CDSME/DSME Users Guide

Transcription

1 CDSME/DSME Users Guide Prepared by COAW, the Consortium for Older Adult Wellness 2015, 2016, 2017 Updated 6/30/17

2 Workshop Wizard Users Guide Table of Contents 1.0 Login: Logging on the Website My Workshops... Error! Bookmark not defined. 2.1 Print My Workshop Roster... Error! Bookmark not defined. 2.2 Manage My DPP Workshops... Error! Bookmark not defined Weight and Activity... Error! Bookmark not defined Printing and ing Charts... Error! Bookmark not defined. 3. Find... Error! Bookmark not defined. 4. People Tab Searching in the People Tab Adding a Person in the People Tab Special Characters in Names Editing in the People Tab Merging People Classes in the People Tab Certificates in the People Tab Adding/Editing Access in the People Tab To reset an Account locked due to excessive invalid login attempts To set minimal Access specifically for a Leader/Lifestyle Coach/Instructor Organizations Tab... Error! Bookmark not defined. 9.1 Editing an Organization... Error! Bookmark not defined. 9.2 Sites... Error! Bookmark not defined. 9.3 Merging Organizations... Error! Bookmark not defined. 9.4 Basic Organization Report... Error! Bookmark not defined. 9.5 Curriculums by Organization and Curriculum Report... Error! Bookmark not defined. 10. Sites Tab Editing or Adding a Site Merging Sites Sites Report Workshops/Trainings Tab Workshop Wizard Users Guide 1

3 12.1 General on the Workshops/Trainings Tab Membership on the Workshops/Trainings Tab Workshop Paperwork Printing Reports from the Workshop Tab Exporting from the Workshop Tab Referring Entities Referring Individuals Referrals My Referrals General Tracking and Enrolling Referrals Next Contact Tracking of Referrals Past Contact Tracking of Referrals Printing Referral Reports Referral Statistics- Progress Report Participants Tab... Error! Bookmark not defined Adding Participants Manually... Error! Bookmark not defined. 17. Satisfaction Tab... Error! Bookmark not defined Creating the Satisfaction Survey... Error! Bookmark not defined Entering the Satisfaction Data... Error! Bookmark not defined Generating Satisfaction Reports... Error! Bookmark not defined. 18. Reports Tab Generating a Participant Report using a new configuration Generating a Participant Report with Saved Configurations Generating a Workshop Report Generating a Grantee Report Generating a Diabetes Prevention Recognition Program (DPRP) Green/Red Report Generating a Diabetes Prevention Recognition Program (DPRP) Annual Report Generating a Diabetes Prevention Recognition Program (DPRP) Weight Graph Generating a Pay Per Milestone(PPM) Report Exporting Participant Data Surveys... Error! Bookmark not defined Introduction... Error! Bookmark not defined. Workshop Wizard Users Guide 2

4 19.2 Using Surveys... Error! Bookmark not defined Creating Surveys... Error! Bookmark not defined Things to Keep In Mind... Error! Bookmark not defined. 20. Import Tab for NCOA Data... Error! Bookmark not defined Downloading NCOA Data to your website... Error! Bookmark not defined Updating Data Imported from the NCOA Site... Error! Bookmark not defined Editing a Person Imported from NCOA... Error! Bookmark not defined. 21. Configuration Tab... Error! Bookmark not defined Curriculums... Error! Bookmark not defined Adding a Curriculum... Error! Bookmark not defined Setting Certificate Rules... Error! Bookmark not defined Funding Sources... Error! Bookmark not defined Health Systems... Error! Bookmark not defined Insurance... Error! Bookmark not defined License Holders... Error! Bookmark not defined Adding/Editing a License Holder... Error! Bookmark not defined Licenses/Recognitions... Error! Bookmark not defined Log... Error! Bookmark not defined Met Through... Error! Bookmark not defined People Types... Error! Bookmark not defined Projects... Error! Bookmark not defined. 22. Updates Help and Reporting Errors Appendix A. Suggested Access Guide A.1 The Access Points available A.2 Suggested Access Settings: Appendix B. CDC DPP Export... Error! Bookmark not defined. B.1 Introduction... Error! Bookmark not defined. B.2 Preparing Data... Error! Bookmark not defined. B.3 CDC Organization Code... Error! Bookmark not defined. B.4 Access... Error! Bookmark not defined. B.5 Creating the Upload File... Error! Bookmark not defined. Appendix C. Glossary Workshop Wizard Users Guide 3

5 1.0 Login: Logging on the Website 1. Log on to the Workshop Wizard website using the Userid and Password provided. If you have not yet received a Userid and/or Password contact the system administrator. 2. Hit the Login button. Notice that the button turns from blue to red when selected. 3. On the left side of the screen you will then see the access Tabs that have been pre-set for your use. The number and the names of the Tabs you see will be determined by the areas that have been pre-set for you, so they may not be the same as the images in this manual. 4. If someone tries to Login using an incorrect Userid and/or Password they will be allowed to try a total of five times. If they are still not using the correct Userid and/or Password they will be locked out. The Administrator will need to reset their Userid and/or Password. See People Tab, 4.6 Access in the People Tab for more details. Workshop Wizard Users Guide 4

