Search for a Constituent Record - All users should go in through the CSM not core RE

Transcription

1 Raisers Edge Search for a Constituent Record - All users should go in through the CSM not core RE Always assume the constituent is already on the database so start by completing a search for their record Click on open a constituent - Use first three or four letters of the surname, an initial of the first name and first three characters of the postcode Ensure that Use Enhanced Search is checked at the bottom of the screen Highlight the required record and click Open to view the record Add New if no match found To narrow the scope of the search and help filter out any possible duplicate records: Check the Exact Match Only option and enter the full name of the person or their full address, telephone number or postcode but remember it will only find exactly what is typed Create a New Constituent Record Select Records from the Raiser's Edge bar, then Constituents. Click on either New Individual. Select the Add New button in the Open Constituent window following a search. A blank New Individual window will open. Note that fields with a blue background are compulsory. Page 1 of 15

2 Bio 1: Biographical Data Enter information in each field as appropriate. The quickest way to move from one field to the next is to use the <Tab> key and enter as much information as possible Refer to MDS and EMDS Bio2: Biographical Data and Constituency Codes Recruit: i.e. Care Development. Ethnicity: The individual's ethnic grouping Constituent codes Click on the first blank row of the grid in the description field. Click on the arrow to the right of the field to display a drop down list of constituent codes, and select the code you require. It is also a good idea to record dates in the Date from field. If a second constituency code is needed, click on the second row and repeat above steps Page 2 of 15

3 Using Address Accelerator From the constituent record click the Addresses tab and select New Address Click on the envelope icon or the press the F8 key to take you directly to the address accelerator Enter part of the address or postcode into the appropriate fields and click Validate A new screen will open offering you address options to choose from If the address is not found try entering just part of the address or postcode Select the correct address and click on Update This will take you back to the initial Address Accelerator screen. Update Address You will then be returned to the Raiser's Edge address screen. Amend the Address Type if necessary before you Save and Close Click on Save and Close to save the address. Addressees/Salutations The Addressees/Salutations tab allows addressee and salutation information to be formatted specifically for each constituent. This can then be used in automatically generated letters and mailings. Primary addressee: Refers to how the constituent name would appear on an address label e.g. Mr. Alan Smith. Primary salutation: Refers to the how you would address the constituent if writing a letter e.g. (Dear) Mr. Smith Page 3 of 15

4 Creating a Relationship *Before creating a relationship, make sure that the record you are linking to is already on the system. If not, then you should first create the constituent record Open the constituent record that you wish to add a relationship to, i.e. the constituent record you want to link FROM. Click on the Relationships tab. Click on the New Individual Relationship button to create a relationship to an Individual Constituent or New Organisation Relationship button to create a relationship to an Organisation constituent. Click on the binoculars icon to the right of the Surname box to search for the other record Enter the relationship and reciprocal fields - the available options can be selected from the drop down list, by clicking on the arrow to the right of each field. o Relationship defines the relationship of the constituent you are linking TO. o Reciprocal defines the relationship of the constituent you are linking FROM. For example, if you are linking from constituent Herts & essex (RCDA Patch) to a PwMND, then the Relationship field will be RCA, and the reciprocal field PwMND. The Date from and Date to define the date the relationship began and ended. Click Save and Close. The following message will appear. Always click yes. Page 4 of 15

5 How to Create and Complete an Action Open the constituent record that you wish to add the Action to. Click on the 'Actions' tab. Click on the New Action button This tab holds the what, why, when and where information for an action. From the Action type drop down list select the relevant action type that best describes the nature of the action. If necessary amend the Action date to that of when the action took place; you will notice that the date defaults to the current date. If the Action has been completed then click Action completed on and amend the date if necessary. If you are sending an a copy of the will be saved in the Notes Tab Add any Attributes or Notes, or click on Save and Close to complete the action. Page 5 of 15

6 Action Auto-Reminders The Auto-Remind function allows users the create follow up reminders for themselves or other Raiser s Edge users. An alert will appear on the Home page or Outlook Calendar of the receiving user based upon settings when the auto-reminder is created. To create an Auto-Remind On the open action select Auto-Remind. To select the users who will receive the auto-remind click on Notify and the Action Notification window will open. Find and select the user or users from the Users pane then click on > to add it to the Notify these users pane. Ensure that Notify using Both (Raisers Edge and Outlook Appointments) are selected. Click on OK to return to the action window. Based on the action date, specify when the reminder will appear. In the example below you can see that the action date is 20/11/2013, Maureen Rust, has been selected to receive the reminder 2 days beforehand, so in this example Maureen Rust will receive the reminder on the 18/11/2013. Page 6 of 15

7 How to Add Data Protection Permissions Attribute fields are to be used to record these permissions, and three separate attributes are available as follows: DP Permission to Store, which should be used to indicate that an individual has given consent for the Association to store sensitive personal details about them, including details of diagnosis etc. DP Permission to Share, which should be used to indicate that an individual has given consent for the Association to share their personal details with other service providers, including health and social care professionals. DP Permission for Info, which should be used to indicate whether consent has been given, or denied, to allow the Association to send further information to the individual, which may include fundraising requests. To indicate consent has been given to store personal details or share personal details or to indicate consent has been given to send further information: Go to the Attributes tab on the constituent's record. In the first available row select DP Permission to Store from the Category drop down list. Select Yes from the Description drop down list. In the Date field record the date the attribute was added, i.e. today's date. In the Comments field add your initials, to indicate who added the attribute to the system. If for any reason consent is refused for any of the above three options, then the relevant attribute should still be added, but No should be selected from the Description drop down list to indicate consent has been refused. Page 7 of 15

