Module 1 Introduction to MOSAIC

Transcription

1 Module 1 Introduction Module 1 Introduction to MOSAIC MOSAIC is a web-based application built specifically for the federal Women, Infants, and Children (WIC) supplemental nutrition program with cooperation between Texas, New Mexico, and Louisiana, to meet the needs of all three states. MOSAIC is based on Microsoft Dynamics 365, a customer relationship management (CRM) application that enables Users to track and serve customers, increase productivity, and manage inventory. You can access MOSAIC from any computing device (computer or tablet) that has a web browser with internet connectivity and your login credentials. Microsoft Internet Explorer is the preferred web browser. Each Clinic has web browser preferences and browser settings, such as allowing pop-up windows, so check with your Clinic manager to confirm the right web browser settings. When you first open MOSAIC, it will feel familiar like a web site, but it is more powerful and user-friendly than older software. Information is organized a little differently from the way past systems organized data and enabled User interaction. Instead of using paperwork, tabbing to different fields, or tracking down the right screen, MOSAIC s intuitive interface features seamless transitions between relevant data fields, and you can use a mouse to click though the site and select data points. Tip MOSAIC allows for multiple Users to input information to the same record at the same time. MOSAIC allows you to customize the look and feel of your main pages to best fit the requirements of your job. And regardless of your position on the Clinic staff, information can be input by multiple Users at the same time, enabling real-time updates to data. 1

2 Module 1 Introduction 1.1 MOSAIC Login User and Password User access to MOSAIC is determined at the Director level. Each User must first be officially added to the system, and then login credentials can be assigned. Each Clinic/Local Area defines how User s and passwords are structured. You should receive an with this information before you log in to MOSAIC. How to: Log In to MOSAIC 1. Open Internet Explorer. 2. Enter the MOSAIC URL in the address bar: On the Microsoft Dynamics 365 Login page, enter your User Click Next. 3 4 Note The URL used for logging in during Training is used in Training only. 5. Enter your Password. 6. Click Sign in

3 Module 1 Introduction How to: Bookmark the MOSAIC URL When you return to your Clinic, you will access MOSAIC with this URL: You will want to save it for easy access. 1. In Internet Explorer, click the Favorites icon ( ). 2. Click Add to favorites In the Add a Favorite window, enter the Name for the URL you are saving. Or you can copy and paste the URL in this text box. 4. Select the Create in folder. Or keep the URL in the default Favorites folder. 5. Click Add Tip To preserve the security of client information, remember to Sign out of MOSAIC or lock your system whenever you step away from your computing device. How to: Log Out of MOSAIC 1. On the Navigation Bar, click Your Name next to the User Avatar. 2. Click Sign out

4 Module 1 Introduction 1.2 Understanding the MOSAIC Interface Main Page Overview Home Returns you to the Home page Main Menu Breadcrumbs Create New Creates a New Participant or Activity Recently Viewed Global Search Advanced Find Sign Out Settings Help Opens the MOSAIC Support Portal Navigation Bar Action Toolbar Dashboard and Views Tip Information in MOSAIC is accessed via menus, dashboards, and views. The MOSAIC dashboard offers standard web site functionality that allows you to point and click with your mouse, hover over icons for tool tips, and scroll menus and pages with ease. The Navigation Bar at the top of the page is a consistent navigational tool to help guide you through the WIC Program workflow. The MOSAIC dashboard serves as the Home page. From the dashboard, you can access Families, Participants, specific points of Certification and Issuance, Appointments, Inventory, and Reports. Dashboards represent an at-a-glance look at relevant information. The way information is arranged in MOSAIC is based on existing processes, such as viewing and inputting Family data, Participant data, certifying Families, issuing EBT Cards, scheduling Appointments, and running reports. 4

5 Module 1 Introduction Navigation Bar Main Menu, Work Areas, and Entities MOSAIC organizes information on the Main Menu by grouping data into seven work areas that contain entities, which are groups of information based on functionality in the WIC Program workflow. Due to Security Role permissions, not all entities will be enabled for all Users. The seven work areas are Certifications, Issuance, Inventory, Master Data, General Settings, System Settings, and Help Center. Main Menu Work Areas Certifications Certifications is the first point of data collection that leads to certifying applicants in the WIC Program. In this work area, you can point to Families, Participants, Certifications, and the list of Activities that you are involved in as part of your Security Role. Reports and Signed Documents are also housed in Certifications. Tip Work areas help define the WIC Program and Clinic workflow by grouping data into entities based on functionality. Entities Issuance Issuance contains entities that are associated with the procedures for issuing benefits to a certified Family in the WIC Program. 5

