Region and Division are both required fields and refer to the Region and Division that the Staff/Professional is associated with. The Regions and Divisions are configured with help from the agency s System Administrator, and are usually set up in order to organize staff into geographic areas/categories, office or program. Add/Cancel Once the information has been entered, click on Add to add the staff/professional to KaleidaCare Solutions. Clicking on Cancel will return the user back to the Home Page and will not save any of the information that was entered. If any required fields have not been completed or any information was entered incorrectly, a pop-up box will appear, directing the user to the change or changes that need to be made before the staff/professional can be added. Duplicate Check Staff Member Found In order to prevent duplicate entry into KaleidaCare Solutions, the system automatically checks to verify that the staff/professional being entered isn t already in the system. If there is no possible match, the Staff Member Found screen is bypassed. However, if there is a possible match, the user will be asked to verify that this staff/professional needs to be added to the system by clicking Yes. ` If the staff/professional is determined to already be in the system, then the user needs to click on Cancel and return to the User Menu to search for the staff/professional. Keep in mind that there might be a staff/professional in the system that the user might not be able to see due to the way assignments have been set up. Therefore, if a staff/professional cannot be found, but shows to be in the system, the user needs to contact the agency System Administrator to gain access to the staff/professional s record. Staff/Professional Menu The next screen will be Staff/Professional Menu. This Staff Professional Menu is specifically for the individual just entered. From this screen additional information can be entered for this staff/professional. Much of this information can also be added from the User Menu on the left-hand side of the screen. 8 of 26

9 The advantage of using the Staff/Professional Menu on a specific individual is that the individual does not have to be selected every time a different tool is used. For example, since Sally s menu is available, the different functions can be done on Sally without having to select her each time from a group of staff/professionals. The links on the User Menu (left-hand side) are tool specific, but the links on the individual staff/professional menu are specifically related to that individual staff/professional. The same items are on both menus. System Permissions If a staff/professional is going to be accessing KaleidaCare Solutions, click on System Permissions to give the access to the system. Username The Username must be unique to KaleidaCare Solutions, and must have a minimum of 6 characters. It is not case sensitive. If a username is already in use, the user will be required to enter a different one. 9 of 26

10 Password and Password Confirmation The password must be accurately entered twice before the System Permissions can be saved. The specific guidelines for the password are explained on the screen. 1. Users will be prompted to change passwords every 90 days upon login. 2. Password may not be one of the last 3 passwords used. 3. Password must be between 6 and 25 characters in length. 4. Password must include letters and numbers. EX: Password1 5. Password cannot contain spaces. 6. Any character on the keyboard can be used - not just letters and numbers. When a Staff/Professional is being entered for the first time, it is acceptable to enter a generic password, because when the staff/professional logs in for the very first time, the system will require that the password be changed. Menu Name This dropdown allows the user to specify which menu the staff/professional will have access to view in KaleidaCare Solutions. This dropdown is configured based on the menus created by the System Administrator and will differ per agency. Click Save to save the information and return to the Staff/Professional Menu. Clicking Cancel will not save any entered information. 10 of 26

11 Role In KaleidaCare Solutions a Staff/Professional may have multiple Roles within an organization. These roles help identify a staff/professional s relationship to a client as well as their position in the organization. The list of available options is selected by each agency. To assign a role to a staff/professional, highlight the role in the Available Roles box and click on Add or simple double-click on the desired role. To remove a role from the Current Roles box, highlight the role and click on Remove or double-click the role to be removed. Once the correct roles have been moved to the Current Roles box, click on Save to save the selection and return to the Staff/Professional Menu. Assignments This tool is where a staff/professional s assignments are set up. Assignments determine what information a user can view when accessing KaleidaCare Solutions. For Staff/Professional who will not be accessing KaleidaCare Solutions, Assignments can be used to show relationships to clients on reports. 11 of 26

12 Current Assignments The Current Assignment screen will show any assignments that a staff/professional already has. In this example the worker is new, so no assignments have been made. To make an assignment for this staff/professional, click on Add New. Add New Assignment This screen has three required fields, as well as a More Info option in the upper righthand corner, which will provide the user with definitions of the different types of assignments that can be given. Type There are eight different types of assignments that can be given to a Staff/Professional. Depending on the level of assignments that a staff/professional needs, they may need to be provided with multiple assignments. Agency-Wide This access is considered to be a Geographical Assignment, and it gives the staff/professional access to all Regions and all Divisions within that agency. This assignment can be narrowed further to all Clients, all Facilities, or all Staff/Professionals within the agency. For example, a clinician may need to see all clients within an agency, but may not need to see all Staff/Professionals. Therefore an Agency-Wide assignment could be given, only for clients. Client This type allows for a Direct Assignment to a specific client or clients, and gives the staff/professional access to the all of the assigned client s information and the ability to write logs for the client. Division This access is considered to be a Geographical Assignment, and it gives the staff/professional access to all the clients, families, staff, and facilities that have that Division Designation based on the tools available on their menu. This assignment can be narrowed further to all Clients, all Facilities, or all Staff/Professionals within the agency. 12 of 26