8 Adding Continuation Notes The continuation Notes are only available to Care Staff so should ideally contain more personal information relating to PwMND Click on the Notes Tab Click New Notepad Today s date is entered automatically Select the Notepad type from the drop down list i.e. Continuation Notes Enter a brief Description and Title Your name will be entered automatically as the Author Enter more detailed information in the notepad window Save and close Adding media to a constituent record. From a constituent record, select the Media tab. On the action bar, click New Media. The Insert Object screen appears. Check the Create from File option. You are going to add a media object from a file you previously created and saved Click Display As Icon Page 8 of 15

9 Click Browse. The Browse screen appears. Locate the media object and click Open. You return to the Insert Object screen. Click OK. The New Media for screen appears. In the Date field, enter today s date. Select the media Type. In the Description field, enter a description for the media object being added. In the Title field, enter a short title. The Author field will automatically populate with your user name. On the toolbar, click Save and Close. You return to the Media tab of the constituent record. Click Save and Close. When all information has been entered Save and Close the record to display the following message Click Yes to display the following screen Click on the Referral Tab and complete as much information as possible remembering that DP permissions are now recorded as attributes Page 9 of 15

10 Recording a Change of Address The correct procedure for recording a change of address is as follows: Click on the More... button at the side of the United Kingdom on BIO1: Click on Address from the menu bar Then highlight Copy preferred address to alternate A message box will notify you the preferred address has now been copied to an alternate address but in case the address and telephone number have not changed you will not need to retype them This will revert you back to the following screen where you should delete all the current address details and enter the new postcode Page 10 of 15

11 Press F8 or on the Address Accelerator icon to validate the address Update address Click on Save and Close to save the new preferred address. Page 11 of 15

12 Standard Minimum Data Set Field Comment Data Protection Comment Name Good reason to collect - support / care / research Address Good reason to collect - support / care / research Postcode This will inform PCT / LA / RCDA area linkages Good reason to collect - support / care / research Good reason to collect - support / care / Contact details research Phone and e/mail NetCommunity module support for fundraising Person with MND? Yes / No Ensures appropriate information sent / contact from Fundraising targeted Permission to capture & share info within MNDA - consent Need to give reasons why place data on database Specific wording From time to time we would like to send you details of our work and how you can help Critical for data protection and specific wording to allow fundraising to comply with DP Act Enhanced Minimum Data Set Enhanced Minimum Data Set for Care Directorate Enhanced Minimum Data Set for Care Directorate Enhanced Minimum Data Set for Care Directorate Field Field Field Name Name Name Address Address Address Postcode Postcode Postcode Contact details Contact details Contact details Permission to capture & share info within MNDA - consent Permission to capture & share info within MNDA - consent Permission to capture & share info within MNDA - consent Membership agreement Membership agreement Membership agreement Age range Age range Age range Gender Gender Gender Ethnicity Ethnicity Ethnicity GP & contact details GP & contact details GP & contact details Informal carer contact details Informal carer contact details Informal carer contact details Lives alone Lives alone Lives alone Page 12 of 15

13 Link to Care Centre Link to Care Centre Link to Care Centre Shortcuts BIO1 F3 F7 F8 Actions F7 F2 Shift F2 Notes F5 to enter today s date Country lookup table when on the Address tab to initiate Address Accelerator for list of Action types for default value i.e. Care Callback for all defaults as set up on the system enters a date stamp with date time and author of the note Wild cards There is also the option to use wild cards such as * or? in the search criteria to tighten up the search criteria where? can be used as a single character and * multiple characters. - All?n will find Allen, Allan or Allun etc. - Bail* will find Bailey, Bailley or Baillie etc. It is possible to change the default page that The Raiser's Edge opens with:- Click on the Tools menu at the top of the screen Select User Options Select the General tab In the first drop down box click on the arrow and scroll down to the item you require such as Plug-Ins so you are ready to start the CSM Click the Apply button. Click OK Page 13 of 15

14 Care Service Module checklist Step Open CSM module Click open constituent Icon Search for constituent Constituent exists Constituent does not exist Detail / Explanation All users should go in through the CSM not core RE This takes you to core RE search screen - Vital step to avoid duplicates on system - Uncheck exact match option - Remember less is more (first 3 letters of surname and first ¾ for postcode works well) Click open add to record as required Click add new proceed to next step Click add new Bio1 Bio 2 Attributes Relationships Takes you to the core RE record screen - Add as much information as possible - Add address by choosing MORE icon - Use Address Accelerator if possible - If PwMND select address type HOME - If HSCP select address type BUSINESS - Add contact number/ save/close - Recruit, Care Development - Constituent codes - PwMND or carer or HSCP - Care services - Religion, select - Ethnicity, select - Category HSCP - Description (eg Dr, Matron, nurse) etc. - Category receive Care research surveys - Description yes/no - Add DP permissions x3 Add all relevant relationships - RCA area Organisational relationship - *patch - Carer, HSCP etc individual relationship Page 14 of 15

15 Save and close Care service module Referral details Key contacts Create actions Notes Access to services Areas of concern Will ask if you wish to make a care service record click yes Opens summary screen - Note: vital info for statistics - Click new/open, add all details - Important info Other Contacts with no Raisers Edge record - Go to actions, open NEW - Add notes to actions as required - Click on publications, Tick publications sent (date appears after save/close) Add continuation notes if no action required (use new icon) Click update / open and tick as relevant Click update/open and tick as relevant Page 15 of 15