6 Module 1 Introduction Inventory The Inventory work area contains information about items that are inventoried at your Clinic, including EBT Cards, Breast Pumps, and Formula. You can also view the Vendors associated with your state s WIC Program, as well as view orders associated with your Clinic, a Family, or a Participant. Master Data Master Data contains the backend data that MOSAIC uses to process forms, such as Food Package Codes, Risk Codes, and Income Guidelines. Master Data functions are only accessible for certain State-level Security Roles. 6

7 Module 1 Introduction General Settings The General Settings work area contains additional entities that focus on backend system processing, such as Health Assessments, Issuance Details, and other Clientrelated data, such as Proofs of Identity and Residence. 7

8 Module 1 Introduction System Settings System Settings is a feature of Microsoft and includes administrative CRM functions. Help Center The Help Center work area connects you to the Microsoft CRM Help Center. 8

9 Module 1 Introduction Breadcrumbs Breadcrumbs display your current position in MOSAIC by identifying the current work area, entity, and Family or Participant Name. When clicking their drop-down arrows, you can access that work area s full list of entities, view a list of recently viewed items, or review the common areas of input for the Family or Participant. When you click the Participant name, you return to the Participant page. Recently Viewed On the Navigation Bar, click the Recently Viewed icon ( recent records you ve accessed. ) to view a list of the most Global Search MOSAIC s Global Search in the Navigation Bar casts a broad net to quickly find information. It is designed to return data found in multiple work areas (Families, Participants, and Activities) and across the system. Tip MOSAIC s Global Search feature provides a quick way to find information and is designed to return data found in multiple work areas. 9

10 Module 1 Introduction Basic Search You can filter data using a Basic Search on the Global Search results page or within a list of records. Searches within the Family or Participant list will return all Family last names, but they won't return Participants who have a different last name (i.e., Foster Children, or mixed Families). You can click the Filter icon ( ) or the drop-down arrows in each column to filter, sort and customize your results. Basic Search Tip Using Global Search or Advanced Find as a first line of inquiry helps streamline navigation, so you don t have to search through multiple pages to find what you need. Advanced Find Advanced Find allows you to create custom queries that search deeper into known data to receive targeted search results. An example of an Advanced Find query would be a search for all pregnant women due in April, or all Breastfeeding women who live in a specific ZIP code. Advanced Find lets you look for specific information that is not readily found via basic navigation, and it allows you to share a query with people in your group. Advanced Find menu ribbon Term A query is a search instruction that is sent to a database (behind the scenes) to return a set of records in search results in the Advanced Find window. 10

11 Module 1 Introduction How to: Create a Date of Birth Query 1. On the Navigation Bar, click Advanced Find. 2. In the Advanced Find window, click the Look For drop-down list box. 3. Click Participants. Tip This saved query will allow you to quickly search by Date of Birth for a Participant. 2 Note The drop-down list box options for the Select field are related to the criteria chosen in the Look for dropdown list box On the Select drop-down list box, click Date of Birth. 5. Select On for the Operator. 6. In the Choose Date field, enter a date to use as a placeholder. You may enter your own birth date as a placeholder. 7. Click Save As in the menu ribbon. 7 Term An Operator adds search parameters for selection criteria. When an Operator is selected, certain conditions must be met to return the desired query results. Tip When you choose an option in the Select field, a new Select field is added (to be used if needed) In Save As New view window, enter a Name for the new view. (A description for the view is optional.) 9. Click Save. 11

12 Module 1 Introduction How to: Use a Date of Birth Query 1. On the Navigation Bar, click Advanced Find. 2. In the Advanced Find window, click the Look For drop-down list box. 3. Click Participants. 4. In the Use Saved view drop-down list box, select the query you made. You query will be stored under My Views at the bottom of the list. 5. Note the query fields are populated. 6. In the Choose Date field, enter the Date of Birth of the Participant. 7. Click Results Note The placeholder date field will be edited every time the query is used. 8. Note the results show all Participants with the Date of Birth used in the query. 9. Locate the Participant name/record (if available) in the search results