6 2. People Tab The People Tab is designed to hold information on Contacts, Leaders, Instructors, Master Trainers, Lifestyle Coaches, Referral Handlers, Program Coordinators, Staff, Volunteers, Media, etc. This is not the area where workshop Referrals (see section 15) or Participants (see section 17) are entered. When you first click on the People Tab, you will see the Search screen. Notice you can Search by any of the fields including First Name, Last Name, , Met Through (see Section 4), Taught Recently, and so on. You can also search by using the People Type boxes you set (see Section 5). 2.1 Searching in the People Tab 1. Under the People tab bring up all records by just hitting Search. 2. To Search for a particular record enter information into any of the fields and then hit Search. 3. You are now able to view the individual record by clicking on it in the list on the left side of the window. The tabs at the top of the screen will allow you to make changes, additions or deletions to the record in the areas of General information, Classes, Certificates, and Access. You can also Print and Export information. Workshop Wizard Users Guide 5

7 2.2 Adding a Person in the People Tab 1. Under the People tab bring up all records by hitting Search. 2. To Search for a particular record, enter information into any of the fields and hit Search. 3. Check to make sure the individual is not already in the system. If they are, you will want to edit the information, rather than adding a new record. 4. To add a person, select the General tab. 5. Click on the Add Person button at the bottom of the screen. This will take you to the Main tab within the General tab. 6. Fill in all the information (First Name, Last Name, Gender, Ethnicity and Race, etc.). Select the Addresses tab to enter either home and/or work address information. Select the Types tab to turn on the appropriate to check the box with identifying this person as a Site Contact, Referral Handler, Organization Contact, Leader, etc. 7. Notice that until the new record is saved by clicking the Add Person button, the record still shows as a New Person in the left hand column. 8. Once the new record has been Saved, the name will be added to the list. 2.3 Special Characters in Names Special characters in names can be added in this way: 1 Press and hold the ALT key on your keyboard. Workshop Wizard Users Guide 6

8 2 On the numeric keyboard (not on the main keyboard) type one of the following numbers including the leading zero for ñ 0225 for á 0233 for é 0237 for í 0243 for ó 0250 for ú 3 When you've typed in the code, release the ALT key and the character will appear. 2.4 Editing in the People Tab 1. Under the People tab bring up all records by hitting Search. 2. To Search for a particular record enter information into any of the fields and hit Search. 3. Select the record from the choices available in left column by clicking on it. You will see the record will be highlighted in blue. 4. Select the General tab. The selected record is now available for you to edit. Make changes in the desired fields on the General page or move to the other tabs across the top to view Classes, Certificates and Access. Remember to hit the blue Save Changes button on the General, Certificates, or Paperwork tabs as you make changes or add to the information on each page. (It is not necessary to hit Save Changes for changes made to the Classes tab.) Should you decide to Delete a person you will be asked to confirm your action. 2.5 Merging People If you have the same person entered into Workshop Wizard twice, it s typically because the person s names are slightly different such as Bob Smith and Robert Smith. When that happens, you can merge the two copies of the person with the Merge tab. 1. In order to maintain one record over the other, determine which record has the correct information. For example is Carol or Corrolle the correct record. 2. Select the record in the right hand column that is to remain, or be merged into. Workshop Wizard Users Guide 7

9 3. Select the record in the left hand column that will be merged into the record selected in the right hand column. 4. Press the Merge button. When you merge two people, you ll end up with just one record. All their relationships, such as the workshops they led and the certificates they hold will be combined and duplicate information eliminated. Workshop Wizard Users Guide 8

10 2.6 Classes in the People Tab 1. The pull down menu All Roles will allow you to choose to view 1) All Roles, 2)those classes/workshops where the person served in the role As Leader, 3) those classes/workshops where the person was in the role As Student, in other words a training, and 4) where the person was in the role As Fidelity meaning they were responsible for conducting a fidelity visit or observation of a class/workshop. 2. By selecting a record you can remove it from the list by clicking on the blue Remove button. 3. By using the pull down menu All Timeframes you can view activities by 1) All Timeframes, Past, Present, or Future as well as by the different roles. 4. You can also print a Standard Report or the Personal History Report on selected records. If you see a list of names appearing in the left hand column a report will be prepared automatically for every name on the list. To prepare a report on a single person, first search for the individual by name so that only one name is seen in the left hand column. A. In a Standard Report you can include the address, phone numbers and address. You can have the list sorted alphabetically by first name or by last name. This report is generated as a PDF document. Workshop Wizard Users Guide 9

