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User Manual - Nutrition Services Branch

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1. 9 Within the Overbooking Appointment Types and Working Hours box complete the following e Enter or select the From time e Enter or select the To time e Enter the number of Overbooking Slots e Select one or more Appointment Types tp Overbooking Appointment Types amp Working Hours From if To Overbooking Slots 17 9700 AM 11 00AM CJ 2 Appointment Types 17 J Subsequent Certification C Nutrition Education Individual Overbooking increases the number of slots available during the selected block of time for the appointment types selected TE The list of Appointment Type selections for Overbooking may be limited Whether or not an Appointment Type is eligible for Overbooking is defined during the setup process 10 Click Add The screen refreshes and displays the defined time slot on the Overbooking Appointment Types amp Working Hours grid Appointment Type Subsequent Certification 9 00 AM 11 00 AM From To v 1 0 posted 07 05 2014 11 Click Save A status message displays indicating success The template is added to the list of templates Normal Day 1 Slot Normal Day 2 Slots lt 4 Templates are enabled by default To disable a template select a template from the list of templates and unselect the Enabled check box Click the Create New button to continue defining additional templates v 1 0 posted 07 05 2014 Task B Defining a Number based Appointment Slo
2. Hide Search Panel is added to the list of Quick Links after the selection of any type of search link Click Hide Search Panel to hide a currently displayed search panel Congratulations You have successfully completed the Clinic Master Calendar process v 1 0 posted 07 05 2014 Quick Links Availability Search This scenario explains the process of scheduling a quick appointment When scheduling a quick appointment the application suggests one or more appointments based on user selected search criteria and available family information at the time the search is conducted The process includes the following tasks Task A Defining Appointment Search Criteria 0 ccccccceeeeeeseeeeeeeeeeeeeeeeeeeeeneees 5 13 Task B Selecting Individuals Appointment Types and Durations 5 16 Task C Booking the Appointment cccceeeeeeeeneeeeeeeeeneeeeaeeeeeneeeeaeeeeeneeeaeesneneeens 5 18 v 1 0 posted 07 05 2014 Task A Defining Appointment Search Criteria Complete the following steps to perform this task 1 From the Home screen go to Scheduling gt Clinic Master Calendar The Clinic Master Calendar screen displays E Clinic Master Calendar Frank Rizzo Revision oo 4 December 2012 Mo Tu We Th Fr Sa Su Z Subsequent Certification Z Nutrition Education Individual Z Food Benefit Issuance Show Data Z Appointments Nutrition Edu Classes O Staff Events Quic
3. All clients currently scheduled for the class must be removed before the class can be cancelled 4 Click Yes A status message displays indicating success and the class is removed from the calendar view Congratulations You have successfully completed the Quick Links Cancel Nutrition Edu Class process v 1 0 posted 07 05 2014 Miscellaneous Scheduling Appointments by Day This scenario explains the process of scheduling appointments by day Using this approach the user manually selects the day time and duration of the appointment s instead of the application suggesting one or more quick appointment options The process includes the following tasks Task A Navigating to an Appointment SIOt ccccceseeeeeneeeeeeeeeeeeeeaeeeeeneeeeneeneenees 5 44 Task B Booking the Appointment ccccceeseeeseeeeeeneeeneeeneeeaeeeneeeaeeeaeeoneonseoeseenaes 5 47 v 1 0 posted 07 05 2014 Task A Navigating to an Appointment Slot Complete the following steps to perform this task 1 From the Home screen go to Scheduling gt Clinic Master Calendar The Clinic Master Calendar screen displays E Clinic Master Calendar Frank Rizzo favisation TIO duly 2012 4 July 2012 Mo Tu We Th Fr Sa Su Show Data Z Appointments J Nutrition Edu Classes O Staff Events Quick Links Cancel Staff Event Create Time Slot v 1 0 posted 07 05 2014 2 Navigate to the desired calendar month and
4. Location iF Po OR Main Conference Room Capacity Maximum Capacity if 2 l 11 Select Assets using the multi select slider as necessary Available Assets v 1 0 posted 07 05 2014 12 Click the Add button to add WIC staff to the staff event The WIC Staff Search screen displays Clinic CL2 Shenandoah Valley Medica Clear Ctr v 1 0 posted 07 05 2014 13 Enter or select one or more of the following search criteria e State e Local Agency e Clinic e Last Name e First Name State Local Agency Clinic hal eL2 Shenandoah Valley Medica LastName FirstName _ C C Capernicus Jack F FE Clerk Charlie C E Coordilay Wilma L 15 Select one or more staff members to add to the staff event RA Capernicus Jack F O Clerk Charlie C Fa Coordilay Wilma L Click Select All to select all staff in the list v 1 0 posted 07 05 2014 16 Click OK You are returned to the Staff Event Details screen and the previously selected staff members display within the Assigned WIC Staff group box Assigned WIC Staff e Capernicus Jack F e Coordilay Wilma L 17 Click Save A status message displays indicating success and you are returned to the Clinic Master Calendar v 1 0 posted 07 05 2014 Task B Modifying Staff Events Complete the following steps to perform this task 1 Search for the desired staff event Search Staff