13 Module 1 Introduction Settings Since MOSAIC is built on Microsoft technology, most of the Settings menu pertains to Microsoft-focused functionality. Clicking the Settings icon and clicking Options opens the Set Personal Options window. While not all information is relevant to your Security Role, the key points to remember about Settings Options are in the following areas: General Tab You can set the time zone here. Activities Tab Based on Security Roles, the Activities tab allows you to set default work hours. Templates, Signatures, and tabs Based on Security Roles, these -focused tabs allow you to customize activity in MOSAIC. Understanding Icons Icon Name Purpose Location Activities Represents an activity, including Appointments, , Text Messages, Search results and Phone Calls Add Record Adds a record to the associated area of MOSAIC Available wherever associated record creation is enabled Advanced Find Provides access to creating advanced queries Navigation Bar Appointments Certifications Represents an Appointment record Represents a Certification record Work areas, Recently Viewed Work areas, Recently Viewed Tip MOSAIC features colorful icons that identify the various components of the application. The icons tell you what type of records they represent. Dashboards Represents a dashboard Home page Drop-down Arrows Provides access to additional menu options Dashboards, views, Breadcrumbs, other available list menus Family Filter Help Inventory Represents a Family record Filters column data Provides access to the MOSAIC Support Portal Represents an Inventory record Work areas, Recently Viewed, search results Search results, records listing Navigation Bar Work areas, Recently Viewed 13

14 Module 1 Introduction Icon Name Purpose Location Lock Main Menu Mouse New Participants Pin Print Record Refresh Required Field Recently Viewed Indicates the field is unavailable for input Provides access to work areas Enables mouse functionality to sign an electronic document Creates a new Participant or Activity Represents a Participant record Saves an item as a default or pins to the top of a list for quick access Prints the document or page Provides access to a list of associated records Refreshes the data within a sub-grid Indicates mandatory data must be entered Provides a list of most recently viewed items Available globally based on User Security Roles Navigation Bar Electronic document windows Navigation Bar Work areas, Recently Viewed, search results Home page, Recently Viewed Growth Charts, Shopping List, VOC Report, wherever printing a record is enabled Various pages and windows Various sub-grids Various fields Navigation Bar Save Saves data in MOSAIC Action Toolbar Save As Save & Close Search/Lookup Settings Signature Pad Saves data as a new file or new file format Saves data in MOSAIC and closes the window Looks up data in a list box Provides access to User settings Enables signature pad functionality to sign an electronic document Various pages and windows Action Toolbar, various windows Various pages and windows Navigation Bar Electronic document windows 14

15 Module 1 Introduction 1.3 Dashboards and Views Information is arranged on the home page in dashboards and views, which let you track and keep relevant information available front and center. Like the dashboard in a car, this interface presents all the relevant data you need to perform the available functions. MOSAIC s dashboard provides visibility to multiple records simultaneously. Tip Dashboards and Views let you track and keep relevant information related to your Security Role available front and center. Dashboard and Views System Dashboards MOSAIC has more than 30 pre-configured System Dashboard options that can be selected in the dashboard drop-down list box. By selecting a System Dashboard option in the drop-down list box, you can easily change and modify the look of your dashboard and the information accessible from this page. Tip Dashboards represent the main page of MOSAIC. The default dashboard is the Activities Dashboard. Each view has its own drop-down list box where you can select another view to appear in that dashboard position. The default Activities Dashboard features six views. System Dashboards range from Activities/Appointments to Certifications to Breast Pump Inventory. Once you have chosen a System Dashboard, you can search for information directly from the dashboard. 15

16 Module 1 Introduction Dashboard Action Toolbar The dashboard has its own menu the Action Toolbar with standard functions. As you interact with the dashboards, additional menus become visible and active. SAVE AS Click to save a dashboard under a new name. NEW Click to select a layout for the new dashboard for a more custom look or if you want a dashboard that displays more intricate and uncommon data. REFRESH ALL Click to refresh the page to ensure information is current and changes have taken effect. EDIT Click to edit the custom settings of the custom dashboard. DELETE Click to delete the custom dashboard. SET AS DEFAULT Click to set any dashboard as the default. SHARE DASHBOARD Click to share a custom dashboard with another User. ASSIGN Click to assign a custom dashboard to another User. Locating Information In addition to the Recently Viewed, Global Search, Basic Search, and Advanced Find functions, you can navigate the dashboards and views to find essential information associated with a record. How to: Locate Information Using the Records Icon 1. Point to a dashboard in the Systems Dashboards drop-down list box. 2. Select a View in the dashboard. 3. Click the Records icon ( ) for a selected view Tip Click the Records icon ( ) to open all records associated with a section Note that you have navigated away from the dashboard 5. Click on a specific record within the list to open and view the record. 16