13 Facility A Facility assignment can be Geographic or Direct. A Geographic Facility assignment allows the user access to all clients Placed in that facility. A Direct Facility assignment allows the user access to facility information, and the ability to write logs on that Facility, without providing access to the clients in the facility. Family This assignment can be Geographic or Direct. A Geographic Family assignment allows the user access to all individual persons assigned to that family. A Direct Family assignment allows the user access the Family information and the ability to write logs for that Family. Family Program - A Geographical Assignment that gives the user access to all the families that have any Status in the Program. Program A Geographical Assignment that gives the user access to all the individual clients that have any Status in the Program. Region A Geographical Assignment that gives the user access to all the clients, families, staff, and facilities that have that Region Designation based on the tools available on their menu. Basic Information Click on Basic Information to enter a staff/professional s basic information. Any information that was entered when the staff/professional was added will pre-populate into the appropriate fields. Editing Relationship to Agency is: This option is tied into KaleidaCare University. Only Staff/Professionals with a Direct Relationship will be linked to KaleidaCare University. This linking allows updated information to move from KaleidaCare into KaleidaCare University to prevent double entry with tracking training information. 13 of 26

14 Editing Staff/Professional Name The only required fields in the top part of Basic Information are First Name and Last Name, which will always be populated from when the staff/professional is first added. Any additional information regarding the name or alias may be entered here, as well as any name or spelling corrections. Phone Numbers Multiple phone numbers can be added for each staff/professional if needed. There are two required fields under phone number, but these only go into effect if a phone number is entered. To enter a phone number for a staff/professional click on Add next to Phone Numbers. A new window will pop up, called Adding Phone Numbers to Person. There is the option to Add Existing Phone Number, or Create New Phone Number. 14 of 26

15 Add Existing Phone Number If the number to be added already exists in Solutions, select Add Existing Phone Number. This tool gives the user access to all phone numbers that have been entered into KaleidaCare Solutions. It is best to search for an existing phone number by entering part of that number in the search screen and clicking Filter. If Filter is selected with nothing in the Search For box, the system will pull in the first 20 numbers in KaleidaCare Solutions. If the correct number appears on the list of Available Phone Numbers, click on that number to add it to the Phone Number(s) to be Added list below. Multiple numbers can be added. Once the number(s) has been added, click on Done to go back to the Adding Phone Numbers screen. Click on number to add and then click on Done 15 of 26

16 If no additional numbers need to be added, click on Add to add the number and return to Basic Information. If the number added was incorrect, click on the to delete the number and start again. Clicking Cancel will not save the phone number to Basic Information. Click to delete number Click to add number to Basic Info Create New Phone Number To add a number that is not yet in KaleidaCare Solutions, click Create New Phone Number. On the Create New Number screen, type in the appropriate phone number, and click on Done. Multiple phone numbers can be added if needed. Once all the phone numbers have been added, click on Add to add the number and return to Basic Information. If the number added was incorrect, click on the to delete the number and start again. Clicking Cancel will not save the phone number to Basic Information. Click to delete number Click to add number to Basic Info 16 of 26

17 Required Phone Fields Once the phone number(s) has been saved and the user is back on Basic Information, the phone number Type and System Default must be selected. The phone type dropdown options are selected by the agency and the most appropriate option must be selected. The first phone number will be the System Default unless otherwise selected. The System Default number is the number that will pull into the Staff/Professional Listings report when the Staff/Professional phone number is requested. The phone number can also be deleted by clicking on the corresponding. Addresses Multiple addresses can be added for each staff/professional if needed. There are two required fields under address, but these only go into effect if an address is entered. To enter an address for a staff/professional click on Add next to Addresses. The icon next to addresses indicates that this is a field that needs to be completed if using KaleidaCare Solutions Service Billing. A new window will pop up, called Adding Addresses to Person. There is the option to Add Existing Address, or Create New Address. 17 of 26

18 Add Existing Address If the address to be added already exists in KaleidaCare Solutions, select Add Existing Address. This tool gives the user access to all Addresses that have been entered into KaleidaCare Solutions. It is best to search for an existing address by entering part of that address in the search screen and clicking Filter. If Filter is selected with nothing in the Search For box, the system will pull in the first 20 addresses in KaleidaCare Solutions. If the correct address appears on the list of Available Addresses, click on that address to add it to the Address to be Added list below. Multiple addresses can be added. Once the address has been added, click on Done to go back to the Adding Addresses screen. Click on address to add and then click on Done 18 of 26

19 If no additional addresses need to be added, click on Add to add the address and return to Basic Information. If the address added was incorrect, click on the to delete the address and start again. Clicking Cancel will not save the address to Basic Information. Click to delete address Click to add address to Basic Info Create New Address To add a new address that is not yet in KaleidaCare Solutions, click Create New Address. On the Create New Address screen, type in the appropriate address, and click on Done. Multiple addresses can be added if needed. 19 of 26