11 B. In a Personal History Report you will see the classes and trainings by date attached to the individual. This report is generated as a PDF document. 5. By selecting the Export tab you will be able to generate a CSV file of the information seen in the Standard Report. First Name, Name (First and Last Name), Postal Address, Phone Numbers, and are the options. This information can be pasted into other documents for formatting. For example, for a group you may need to Export only the First Name and . For a traditional mailing you will want to Export the Name (First and Last Name) and Postal Address. Workshop Wizard Users Guide 10

12 2.7 Certificates in the People Tab Every Curriculum has a set of rules that govern the expiration of certificates. This means, for example, that you could have certificates expire if a leader hasn't taught a workshop for 12 months for one curriculum, but have them expire if a leader hasn't taught at least 2 workshops in 18 months for two different curriculums. Workshop Wizard Users Guide 11

13 As a Leader/Instructor Training is entered into the website, the Students in the training are automatically recorded as having the status indicated in the rules set for certification in the Configuration tab under Curriculums. Circumstances may require an override of the information automatically set if, for example, a Leader is trained outside of your state. Here is the process to reset or override the certification. 1. Under the People Tab, bring up or search for the desired record. 2. Click on the Certificates tab 3. On the bottom of the right side, click on the Add Certificate button. 4. Choose the curriculum from the list at the top of the workbox. 5. Using the pull down menu set the State of Certification to A. Pending : Person has passed the course, but must do additional work (such as teaching) before getting a certificate. B. Active : The certificate can be used. C. Expired : The certificate is out of date. D. Inactive : The person is no longer teaching. E. Using the pull down menu select the Certifying Curriculum from the menu of curriculum titles. G. Enter the Manual Expiration date for this specific curriculum. I. Hit the blue Save Changes button. J. Repeat the process for each Leader, Instructor and Master Trainer Certification needed for this individual. Workshop Wizard Users Guide 12

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15 2.8 Adding/Editing Access in the People Tab Please Note: There is a suggested Access Guide in Appendix A. 1. On the main People tab select an individual and then choose the Access tab. If you do not see this tab, you have not been given authority to add or edit access. Contact your system administrator to obtain this authority. 2. If you have been given authority to make changes in Access you can select a record and then you will notice the top checkbox indicates whether a person has been given the ability to login to the website. 3. If this box is checked, then you will see a Login and Password for the website has been established for this individual. Each person accessing the website needs to be issued their own specific Userid and Password. 4. Both the Login and Password must be letters and numbers only with no special characters (!*?). Letters in both the Login and Password are not case sensitive. 5. To view the current Access for a given person see the list of pull down menus. Each area has its own functions setting allowing you to set the access levels in each area independently. For your ease, there is a default setting to None. There are three levels of access available for each section of the website. Set each section individually using the pull down menu: A. None- this person will not see the tab and will not be able to view, add to, or alter the data. B. View- the tab will be seen. The info can be seen, but cannot be edited, added to, or deleted. Workshop Wizard Users Guide 14

16 C. Full- the tab is seen, the data is live and can be edited, added to, deleted, etc. 6. The blue buttons All None, All View and All Full will allow you to quickly set all the access to one level. 2.9 To reset an Account locked due to excessive invalid login attempts 1. If you are asked to reset Access for someone who has been locked out of the system due to excessive invalid login attempts, first Search for the individual by name from the People tab and Select their record. 2. Click on the Access tab. 3. At the bottom of the screen you will see a marked checkbox Account is locked due to excessive invalid login attempts. Un-check the box and remind the User of their current Login and Password, or set a new Login and Password for the User. 4. Make sure to hit the Save Changes button To set minimal Access specifically for a Leader/Lifestyle Coach/Instructor 1. On the main People tab, select an individual and then choose the Access tab. If you do not see this tab, you have not been given authority to add or edit access. Contact your system administrator to obtain this authority. 2. If you have been given authority to make changes in Access, you can select a record and then you will notice the top box indicates whether a person has been given the ability to login to the website. 3. If this box is checked, then you will see a Login and Password for the website has been established for this individual. Each person accessing the website needs to be issued their own specific Userid. 4. Click on Full for Access to the My Workshops pull down menu. Do not give Access to any other areas. This will allow the User to login and see only the My Workshops option on the left side of the site. By clicking on My Workshops the leader can choose to Print Roster or Manage DPP. No other information will be available. Until there are scheduled workshops for this individual in the role of Teacher no information will be displayed when the My Workshops tab is selected. For more information see the My Workshops section 1.0. Workshop Wizard Users Guide 15

17 3 Sites Tab 3.1 Editing or Adding a Site *Please Note: Sites information will be downloaded with the NCOA Imports. 1. To edit one of the listed Sites, click to highlight it. The information will now show in the main workspace. The Sites fields are editable to allow you to keep the information current. Add information such as phone numbers, address, and comments for easy reference. After adding information click on the blue Save Changes button. 2. Once a Site has been selected or entered, the Site Contact can be chosen from the pull down menu. The Site Contact list is comprised of those on the People tab with the checked box as a Site Contact. 3. Using the Site Identifier is a matter of your personal preference. The Site Identifier is not required. However you may find it helpful to number sites by the order they are entered into your system. or you may want to assisgn and start each Site Identifier with a number specific to each Licence Holder, each major partner, or each region of your state. Workshop Wizard Users Guide 16