17 Module 2 Family Intake Module 2 Family Intake 2.1 Understanding the Family Page In MOSAIC, all records tie back to an associated Family record. There are multiple ways to establish Families and to research existing Families to avoid duplication. How to: Open a Family Record from the Main Menu 1. On the Main Menu, click Certifications. 2. Point to the Client entity. 3. Click Families. 4. In the My Clinic Families dashboard, review the results. 5. Click a Family Name to open a record. 6. Note the Family page opens. How to: Locate a Family Record Using Global and Basic Search For Global Search 1. On the Navigation Bar, point to Global Search. 2. Click to enter a Family Last Name Press Enter. 4. The results matching the search will display. Note Families, Participants, Activities, and any other related items associated with the search name appear in Global Search results. 4 Tip You can refine Global Search results by searching for Participant Name in Basic Search. 17

18 Module 2 Family Intake For Basic Search 1. On the Main Menu, click Certifications. 2. Point to the Client entity. 3. Click Families. 1 3 Note Families in your local Clinic are displayed in search results. 4. In the My Clinic Families view, point to Basic Search. 5. Enter a Family Last Name. 6. Press Enter. 7. In the Basic Search results, select a Family Record. 8. Double-click on the blue bar to open the record Family Page Overview The Family page contains a comprehensive view of the Family record. It provides access to information via drop-down menus, expandable sections, and information tables that are populated with data input from other parts of MOSAIC. 18

19 Module 2 Family Intake Breadcrumbs Action Toolbar Family Drop-down Menu 19

20 Module 2 Family Intake Note To locate more options on the Action Toolbar, click on the MORE COMMANDS ( ) menu. Family Action Toolbar SAVE Click to save the Family record. SAVE & CLOSE Click to save and close the Family record. NEW Click to create a new Family record. DETERMINE ELIGIBILITY Click to determine a Family s income eligibility for the WIC Program. This menu only appears after required Family and Income information has been input to the record. EBT CARD Click to read, write, or lock an EBT Card in a card reader. You must have a card reader connected to your computing device. TRANSFER Click to open the Transfer History window. In-state Transfers are initiated by the Gaining Clinic; out-of-state Transfers are generated through the VOC (Verification of Certification) process from the losing Clinic. CONNECT Click to connect a Family to another Family. This also allows you to reconcile dual participation of Participants. This menu is available to certain Security Roles. ADD TO MARKETING LIST Click to add the Family to the Clinic s mailing list. ASSIGN Click to assign a Family to another User. When a User is assigned, the record becomes unavailable to everyone else until the record is assigned back to the original User and the record s original Clinic. If benefits are issued while the record is assigned to another User, they are tied to that User and cannot be modified by anyone else. MORE COMMANDS Additional menu commands can be accessed by clicking the MORE COMMANDS ( ) menu, which includes reporting and sharing data. Family Drop-down Menu The main subsections of the Family page are accessible from the Family Drop-down Menu or by scrolling down the page. Family Drop-down Menu 20

21 Module 2 Family Intake Family Page Data Fields FID (Family Identification Number) MOSAIC auto-generates a unique Family Identification Number (FID) for each Family once the Family information is saved. You can perform a search on an FID using Global Search. Endorser Endorser is the term MOSAIC uses for Parent/Guardian/Approved Adult. Every Family must have an Endorser to identify who is responsible for the EBT Card. When creating an Endorser, there are three Member Types: Primary Endorser, Additional Endorser, and Proxy. Tip When you click the Endorser link, it opens the Endorser record. Clinic The Clinic* where the Family will be serviced. Created On The date the Family record was created in MOSAIC. Family Information Family Information contains the basic Family demographics that include name, household size (includes all Participants and Endorsers living in the same household), language (default is English), education level, and referral source. Family Name* and Family Size* are the only fields required to establish the initial Family record. Tip Items with a red asterisk (*) are required. Income Details The Income Details section is populated with information that has been entered in the Income section and indicates the Family s Income Eligibility Status. When you enter the Family s Income source in the Income section, MOSAIC populates the Income Details so you can view them at a glance on the Family record. This section is available when all Income records have been entered. Voting Details The first field of Voting Details indicates whether the Clinic staff member offered the opportunity for voter registration to the Participant. If Yes, then an additional field appears where you can designate whether the Participant registered to vote. Scheduling Preferences This section indicates the Family s preferred Appointment days, times and method of contact. is the default method of contact; other options are SMS texting and calling by phone. Appointment reminders are automatically set based on scheduling preference. Transfer In/Out This section displays information regarding the Family s transference history within the WIC Program. 21

