Intake Redesign Changes to the Intake Workload Screen. Knowledge Base Article
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1 Intake Redesign Changes to the Intake Workload Screen Knowledge Base Article
2 Table of Contents Overview... 3 Changes in the Header Area... 4 Add Intake Button... 4 Filtering the Intake Workload... 5 Dynamic Header Information... 6 Changes in the Intake Workload Grid... 7 New Claimed By Column... 7 New Screening Priority Column Category Column Sorting on Columns Comments Display Hyperlinks and Icons Page 2 of 25 Last Revised: 09/21/2016
3 Overview Intake Redesign Changes to the Intake Workload Screen This article describes changes to the Intake Workload screen as a result of the Intake Redesign that will be implemented in SACWIS Build The changes will include: An Add Intake button in the header area Additional Filtering options, with the system retaining the filter selection until the user changes it A dynamic header that displays the number of intakes currently showing in the grid, plus the current grid view (filter) A new Claimed By column and functionality to help Screeners, and Screening Decision Makers avoid conflicts as users work on intakes A new Screening Priority column and functionality to help users prioritize their workload, including a Time Remaining indicator for in-progress intakes that are approaching the 24-hour deadline for a screening decision Display of indicators in the Category column Ability to Sort the list in ascending or descending order by Date/Time Received, Screener Name, and Status Preview of Additional Comments displayed directly in the Intake Workload grid. If the Additional Comments is larger than the preview, the system will display a Read more that will navigate to the full Additional Comments narrative A new Narrative icon to display a pop-up preview of the narrative entered in the intake, with a link to display the full narrative Report and Copy icons added to the right side of the grid, replacing the Report and Copy hyperlinks currently displayed on the left side of the grid Page 3 of 25 Last Revised: 09/21/2016
4 Changes in the Header Area Add Intake Button An Add Intake button will display at the top of the screen as well as at the bottom of the screen. The user will no longer have to scroll to the bottom of the screen to access the Add Intake button. When an authorized user clicks either Add Intake button, the system will display a blank Intake screen. Note: With the implementation of Intake Redesign, the blank Intake screen will display the Reporter tab first (not the Basic tab) to help the screener with the flow of the referral call. However, the screener will be able to select another Intake tab if desired. Page 4 of 25 Last Revised: 09/21/2016
5 Filtering the Intake Workload The header area will display a View By field (formerly named Status ) and Filter button that will enable the user to filter the intake workload by a specific Status value. The View By field defaults to the Default view option. The user s selection in the View By field will not change during the current session the selected value will remain in the field, and the intake(s) for the selection will display until the user selects a different value and clicks the filter button, or is logged out of the session. The field will not automatically change back to the default value during the current session, even if the user navigates back and forth between intakes and the Intake Workload screen. The filtering options available in the View By field are listed below. For a Screener For a Screening Decision Maker (SDM) Default Default I &/or R Returned Pending Returned Pending Research Completed Research Screened In Time Remaining Completed Screened In AR All All Screened Out Page 5 of 25 Last Revised: 09/21/2016
6 Note: Intake Redesign Changes to the Intake Workload Screen Time Remaining filter option Will only display the intakes that do not yet have a Screening Decision saved AND are less than 2 hours from reaching the 24-hour deadline for making a Screening Decision. The intakes will be sorted in ascending order by Date/Time Received. Dynamic Header Information Directly above the Intake Workload grid, a dynamic header will display the number of intakes showing in the grid. The header will also display the filter value that is currently selected in the View By field Page 6 of 25 Last Revised: 09/21/2016
7 Changes in the Intake Workload Grid New Claimed By Column The Intake Workload grid will contain a Claimed By column displaying the name of the Screener or SDM that the intake currently belongs to, if the person logged in to the system is not the person who created the intake. For the intakes created by the Screener who is logged in to the system, the Claimed By field will be blank. This column and the functionality is intended to help prevent a user from accessing an intake that another user is working on. The system will display a name in the Claimed By column when another user (i.e., not the logged-in user) has claimed the intake (shown in green below). Page 7 of 25 Last Revised: 09/21/2016