18 3.2 Merging Sites If you have the same site entered twice on the sites list, you can merge them by using the Merge tab. Choose one of the sites on the left-hand column, and the other on the right-hand column, and press the Merge button. Workshop Wizard will merge the two sites into a single site. The single site will have all the workshops and people that were associated with the two original sites. Workshop Wizard Users Guide 17

19 3.3 Sites Report Reports listing information on your Sites can be printed by choosing the Print tab and then using the pull down menu to select Show just site number and name or Show details. The details will include address, contact information, and Organization. Workshop Wizard Users Guide 18

20 4. Workshops/Trainings Tab 4.1 General on the Workshops/Trainings Tab *Please Note: Workshops information will be downloaded with the NCOA Imports. Workshops will need to be updated to add in information not collected by the NCOA. 1. To add a Workshop outside of the NCOA imported information first click on the General Tab and then the blue Add Workshop button. 2. Add the information into each field. 3. Make sure to save any changes by clicking on the blue Save Changes button. **Please Note: By leaving the Student Count field set at 0, the count will be automatically calculated through the information entered on the Participants tab. The automatically calculated Student Count will show in the Reports tab, and on the Workshop tab it will remain at 0. The Student Count will be total number of students attending one or more sessions. 4.2 Membership on the Workshops/Trainings Tab 1. On the Membership Tab you can Search for and choose the Leaders/Teachers/Instructors for your workshop. 2. You can indicate the person tasked with the Fidelity Visit. Workshop Wizard Users Guide 19

21 3. If you are setting trainings you can add the people who will be Students. This area is to track those students who are training to become Leaders and/or Instructors or Lifestyle Coaches. This is not the area to track Participants in community-based workshops. For that information see the section on Participants. 4.3 Workshop Paperwork The Paperwork Tab in the Workshop field allows you to indicate what paperwork will be collected and when it has been submitted to you. Keeping this information accurate will also allow you to Search for Paperwork not yet received for followup. Once all the paperwork with a specific Workshop has been completed check the Paperwork Complete box. 1. Set the fields needed by checking the appropriate boxes. Remember to click on the blue Save Changes button. 2. Fill in the dates as paperwork is received. Remember to click on the blue Save Changes button. 3. Make any relevent comments in the Comments box. Remember to click on the blue Save Changes button. 4. Once all Paperwork is received check the All Paperwork Complete button. 5. To find Workshops with missing paperwork go to the Search screen, click on the boxes and press the Search button. You will see a list of Workshops on the left hand side of the screen that meet the critieria you have chosen. Workshop Wizard Users Guide 20

22 6. Make the edits as needed and remember to click on the blue Save Changes button. 4.4 Printing Reports from the Workshop Tab There are four types of reports that can be produced from the Print area of the Workshops Tab. 1. A basic report of Workshops that you have selected through the Search area. This report can be sorted by Site Number or Site Name, Title of Workshop, Date, License Holder, Project, and Funding Source. A PDF document will be generated. Workshop Wizard Users Guide 21

23 2. A Paperwork Report when selected will generate a list of all missing items for all workshops selected from the Search area. A PDF document will be produced. 3. A Statistics Report will provide the basics of how many classes and how many people are in the system for the criteria selected from the Search area. Keep in mind this is not Participant information, only a count of the number of classes and the attendees recorded. This PDF report can be sorted by Month or by Curriculum. 4. Class Roster will generate a PDF document with the selected information on the Workshop including those indicated as Teachers and Fidelity on the Membership Tab. If this is training, the roster will also show Students who are training to be Leaders, Instructors, or Lifestyle Coaches. Keep in mind this is not the area where Participants in community workshops are tracked. 4.5 Exporting from the Workshop Tab Workshop Wizard Users Guide 22

24 By using the Export tab rather than Print you will be generating a CSV file that can be placed in an Excel document for editing. You can select to include the Site, Site identification, Title, Start, End, Day, Time, and Contact for your Export. You can also choose to Sort the information by Site Identification, Site Name, Title, or Start Date. 5. Referring Entities Referring Entities lets you establish the groups or organizations sending referrals. Within each Referring Entity you will be establishing Referring Individuals. For example, a specific physician would be a Referring Individual and her practice would be the Referring Entity. You can view the list of Referring Entities already set on the left side of the screen. 1. To edit a Referring Entity just select the entity you want by clicking once. You will see the name appear in the Name field and the Health System in that field. Make the changes needed and then click on the Save Changes button. 2. To Delete Entity, select it so the name appears in the name field. Then click on Delete Entity. 3. You can add an Entity by choosing Add, giving it a name in the appropriate field and then clicking on the Save Changes button. Workshop Wizard Users Guide 23