22 Module 2 Family Intake Disaster If a Family has experienced a disaster situation, it is documented here. Participants This section lists the Participants associated with the Family record, providing an at-aglance view of primary information for each Participant, including the Participant Category required for WIC Program eligibility. Participant records can easily be sorted by clicking on the column header. Tip Files may have multiple notes under each section, requiring you to scroll down to see older entries. Notes Notes is a way to track communication, such as documenting a call with a Family or typing internal notes. Notes tracks Posts, Activities, and Notes. By default, the Notes sections displays the Activities tab. POSTS Posts include automated system messages and User posts that are visible to any User. To enter a User post, point your mouse to the Posts text box and begin typing a message. Click POST when complete. ACTIVITIES Activities track Phone Calls, s, SMS Texts, and Appointments for future reference and can be accessed by anyone who has permission to view the Notes for the associated Family record. 22

23 Module 2 Family Intake NOTES Notes provides a way to document client communication and internal messages. You can attach a scanned document to the Notes section, such as breastfeeding counseling notes. To enter a note, point your mouse to the Notes text box. When you click to enter a Note, a larger text box opens where you can type a Title for the note and its message content. Click Attach to add a file to the Note. Click Done when complete. Income This section allows you to enter income data for a Family record. Adjunct Eligibility Adjunct Eligibility information is fed into the Family from the Participant page and represents the Participant s association with other benefit programs. Family Transfer History This section displays a summary of transfer history within the WIC Program for the associated Family. The EBT Card for the transferred Family will be automatically locked when the transfer occurs. Participants Transferred Out of the Family This section displays a summary record of the transfer history of individual Participants in the WIC Program associated with this Family record. 23

24 Module 2 Family Intake Family Drop-down Menu Options Residence and Contact Information Use this section to input the Family s address and contact information, including phone number and address. Proof of Residency is a required (*) field. You may specify the Family s preferred method of contact in this section. Document Management This section displays a list of documents that have been uploaded to the Family s record, including the Rights and Responsibilities form and Breast Pump lease forms. Economic Units Economic Units are associated with each Family, to which MOSAIC assigns an Economic Unit Number. Separate Economic Units (SEU) will be assigned to each Participant depending on category. For example, a Foster Child is issued their own EBT Card, separate from the caregiver's card. Term The PAN is the EBT Card serial number. Tip To open a selected record, double-click on the blue bar that highlights the selection. Issued EBT Cards This section displays a list of assigned EBT Cards associated with the Family record and their respective Primary Account Number (PAN). Family Benefit Issuance This section displays a summary table of the Family s issued benefits. Residence History This section displays a list of residences for the associated Family. This section is populated with information from the Residence and Contact Information section. Admin This section provides internal detail about who created the Family record and the Owner Clinic. 24

25 Module 2 Family Intake 2.2 Family Intake Family record creation always precedes Participant information in MOSAIC. Once a Family record is saved for the first time, the Family Name will be updated and will appear in the Breadcrumbs, and the Action Toolbar will expand to display more options. You can click the drop-down arrows for each Breadcrumb to find more information. Performing a Family Quick Intake When an applicant makes an Appointment by phone or in person, a clerk enters information into MOSAIC to establish an initial Family record. A best practice is to search for the applicant s name to determine if a Family record already exists before creating a new Family record. How to: Search for an Existing Family Record 1. Point to Global Search. 2. Enter the Family s Last Name. 3. Press Enter or click the Lookup icon ( ). 4. Review the results. 1 Tip Click the Lookup icon ( ) to have MOSAIC autopopulate some fields. 25

26 Module 2 Family Intake Tip Save often! You can press Ctrl-S on your keyboard, click SAVE on the Action Toolbar, or click the Save icon () in the lower right corner of the screen. How to: Establish a New Family Record 1. On the Global Search results page, point to the Action Toolbar. 2. Click NEW RECORD. 3. Click Family On the Family page, enter the Family Name. 5. Enter the Family Size. 6. On the Action Toolbar, click SAVE. Or click the Save icon () at the bottom of the page Note the record will now displays the Family Name an FID (Family Identification Number)