8 How intakes are claimed: When a Screener creates an intake, the system considers that Screener to have claimed the intake. When an SDM clicks the Decision link on the Intake Workload screen to access an intake, the system considers that SDM to have claimed the intake. Note: An SDM with Screener security will also be able to claim an intake by clicking the Edit link for that intake on the Intake Workload screen. Note: For an SDM, once an intake is Completed and saved OR a screening decision has been saved, the intake is considered released and is not claimed by any user. Therefore the Claimed By column will be blank for that intake. Claim Functionality Screener The following process describes how the Claimed By functionality will work for a Screener: 1. Screener A, creates an intake. 2. The system considers Screener A to have claimed the intake. When Screener A is logged in to the system, the Claimed By column will be blank. Page 8 of 25 Last Revised: 09/21/2016
9 3. Any other Screener s Intake Workload will display Screener A s name in the Claimed By column of that intake. (Screener A s Claimed By column will be blank for that intake). Screener B clicks the intake s Edit link on the Intake Workload screen. 4. The system displays a message stating that Screener A appears to be processing the intake, and asks if the user wishes to edit this intake: Page 9 of 25 Last Revised: 09/21/2016
10 5. Screener B has three options when this message appears: a. Proceed to the intake in View mode Click the (left) button labeled No, I ll view the intake as read-only. OR b. Proceed to the intake in Edit mode and claim the intake (for example, if Screener A has left for the day and asked Screener B to finish the intake) Click the (right) button labeled Yes, I want to edit this intake. OR c. Close the message window without proceeding to the intake Click the Close (X) button in the upper right of the message window. 6. If Screener B followed Step 5b above to Edit the intake: SACWIS will display the intake in Edit mode and will consider Screener B to have claimed the intake. When any other Screener accesses (or refreshes) their Intake Workload screen, they will see Screener B s name in the Claimed By column for that intake. Page 10 of 25 Last Revised: 09/21/2016
11 7. At this point: a. If Screener B works on the intake and saves it but does not mark it as Complete, the system will continue to show Screener B as the claiming user for the intake. b. If Screener B Completes and saves the intake, the system will release the intake and the Claimed By column will be blank. Page 11 of 25 Last Revised: 09/21/2016
12 Claim Functionality SDM The following process describes how the Claimed By functionality will work for a Screening Decision Maker: 1. SDM #1 claims the intake by clicking the Decision link on the Intake Workload screen to access the intake. 2. Since the intake has been claimed by an SDM, the Intake Workload (SDM view) will display a Release link in the Claimed By column of that intake. Page 12 of 25 Last Revised: 09/21/2016
13 3. SDM #2 clicks the Decision link on the intake that has already been claimed by SDM #1. 4. The system displays a message warning SDM #2 that the intake has been claimed by SDM #1: 5. SDM #2 has three options when this message appears: a. Proceed to the intake in View mode Click the (left) button labeled No, I ll view the intake as read-only. OR b. Proceed to the intake in Edit mode and claim the intake Click the (right) button labeled Yes, I want to edit this intake. OR c. Close the message window without proceeding to the intake Click the Close (X) button in the upper right of the message window. Page 13 of 25 Last Revised: 09/21/2016
14 6. If SDM #2 followed Step 5b above to Edit the intake: SACWIS will display the Decision tab of the intake in Edit mode (and the other Intake tabs in View Only mode), and will consider SDM #2 to have claimed the intake. When any other SDM accesses (or refreshes) their Intake Workload screen, they will see SDM #2 s name in the Claimed By column for that intake. Page 14 of 25 Last Revised: 09/21/2016
15 7. At this point: a. If SDM #2 decides not to make the decision on this intake: He/she can return to the Intake Workload screen and click the Release link for the intake. The intake will no longer be claimed by any user and will be available to all SDMs. The Claimed By column will be blank. Page 15 of 25 Last Revised: 09/21/2016
16 b. If SDM #2 makes a Screening Decision and saves the intake: The system will release the intake and the Claimed By column will be blank. And SDM #2 s name will display in the Screener Name/SDM Name Column. c. If SDM #2 Returns the intake to the Screener: The system will display the intake in the Screeners view of the Intake Workload, and will consider the intake to be Claimed By the Screener who created the intake. Page 16 of 25 Last Revised: 09/21/2016
17 d. All other Screeners Intake Workload grids will display the creating Screener s name in the Claimed By column for that intake. Page 17 of 25 Last Revised: 09/21/2016