25 6. Referring Individuals Referring Individuals lets you track referrals made by specific people within each of the Referring Entities. For example, a specific physician would be a Referring Individual and her practice would be the Referring Entity. You can view the list already set on the left side of the screen. 1. To edit Referring Individuals just select the option you want by clicking once. You will see the information appear in the Name field as well as the Referring Entity drop down list, , Phone, Fax, and Address. Make the changes needed and then click on the Save Changes button. 2. To Delete Individual, select it so the name appears in the name field. Then click on Delete Individual. 3. You can Add Individual by choosing Add, completing the appropriate fields and then clicking on the Save Changes button. Workshop Wizard Users Guide 24

26 7. Referrals Referrals are, in general, the people that Referring Individuals have sent to you to be enrolled in your programs. You will receive daily s to remind you of due dates you have set for active referrals and those needing attention. 7.1 My Referrals Your referrals are displayed based on certain criteria that you determine in the "Show These Referrals" section. Your options are listed below. 1. Pick: You can select referrals based on My Organization or My Referrals. 2. Referring Entity: You can select from a list of entities. 3. Referring Individual: You can select from a list of individuals. Referrals will display accordingly to indicate what works needs to be done based on the categories below. Unassigned Referrals - This lists any referrals which do not have a handler assigned. Workshop Wizard Users Guide 25

27 Referrals Needing Work - This lists any referrals which need some attention, such as calling the participant back, setting a due date for the referral, or looking into why a workshop hasn't been scheduled yet for the curriculum. Referrals on Hold - This lists referrals for which the due date hasn't arrived yet, or for which a workshop hasn't been scheduled yet. Closed Referrals - This lists referrals which have been closed; that is, the participant has been registered for a workshop, the participant has declined to register for a workshop, or you've been unable to reach the participant. 7.2 General To edit or change a record, select it and the name will appear in the name field on the General tab. Make the additions or changes needed. Make sure to click on the Save Changes button. You can Delete a Referral by selecting the record so the name appears on the General tab. Then click on Delete Referral. You can add a Referral by choosing Add Referral, entering the information and then clicking on the Save Changes button. PLEASE NOTE: To make your contacts more effective be sure to fill in and refer to the following information: best time to call, ok to leave a message, and preferred language. Workshop Wizard Users Guide 26

28 1. Each Referral can be assigned to a Handler, who is the person designated to track communications with the person being referred. (To see this, choose "Referrals" from the menu, search for one or more referrals, and go to the "general" tab. You will see the "referral handled by" drop-down near the bottom. 2. To add people to the "Referral Handled By" drop-down, use the "People" tab to add or change a person, then turn on the "Referral Handler" checkbox in people types list on the General page of the People tab. 3. If you wish, you can prevent anyone but the Handler for a referral from being able to access the information. If you wish to have this limitation placed on your Referrals, contact your Administrator. 4. If access is limited to only the designated Handler, the Administrator may choose to designate one or more people as "Super Users". These people will be able to access referrals even if they are not assigned as that referral's Handler. 7.3 Tracking and Enrolling Referrals You will want to document all interactions with Referrals. This allows you and everyone so designated on your team to view progress with each person. This will also allow you to generate reports to the Referring Entities and Referring Individuals so that they, too, can see these interactions. 1. Once the basic information is in your system you will be contacting the Referral with the goal of assisting them in becoming Enrolled in a Workshop/Class. The options you can choose for a contact of the referral are: Contact not made Declined to enroll Uncommitted about enrolling Enrolled 2. By using the pull down menu, select the Result of your contact with the referral. Workshop Wizard Users Guide 27

29 3. By using the pull down menu, you can Select the chosen Curriculum based on the curriculums you have entered in the system. 4. By using the pull down menu, you can Select the Workshop/Class based on the curriculums you have entered in the system. If a curriculum was selected, only workshops will display based on that curriculum. Workshops not yet started will be shown in green. Clicking the orange Edit button will take you to the Workshops Tab if you find you need to add or edit a Workshop. NOTE: If workshops are available for the curriculum but the workshop won t work for the referral because of one reason or another such as location, then, check the box for No workshops available right now. Workshop Wizard Users Guide 28

30 7.5 Next Contact Tracking of Referrals 1. If needed, select the Due Date Needed checkbox. 2. Choose a date from the calendar by selecting it so it shows as highlighted. You will be encouraged to set due dates for most active referrals. When you set a due date, you can choose from three different actions below. Call Participant again Lets you know to call the participant back on the due date. Note that there is a pull down menu with common choices including Monday, Tuesday, in 1 week, in 2 weeks, etc. Participant should have called back by now Lets you know to either close the referral or call the participant back on the due date. Workshop should have been scheduled by now - Lets you know to look into why a workshop wasn t scheduled as expected by the due date. 3. In the About box, you can note the purpose of the contact. For example: have they checked on their work schedule, are they ready to enroll in the upcoming class, etc. 4. Make sure to click on the Save Changes button. PLEASE NOTE: Every weekday, all Referral Handlers will receive an summarizing the work needed for their Referrals. Workshop Wizard Users Guide 29