27 Module 2 Family Intake 1 How to: Enter Residence and Contact Information 1. On the Family page, point to the Residence and Contact Information section. 2. Under Physical Address, enter Address Line 1. Enter Apt/Suite if available. 3. Enter City. 4. Enter State. 5. Enter ZIP Code. 6. Under Additional Information, enter the name of the Primary Phone Owner. 7. Enter the Primary Phone Number (no dashes). 8. Enter an address. 9. Under Contact Preferences, specify the preferred method of contact. 10. On the Action Toolbar, click SAVE. Or click the Save icon () at the bottom of the page. Tip You can scroll down the page or use the Family Drop-down Menu to point to the Residence and Contact Information Section. Tip When you input the ZIP code first, the city and state will autopopulate Tip You can identify the Family s preferred method of contact in this section. This is the method you can use to follow up with the Family. 27

28 Module 2 Family Intake Term Endorser is the term MOSAIC uses for Parent / Guardian / Approved Adult. Note The Participant Category in the Endorser field autopopulates to one of the possible categories. How to: Add an Endorser 1. On the Family page, point to the Endorser field. 2. Click the Lookup icon ( ). 3. Select +New. 4. Note the Endorser screen drops down from the top. 5. Enter the First Name. 6. Enter the Last Name. 7. Enter the Gender. 8. Enter the Date of Birth. 9. Enter the Member Type. 10. Enter the Relationship. Options are Parent, Guardian, Caregiver, and Proxy. 11. Note that Family auto-populates. 12. Click to toggle the options for Create Participant. The Participant is added to the Participant listing if you selected Yes for Create Participant. 13. Select the Participant Category. 14. Click Save to return to the Family page On the Action Toolbar, click SAVE. 14 Tip You can access the Endorser record by clicking its link at the top of the page. 28

29 Module 2 Family Intake How to: Add a Participant 1. On the Family page, point to the Participants section. 2. Click the Add Record icon ( ). 3. In the Participant window, MOSAIC auto-populates the Family field. 4. Enter the First Name. 5. Enter the Last Name. 6. Enter the Date of Birth. 7. Enter the Gender. 8. Note that the Participant Category auto-populates based on the age of the Participant. 9. Click Save to return to the Family page. Note Participant Category for Infant or Child is based on Date of Birth. 4 6 Tip Items with a red asterisk (*) are required On the Action Toolbar, click SAVE. 9 Note that the Participant record is added to the Participants section on the Family page. 29

30 Module 2 Family Intake Note Channel indicates how the Appointment was made. How to: Schedule an Appointment 1. On the Family page, point to the Notes section. 2. Click ACTIVITIES. 3. On the MORE COMMANDS ( ) menu, click Appointment In the Appointment window, note how the Clinic and Family fields are autopopulated. 5. For Appointment Type, click the Lookup icon ( ) to select Initial Certification (ICERT). 6. Click to toggle the options to select Channel. 7. Enter the Number of Slots needed for Family members. 8. On the Action Toolbar, click FIND AVAILABLE SLOTS In the Clinic Appointment Slots window, select a time slot and check the Preferred checkbox. When you make a time slot selection, the window closes On the Action Toolbar, click SAVE 30

31 Module 2 Family Intake 11. Note the pop-up message: Please schedule appointment for at least one participant. 12. In the Participant Details section, double-click in the Appointment Types text box for the Participant. 13. Enter the Appointment Type in the text box by typing Initial Certification to autofill the field. 14. Click the Save icon () in the Participant Details sub-grid. Tip Remember to Save in the sub-grid On the Action Toolbar, click SAVE. 16. Click the Close icon ( ). 17. Note the Family s Appointment is displayed in the Notes section on the Family page. Maintaining the 10/20 Day Rule In cases where a Participant is pregnant or an Infant (under 6 months) has NOT been scheduled within 10 days of their Quick Intake, an Exceeded Reason will need to be selected when scheduling an Appointment. The same procedure is required for any other Participant who cannot be scheduled within 20 days. How to: Maintain the 10/20 Day Rule 1. Note the Message Alert in the Appointment window: Exceeding reason is not set for one or more Appointment details. 2. In the Participant Details section, select the Exceeded Reason for the Participant. 3. Click the Save icon () in the Participant Details sub-grid. 4. Click the Close icon ( ). 5. Note the Family s Appointment is now displayed under the Notes section on the Family page. Term Exceeded Reasons include Client Preference, No Clinic Availability, Appointment by Phone, and State Waiver