20 Once all the addresses have been added, click on Add to add the address and return to Basic Information. If the address added was incorrect, click on the to delete the address and start again. Clicking Cancel will not save the address to Basic Information. Click to delete address Click to add address to Basic Info Required Address Fields Once the address has been saved and the user is back on Basic Information, the address Type and System Default must be selected. The address type dropdown options are selected by the agency and the most appropriate option must be selected. The first address will be the System Default unless otherwise selected. The System Default address is the address that will pull into a Staff/Professional Listings report when the staff/professional address is requested. The address can also be deleted by clicking on the corresponding. 20 of 26

21 Personal Information Personal Information is one of two collapsed sections on Basic Information. To view and complete the fields, click on Show. To collapse it again, click on Hide. Fill in any pertinent information and select all agency required options from the corresponding dropdowns. Keep in mind that almost all dropdowns are configurable by agency. If items need to be added, contact the agency System Administrator. Employment Information This is the second collapsed section. To view and complete the fields, click on Show. To collapse it again, click on Hide. Fill in any pertinent information and select all agency required options from the corresponding dropdowns. Keep in mind that almost all dropdowns are configurable by agency. If items need to be added, contact the agency System Administrator. Date No Longer Employed This date field is to be used when a Staff/Professional is leaving the agency. Putting a date in this field will invalidate the staff/professional s username and password and will prevent them from being able to log into KaleidaCare Solutions. In addition, all direct assignments to clients will be ended, and the staff/professional will no longer show up as 21 of 26

22 active within KaleidaCare Solutions. This date cannot be entered in advance of the staff/professional s end date. As soon as any date is entered, the staff/professional is seen as no longer active in the system. Save Basic Information Once all of the necessary information has been entered for the staff/professional, click on Save to return to the Staff/Professional Menu. System Designation All individuals entered into KaleidaCare Solutions must be placed in a Region and Division. These are set up per agency and could be based on programs, office locations, states, etc, based on the needs of the agency. This tool is used only when you need to move a staff/professional into a new Region or Division. If so, click on System Designation to make the change and to view past changes. System Designation will show the Current Designation at the bottom of the screen as well as Previous Designations and the date of Change. In addition, the User is able to add a System Designation by using the dropdowns at the top of the screen. A Date of Change is also required. The date must be after the current designation date or the User will get an error. 22 of 26

23 In addition, the system designation cannot be changed twice in the same day. Once the information is entered, click on Save to return to the Staff/Professional Menu. Addresses Multiple addresses can be added per Staff/Professional. Click on Addresses to open the tool. Any existing addresses are listed here and can be deleted if needed. addresses cannot be edited once they are entered. They can only be deleted and reentered. The Address and the Type must be entered. The Type dropdown is configured by each agency. The system also allows for the designation of a System Default address. This would be the address that would pull into the Staff/Professional Listings Report when the staff/professional address is requested. Click on Add to add an address to the Current Addresses list and then click on Done to save the changes and to return to the Staff/Professional Menu. 23 of 26

24 ID Numbers Multiple ID Numbers can be associated with a staff/professional. Click on ID Numbers to open the tool. Any existing ID Numbers will be listed on this screen and new ones can be added. Enter the number (the field accepts alpha and numeric characters) and select the type. The Type dropdown is configured by each agency. The system also allows for the designation of a System Default ID Number. This would be the ID Number that would pull into the Staff/Professional Listings Report when the staff/professional ID number is requested. Click on Add to add it to the list of Current ID Numbers. Once the ID Numbers are added to the Current ID Numbers list they can be deleted if needed. ID Numbers cannot be edited. If they are entered incorrectly they need to be deleted and then reentered. Click on Done to save any changes and additions and to return to the Staff/Professional Menu. Education Tracking Education Tracking can be used to track staff/professional continuing education in KaleidaCare Solutions. This information is covered in a separate manual. Deleting a Staff/Professional A Staff/Professional should never be deleted unless the individual should not have been entered to begin with. It is best to make a Staff/Professional inactive, which is 24 of 26

25 done by entering a Date No Longer Employed in the Employment Information section of the Basic Information Screen. Putting a date in this field will invalidate the staff/professional s username and password and will prevent them from being able to log into KaleidaCare Solutions. In addition, all direct assignments to clients will be ended, and the staff/professional will no longer show up as active within KaleidaCare Solutions. This date cannot be entered in advance of the staff/professional s end date. As soon as any date is entered, the staff/professional is seen as no longer active in the system. In the event that a Staff/Professional does need to be deleted, this can only be done by a user who has been given the delete functionality. Search for the desired Staff/Professional by going to Administration > Staff/Professional > Menu. Enter the name in the Find a Staff Member filter and click on Find. 25 of 26

26 Click on the next to the right of the staff/professional s name. When the verification screen comes up, click on Delete. This will delete all information regarding this Staff/Professional from KaleidaCare Solutions. Only use delete if the information was incorrectly entered to begin with. To leave the screen without deleting the Staff/Professional, simply click on Cancel. Additional Information or Questions For additional information or questions regarding Staff/Professionals use the Feedback tool in KaleidaCare Solutions or contact your KaleidaCare Account Manager directly. 26 of 26

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