31 7.5 Past Contact Tracking of Referrals 1. Once the Referral has been selected and is seen on the General tab in the Referrals area, move to the Past Contacts tab. You will see on the upper left side the list of Past Contacts that have been documented. To view one of these Past Contacts, click on the date to select the item. You can make any changes needed. Make sure to hit the Save Changes button before moving on. 2. To add a contact click on the blue Add Contact button. You will then be able to select who is making, or Handling, the interaction from the pull-down menu. You can add the Date the contact was made. In the Description box note the information. It may be something like Left Voice Mail Message at 6:15pm, or detailed reasons why the referral is not able to attend a workshop. This information is valuable not only for your future interactions, but also for providing the Referring Individuals and Referring Entities with help in addressing barriers when working with their referred client/patient. 3. Enter or Edit Past Contacts on the Past Contacts tab. It lets you indicate the result of the attempt to contact the referral: The results you can choose for calling a contact are: No answer Message left Contact made Remember that this field records what happened when you tried to reach the person, not what the person decided to do about the referral. To record what the person decided about the referral, use the General tab: 4. Make sure to click on the Save Changes button before moving on. Workshop Wizard Users Guide 30

32 5. When you record contacting a referral, you can indicate when you should contact them again with the "call again" field. Note that there is a pull down menu with common choices including Monday, Tuesday, in 1 week, in 2 weeks, etc. 7.6 My Referrals There are five sections to the My Referrals tab. They are : 1. A Search feature to define which Referrals you want to see. 2. Unassigned Referrals is a list in the light blue box. It is any referral which does not yet have a handler assigned. 3. Referrals Needing Work is the light pink box. This lists any referrals which need attention, such as calling the participant back, setting a due date for the referral, or looking in to why a workshop has not been set within a given curriculum. Workshop Wizard Users Guide 31

33 4. Referrals on Hold, in the light yellow box, lists those referrals for which the due date has not arrived, or for a workshop that has not yet been set. 5. Closed Referrals, in the pale green box, is for referrals closed because the participant has been enrolled in a workshop, the participant has declined to register for a workshop, or you have been unable to reach the participant after a given number of attempts. 7.7 Printing Referral Reports 1. From the Search tab you can decide if you want to produce a report for a specific Referring Entity, Referring Individual, or Workshop/Class. 2. Once the search has given you the appropriate records move to the Print tab. 3. Select how you want the records to be show in your report. Click in the top set of circles to indicate the order you wish the records to be shown. 4. The bottom set of checkboxes allows you to decide what information is needed in the reports. 5. When you have made your selections hit the blue Go button. The report will be generated as a PDF file. Remember, this is protected health information and needs to be handled appropriately. Workshop Wizard Users Guide 32

34 7.8 Referral Statistics- Progress Report Workshop Wizard has the ability to report statistics about your referrals. To create reports showing the aggregate results of referrals, use the Referrals > Print tab and choose the Referral Progress Report : You can choose any of the following options for what each row of the report should represent: One participant One referring entity Workshop Wizard Users Guide 33

35 One referring individual One handling organization The report will be slightly different depending upon which of these options you choose, but it will look similar to this: As you can see, there are 4 columns with Contact in the heading. These columns show the results of trying to contact the person who was referred. There are 5 columns with Result in the heading, and they show the result of the overall referral. Workshop Wizard Users Guide 34

36 8. Reports Tab 8.1 Generating a Participant Report using a new configuration 1. On the Reports tab choose the Create a report using a new configutation. Hit the blue Next button. (If you have not previously saved a configuration, you won t see the Create a report using a new configuration option. In this case, simply press the Next button.) 2. From the General Screen use the three lines given to title or identify your report. 3. The General screen also lets you choose from the pull-down menu a 1-column report or a 2-column report. This pull-down menu also lets you choose between creating a report on participants or a report on workshops. 4. A pull-down menu will show the Type of Reports available. The default is set to the Participant Report. 5. If you wish to include survey information in the report, choose a single-use or multi-use survey (or both). If you choose to include surveys in a report, you will only be able to report on workshops which use those surveys. 6. You will now see a Define Left Column screen. You can choose the criteria for the workshops you are reporting, including License Holder, Curriculum, Organization, and more. Workshop Wizard Users Guide 35

37 6. When you have completed the desired paramaters for the Left Column hit the blue Next button at the bottom of the page. 7. The next screen allows you to choose from all the Workshops held within the parameters you have chosen. The default is All the Workshops selected. You can de-select all workshops by using the Select None box and then checking the workshops you want to include. Or you can Select All and then by clicking any of the selected Workshops de-select them. 8. When you have finished, press the blue Next button. 9 You have now completed the options for the left column of the report. If you have selected a 2-column report, you will follow the same procedure to select options for the right column. Workshop Wizard Users Guide 36