18 New Screening Priority Column The Intake ID column will be combined with a Screening Priority column. The Screening Priority column will display a Screening Priority Indicator if: The Screener made a selection in the optional Screening Priority field within the intake, AND A Screening Decision has not yet been saved for the intake. The indicators are Low, Medium, and High: Page 18 of 25 Last Revised: 09/21/2016
19 Note: Intake Redesign Changes to the Intake Workload Screen When an intake is less than 2 hours from reaching the 24-hour deadline for making a Screening Decision AND no decision has been recorded, the Screening Priority indicator will be escalated to High regardless of the priority selected within the intake. (The screening priority selected within the intake will not be changed.) When a screening decision has been saved for the intake, this indicator will no longer display in the Intake Workload grid. Page 19 of 25 Last Revised: 09/21/2016
20 Time Remaining Indicator When an intake is less than 2 hours from reaching the 24-hour deadline for making a Screening Decision AND no decision has been completed, the Screening Priority column will also display a Time Remaining indicator. The Time Remaining indicator will display the Hours and Minutes remaining in black, bold text until the intake has reached 24 hours from the Date/Time Received. Example: 1:56 remaining When the intake has reached 24 hours from the Date/Time Received and no decision has been completed, the Time Remaining indicator will display 0:00 remaining in red, bold text. Note: Upon accessing the Intake Workload screen, the system will calculate the Time Remaining by comparing the system date to the Date/Time Received for the intake. o The system will re-calculate the Time Remaining when the user Refreshes the Intake Workload screen. When a screening decision has been saved for the intake, this indicator will no longer display in the Intake Workload grid. Page 20 of 25 Last Revised: 09/21/2016
21 Category Column The Category column will display the Category as well as the following indicators (if applicable) for the intake: Emergency Will display if the intake has an answer of Yes for the question Is this an emergency? on the Intake Decision tab. Specialized Will display if the intake has an answer of Yes for the question Does this report require a Specialized Assessment/Investigation? on the Intake Basic tab. County Priority Will display if the County uses a priority level indicator on the decision. Page 21 of 25 Last Revised: 09/21/2016
22 Sorting on Columns The user will be able to click arrows in the following column headers to sort the Intake Workload in Ascending ( ) or Descending ( ) order by that column: Date/Time Received Screener Name Status Page 22 of 25 Last Revised: 09/21/2016
23 Comments Display If the user has entered narrative in the Additional Comments text box of the Intake screen, the Intake Workload grid will display a preview of those Additional Comments. The preview will be labeled Comments and will display a portion of the text. If the Comments are longer than the preview display, the user can click a Read more link that will display the full narrative (shown in red below). Note: If the intake is Restricted and the user does not have access to that intake, then the Intake Workload grid will not display any Additional Comments. The grid will display the statement Comments have been restricted from view (shown in blue above). Page 23 of 25 Last Revised: 09/21/2016
24 Hyperlinks and Icons The Intake Workload screen will contain the following changes related to hyperlinks and icons: A new Narrative icon ( ) will display on the right side of the grid. Clicking the Narrative icon will display a Narrative snapshot window displaying the first 400 characters of the Narrative entered in the intake. o To view the entire narrative, the user can click a View full narrative link at the bottom of the pop-up window to launch the Intake screen. If the intake is Restricted and the user does not have access to that intake, then the Intake Workload grid will not display any comments. When clicking the Narrative icon, the grid will display the statement, Comments have been restricted from view. Page 24 of 25 Last Revised: 09/21/2016
25 A new Report icon ( ) will display on the right side of the grid. The system will display the history of the JFS 01441, if it exists, or the user can generate a new report. A new Copy icon ( ) will display on the right side of the grid. All Reporters and their original Contact Date/Time and the intake s Received Date/Time will be copied into a new intake. The following items will not be copied into the new intake: o Decision tab o Intake status will be set to Pending o Workload Name o Human Trafficking information o Fatality/Near Fatality information If you need additional information or assistance, please contact the SACWIS Help Desk. Page 25 of 25 Last Revised: 09/21/2016
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