32 Module 2 Family Intake Extra Credit: Customizing Family Records 1. On the Family page, point to the Family icon. 2. Click the Avatar Select Upload a picture from your computer. 4. Click Browse to find the image file you want to upload to represent the Family. 5. Select the file. 6. Click Open. 7. Click OK. 32

33 MOSAIC Navigation Work Area: Organizes the content on the site Login URL: login.microsoftonline.com Main Menu: Provides quick access to the 7 work areas Breadcrumbs: Indicates your location in the MOSAIC portal Search: Searches all of MOSAIC s database using keywords Advanced Find: Assigns filters and settings for a more targeted search Settings and Help?: Changes user settings and accesses the knowledgebase Dashboard: Contains multiple Views (or snapshots) of data with dropdown menus that allow for customizable data based on user roles, responsibilities and preferences View(s): Provides customizable snapshots of clinic and participant data in real-time, such as upcoming appointments, inventory levels, certifications, breast pump inventory and EBT card levels Create New Records: Creates a new appointment or record

34 MOSAIC Work Areas & Entities My Work: Dashboards, What s New, Activities Client: Families, Participants Certification: Certifications Tools: Reports, Alerts, Calendar Wait List: Waiting List Log Extensions: Electronic Signature Document Issuance: Family Benefit Issuance Food Issuance: FNMP Programs, FMNP Local Agency Programs, FMNP Clinic Programs, FMNP Redemption: Family Benefit Redemption Inventory: Inventory, Expiring Inventory, Serialized Inventory, Inventory Included With, Manufacturers/ Shippers Orders: Orders, Order Lines, Expiring Order Lines, Serialized Order Lines Extensions: Inventory Location, Units of Measure, Vendors Assessment: Referrals, Referral Services, Risk Codes, Nutrition Risk Parameters Certification: Education, Growth Chart Parameters, Infant Categories, Participant Categories, Participant Profiles, Participant Types, Proof of Identity Type, Proof of Residency Type, Waiting List Log Configuration: Clinic Territories, Configurations, Counties, Race, States, Territories Income: Income Configuration, Income Source, Income Guidelines Integrations: Food Items, Food Categories, Food Sub-categories Issuance: FMNP Federal Amounts, Food Package Types, Food Rules, Infant Formula Quantity, Substitution Groups, Substitution Rules Extensions: BMI Reference Parameters, 798 Addendum, 798 Breast Pump Expenditures, 798 WIC Grant Summary, Address Validation, Auto Number Configuration, County Estimates, Monthly Infant Formula Quantities, Adjunct Eligibility Type, Recommendation Codes, Legacy to MIS Transfer Request Assessment: Anthropometric, Blood Work, Health Goals, Standard Nutritional Goals Client Extensions: Addresses, Alerts, Aliases, Clinic Referrals, Economic Units, Income Details, Mid-Reviews, Participant Risk Codes, Proofs, Referrals, Transfer History Business: Business Management, Templates, Product Catalog, Service Management Help: Articles, Article Templates, Appointment Slot Help Center: CRM Help Center Issuance: Family Benefit Issuance Details, Medical Prescriptions, Participant Benefit Issuances, Participant Food Packages Jobs: Scheduled Job Actions, Scheduled Job Execution, Scheduled Job Logs Log Files: Card Transaction Log, Connections, Connection Roles Master Data: Facilities Nutrition Programs: FMNP Family, Risk Code Extensions, Risk Rule Configurations Scheduling Extensions: Appointments, Attachments, Messages, Group Appointment Type, Letters, Phone Calls, Questions, Questionnaires, Recipient Lists, Schedule Templates, Schedule Calendar Survey: Answer Options, Groups, Surveys Income: Income Eligibility Guide Customization: Customizations, Solutions, Plug-in Trace Log System: Administration, Security, Data Management, System Jobs, Document Management, Auditing, Configuration, Activity Feeds Application: Interactive Service Hub Extensions: Integration Log Details, UPC, Participant Prior Pregnancy, UPC Peer Groups, Configurations, Adjunct Eligibility