38 10. Next comes the Completion screen. On it you can indicate you want to save this report configuation and give it a title. When you have finished, press the blue Next button. 11. The Download Report screen gives you the blue Download button to click. It may take a monent for the report to appear. You can also choose to Create Another Report by clicking on the blue button at the bottom of the Download screen. 12. This sample shows just the first few lines of a demographic report. The report is generated as a Word document which can be edited to include your logo, contact information, or footnotes on the data, and then saved as a new Word document. Workshop Wizard Users Guide 37

39 8.2 Generating a Participant Report with Saved Configurations The previous section showed you how to tell Workshop Wizard all the details of the report you want. When you are done, you have the chance to save those details for future use. These details are called a configuration. When you choose the Reports tab, the second option ( use the configuration I ve saved previously ) lets you retrieve the details of the configuration, and then modify them before producing a new report. The third option ( produce a report from this configuraiton I ve saved previously ) will produce a report from the configuration without allowing you to modify any of the details for the report (which can save you time if you don t need to modify any of those details). Workshop Wizard Users Guide 38

40 8.3 Generating a Workshop Report The General screen has pull-down menu to select from the Type of Reports available. The Workshop Report will allow you to choose from the same parameters as the Participant Report, however rather than reporting on participants within the workshops, this report will report the number of workshops. 8.4 Generating a Grantee Report From the General screen elect Grantee Report from the Type of Reports available. This is designed only for programs reporting on Administration for Community Living grants. This report may be submitted in lieu of a report generated from the National Council on Aging website. 8.5 Generating a Diabetes Prevention Recognition Program (DPRP) Green/Red Report From the General screen s pull-down menu to select DPRP Green/Red Report from the Type of Reports available. You can then set the criteria as you would with a Participant Report. The Word document that will be generated shows the selected data as compared to the DPRP standards established by the Centers for Disease Control and Prevention. The Workshop Wizard Users Guide 39

41 DPRP Green/Red Report shows standards met in green and those not yet being met in red. 8.6 Generating a Diabetes Prevention Recognition Program (DPRP) Annual Report The DPRP Annual Report matches the criteria and layout of the CDC issued response to data submitted by an Organization. This report allows you to view your current data in a way that is consistent with how the CDC will view your data submission. 1. The DPRP Annual Report can be selected from the Type of Report list on the General tab. 2. After you select the Annual Report you will be given a menu to select the appropriate Organization. Only Organizations with a Centers for Disease Control Organizational Code will appear on this list. 3. By selecting, the Organization the Report Year and Look Ahead Year will be populated by information entered into the Organizations tab. 4. Click the Next button. 5. You will now see the areas that have been populated based on the organizations data and reporting dates have been greyed out. You cannot edit these data Workshop Wizard Users Guide 40

42 fields. You may choose to include or exclude Sites, select the Counties, or select a specific Lifestyle Coach/Leader. 6. Click the Next button. 7. The next screen will show you all the Workshops that meet your selection criteria. You may change your selection by clicking on the buttons. 8. Click the Next button. 9. You will then move through the screens confirming and allowing for the Saving of the report. 10. When the message indicates the report is ready, click on the Download button and a Word document file will appear at the bottom left side of your screen. Workshop Wizard Users Guide 41

43 8.7 Generating a Diabetes Prevention Recognition Program (DPRP) Weight Graph 1. Selecting Weight Graph from the menu will populate the data range to match the DPRP report time frame. 2. Click the Next button. 3.As with the Annual Report option, much of the information has been pre-set. You will have the ability to select Sites, select the Counties, or select a specific Lifestyle Coach/Leader 4. Click the Next button. 5. The next screen will show you all the workshops that meet your selection criteria. You may change the selection by clicking on the buttons. 6. Click the Next button. 7. You will then move through the screens confirming and allowing for the Saving of the report. 8. When the message indicates the report is ready, click on the Download button and a pdf document will appear at the bottom left side of your screen. 9. Page one of the document is a graphic that shows the weight loss recorded for each Workshop over time. Each Workshop series is in a different color/pattern. In this case solid blue and black. The average of all the workshops is shown as a solid line in red. Workshop Wizard Users Guide 42

44 10. The second page outlines the Organization, and the Site for each reported Workshop with a legend of how each is shown on the graph. 8.8 Generating a Pay Per Milestone(PPM) Report 1. From the General page choose PPM Report from the Type of Report menu. 2. From the Rule Set menu choose the pre-set criteria for payment based on a participant meeting a milestone within the DPP. A rule set may be created by agency, managed care organization, or private payer. 3. Select from the Show menu whether you want to Show each workshop and participant or Show each workshop. 4. The Acceptances Box allows for the generating of the PPM Report using selection criteria already established. 5. You can then set the criteria as you would with a Participant Report. Workshop Wizard Users Guide 43

