Job Aid for Case Assigner

Transcription

1 Job Aid for Case Assigner Overview: This job aid is to outline the steps required for assigning mentors to clients. As you get setup to do the assignments, it may be helpful to look at ALL of the open clients before assigning. That way you can make sure that a client that you want to send to a specific mentor would be OK and you would not assign a different client to the mentor before you got to the perfect client. You do not want to send two in one day, and probably not in one week. In general, we want to spread the load but there are some times when a request screams for a specific mentor. You ll note that some mentors don t show up on the CA report, where they have requested, through the Unavailable for Counseling form, to not be assigned clients for whatever reason. If you find a client that really matches up with a specific mentor, contact them to see if they would accept that single client as an exception. Nothing ventured, nothing lost! If you are new to the case assigner role, please contact our Webmaster, Dave Munro to setup the ca@score-suncoast.org forward to your . This address allows members to send feedback or question s about assignment of a client if they have a question about it, directly from the assignment . Let s get started!! 1. To login in to the SCORE system, go to this address: Enter Username: Enter PW:

2 2. Click on Manage Clients 3. At the top of the next screen, click on Clients Not Yet Counseled 4. Open a new (second )window in your browser so you can open another web page without losing the one you just looked at with Clients not yet counseled. 5. Go to the Member s Only website at: Login is: manasota PW is: score Here is the detailed navigation, if you ever need it:

3

4 Bookmark this page and keep it in your Favorites, so you can quickly get to it and make the selection of activity you wish to do online! 7. After you have logged in, open the Skill and Experience Report page

5 8. Open another window (third one) and go to the Member s Only page (you should not have to login again) and open the Case Administrator -> Case Assigners Report page. You may want to print a hardcopy for the day to reference instead on clicking back a forth. 9. Note: you MAY need to open the Photos and Bios -> Alphabetical list in another (fourth) window some of the newer members are not yet in the Skills Report. You may want to print a hardcopy to reference instead on clicking back a forth and update when we add new members. 10. You are now ready to start the assignment process 11. Go to the first window (Clients not yet counseled). This is a list of clients that do not have a meeting record recorded by a SCORE member AND the clients that do not already have a mentor. The ones that have been assigned, but not yet counseled, will have the member s name in the record. You want to look for clients that do not have a mentor assigned and the mentors name will appear as N/A.

6 12. Click on the clients name to open up the mentor request application form. 13. The items you need to look at are: - Is there adequate contact info address, phone, address for our assigned member to contact the client. - The description of what they need from SCORE is enough information for you to make the case assignment we get all qualities of requests. Occasionally you might have to pick up the phone and call, but generally you can make a good guess, pick the mentor and let them do the contact and sort it out. Occasionally, the mentor may come back with the answer and ask you to reassign to someone perhaps better qualified for the specific area of expertise required.

7 14. Now click our the browser tab for the Skill and Experience Report and find the appropriate category(ies) that best fit the request. If this case, perhaps Educational Services or Health Care / Life Care or Gov t Regulations 15. This shows you a list of mentors that have specialty experience in those areas. 16. Perhaps there is a good match, and perhaps not. That is what makes the job fun :-) 17. Now, click on the browser tab to display mentor availability. You will see Active, and Provisional members. Only the Active Members are assigned cases by the Case Assigner. If there are no recent cases assigned that means that no clients have been assigned in the last 60 days The first criteria for mentor selection is generally skills, then geography, then number of recent cases. You cannot match skills in all cases. In those cases, choose geography, then look at number of recent cases. Pick the best match with the lowest number of cases to assign the mentor for the new client. (Note the data on this screen updates nightly)

8 18. When you have made your mentor selection, go back to the first tab to the Clients not Yet Counseled list and click on the Edit link. 19. Use the dropdown box to select the mentor and click the Submit Information button.

9 20. You will return to the Clients Not Yet Counseled screen. Find the client you are working on and you will see that the mentor has been assigned. 21. Click on A Counselor to send the mentor a notification Use the dropdown to select the correct mentor. The standard text appears on the screen 23. Scroll down to the bottom and click the Send button. 24. Keep a manual list of all mentor assignments that you do in this session for use in step Now, on the next new client! Do it all again. 26. When you have completed all the client assignments to mentors, you need to update the date of last assignment and # of recent assignments. 27. On the Members Only page, open the Case Assignors -> Last Case link.

10 28. For each mentor to which you assigned to a client, find their name in the dropdown and click OK! This updates the date of the last case so the cases assigned in the last 60 days will show up on the availability report you used earlier. If you assigned two clients to a mentor, do it twice. 29. Now you are done for the day (or evening). Thank you!