45 6. Click the Next button. 7. The next screen will show you all the Workshops that meet your selection criteria. You may change the selection by clicking on the buttons. 8. Click the Next button. 9. You will then move through the screens confirming and allowing for the Saving of the report. 10. When the message indicates the report is ready, click on the Download button and a Word document will appear at the bottom left side of your screen. 11. The Word document shows a table of participants indicating which milestones have been met. Each milestone achieved (starting the program, attendance goals, percentage of weight loss) correlates with a possible financial reimbursement based on the selected Rule Set. 8.9 Exporting Participant Data The most common way to see participant data is to use the Reports tab to create participant reports. However, sometimes you need to work with the raw data. To do this, you go to the Participants > export tab: This tab will create an Excel spreadsheet containing the data. You can use the Participants > Search tab to select the data to be included (such as including data within a particular date range). Workshop Wizard Users Guide 44

46 Each row of the spreadsheet can have up to 5 different areas, which are identified by having 5 different colors in the header rows: 1. The organization 2. The site 3. The workshop 4. The participant 5. The survey(s) The first 3 areas will normally be duplicated on several rows. For example, the organization data will be included in all the rows for participants in workshops sponsored by a particular organization. The participant area will always be present; you can use the options on the Participants > Export tab to turn on or off the other 4 sections: The last option on the Participants > Export tab lets you include or exclude identifiers for each organization, site, workshop, and participant. Those identifiers look like this in a spreadsheet: Workshop Wizard Users Guide 45

47 Each organization, site, workshop, and participant will have a unique identifier. If you want a way to distinguish one item from another in the spreadsheet, this will be helpful. Survey Export Formats Each question on a survey can be included in the spreadsheet in a variety of different formats. You can control the format used for a question with the Surveys >Questions tab: Workshop Wizard Users Guide 46

48 The Type field lets you control what type of information is collected for a question. This can be things like long text, short text, a number, and so on. For each Type, there are different formats that can be used to display the field in the spreadsheet. The format for a field is chosen with the Export Format field. For example, suppose a Long Text field in the survey allows the participant to type up to 4,000 characters in the answer. You may not want all 4,000 characters in your spreadsheet, so Workshop Wizard gives you the option of including only the beginning of the information. In the example above, the Export Format field has been set to include only the first 30 characters in the spreadsheet. Export Formats for One Number and One Number in a Range of Numbers If the type is either One Number or One Number in a Range of Numbers, there is only one export format you can choose: Number. This format will, of course, display the number entered by the participant in the spreadsheet. Export Formats for Short Text If the type is Short Text, there is only one export format: Text. This format will display the text entered by the participant in the spreadsheet. Workshop Wizard Users Guide 47

49 Export Formats for Long Text If the type is Long Text, there are 4 export formats you can choose: First 30 characters First 60 characters First 120 characters Entire text The first 3 options will include only the beginning of the participant s answer in the spreadsheet; the last one will include the entire answer. It may seem natural to want the entire answer, and there are cases where this makes sense. Keep in mind, though, that the entire answer could be up to 4,000 characters in length, which will make the spreadsheet a bit unwieldy. Export Formats for Choose One Item from a List There are 2 export formats you can select for choose one item from a list : Numeric value Text The participant can choose among 4 options: a lot, some, not much, or almost nothing. (The participant can also choose not to answer the question.) Each of those 4 options has both a numeric and a text value. For example, you can see that the first option has a text value of A lot and a numeric value of 3: Workshop Wizard Users Guide 48

50 If you choose an export format of numeric value, the spreadsheet cell for this question will have a 3 in it if the participant chooses a lot. Or, if you chose an export format of text, the cell will have a lot in it. Export Formats for Choose Any Number of Items from a List The most complicated export formats are for choose any number of items from a list. Here s an example of this type of question: The first two ways in which a question like this can be exported is to have a separate column for each of the foods. Here are the options that do this: One column for each choice, containing 0 or 1 One column for each choice, containing yes or no If the participant says they like squid, the squid column will have either 1 or yes in it. If the participant doesn t like squid, the column will have either 0 or no in it. Here is now that would look in a spreadsheet: Workshop Wizard Users Guide 49

51 As you can see, the first participant likes nails, while the second participant likes rattlesnake and squid. There are two other ways you can format a chose any number of items from a list question: Text in a comma-separated list Numeric values in a comma separated list This shows that the first participant likes nails, and the second likes rattlesnake and squid. Workshop Wizard Users Guide 50

52 Exporting for Multi-Use Surveys The basic formats used for multi-use surveys are just like the ones for single-use surveys. For example, if you have a long text question, you have the same set of formats: first 30 characters, first 60 characters, first 120 characters, and entire text. The difference with multi-use surveys isn t the format the data is display in, but the columns that appear. For a multi-use survey, you can have separate columns for pre-, post-, and follow-up surveys. If you put a question on exercise in a single-use survey, you might get a spreadsheet like this, which shows one participant getting 15 minutes each day and another 30 minutes each day: Suppose you ask the same question in a multi-use survey that collects data before and after the workshop; you might get results like this: As you can see, there are separate columns for the pre-survey and the post survey. Workshop Wizard Users Guide 51