5. b siz s o Available for Online Language t Cee reat L Booking Engish Previously defined template options are listed on the left side of the screen Click the Show All check box to display both enabled and disabled templates v 1 0 posted 07 05 2014 4 Enter a Description Template Name if Description Standard Class Day Class schedule for a standard class day 5 Within the Day Specific Settings group box complete the following e Select Education Topic e Enter or select the From time e Enter or select the To time e Enter Class Capacity e Enter Open Access days e Enter Maximum Capacity e Select High Risk if high risk participants can be scheduled into this class e Select Available for Online Booking if applicable e Select the Language e Select one or more assets from the Assets multi select slider list box if necessary e Select one or more special needs from the Special Needs multi select slider list box if necessary Day Specific Settings 3 Education Topic 17 From if To 16 Class Capacity 17 Maximum Capacity 77 Open Access Terea cae Language 1 7 E Available for Online Z High Risk C Booking English Assets Laptop 1 r 6 Click Add The screen refreshes and the nutrition education class template information displays within the Classes grid otal Items Education Topic From To Class Capacity Open Access
6. gt Apply Templates gt Day Month 8 1 2012 v 1 0 posted 07 05 2014 e Selected Days of the Week e Selected Date Every Month On v 1 0 posted 07 05 2014 e Selected Date of Selected Month Apply Options 1f Selected Date of Selected Month 7 v 1 0 posted 07 05 2014 gt Apply Templates 2 Oa _ _ lt Co Sas 8 1 2012 0 LS Ss 10 1202 v 1 0 posted 07 05 2014 8 Ifthe selected date s falls on a Holiday enter or select one of the following values e Do Not Apply e Apply to Next Working Day e Apply to Previous Working Day If Do Not Apply is selected the template will not be applied to the day in question If Apply to Next Working Day is selected the template will be applied to the next working day following the day in question If Apply to Previous Working Day is selected the template will be applied to the previous working day prior to the day in question If Apply is selected the template is applied to the day in question regardless of the day s status holiday or non working day 9 If the selected date s falls on a non working day enter or select one of the following values e Do Not Apply e Apply to Next Working Day e Apply to Previous Working Day If Do Not Apply is selected the template will not be applied to the day in question If Apply to Next Working
7. Calendar screen displays Clinic Master Calendar Frank Rizzo aaan 166 Co GD Si une 2012 P June 2012 Mo Tu We Th Fr Sa Su Appointments 7 22 Reschedule Appointment s Cancel Appointment Cancel Nutrition Edu Class Cancel Staff Event favigation v 1 0 posted 07 05 2014 Click the Next and Previous buttons 4 to advance and retreat the calendar a month at a time The screen and the mini calendar refresh to display the selection Click the name of the month to display the Months calendar Click the year to display the Years calendar then select the desired year HO Ho Tu We Th Fr Sa Su fawigation 2010 2019 2010 2011 Navigation v 1 0 posted 07 05 2014 e Once the desired year is selected then select the desired month The screen and the mini calendar refresh to display the selected calendar month Navigation April 2013 Mo Tu We Th Fr Sa Su 7345 TR 5 0 1c wu 16 17 18 19 20 2 15 MH BOD 20 3 Under View Filters Calendars select options as necessary to filter the main calendar Calendars Jefferson County WIC Program WIC Clerk 1 CFA 1 J JENNIFER SAUNDERS _ Conf Room Location _ DVD Player Asset _ Projector Asset Available Appointment Types Calendars WJ Shenandoah Valley Medical System y Food Benefit Issuance Available Appointment Types Initial Certification YI Initial Certification Fi Sub t Certificati Subsequent Certificatio
8. View Filters Calendars Z Shenandoah Valley WIC Region 06 New Staff Event Cancel Staff Event Staff Event Search The Staff Event Calendar menu option is available to users logged in at the local agency or state level only When logged in at the clinic level users are required to access the staff event calendar via the Clinic Master Calendar menu option and Quick Links v 1 0 posted 07 05 2014 2 Under Quick Links click New Staff Event The Staff Event Details screen displays Start Time 1T Location ir Other Location if ee a Capacity Maximum Capacity if EE oe Assigned WIC Staff fr dp 3 Enter a Title for the event 4 Enter or select the event Date A display of the Duration is shown upon entry of the Start and End Time 5 Enter or select the Start Time 6 Enter or select the End Time A display of the Duration is shown upon entry of the Start and End Time v 1 0 posted 07 05 2014 7 Enter a Description for the event Title wr Policy and Procedure Discussion Date if Start Time if End Time i Duration le i5 2012 s 3 00PM soom 1 hours 0 minutes Description Discuss policy and procedure changes 8 Complete one of the following e Enter or select a Location e Enter an Other Location 9 Enter the event Capacity The value entered for Capacity is copied into the Maximum Capacity field by default 10 Enter the Maximum Capacity
9. tp Overbooking Appointment Types amp Working Hours From if To Overbooking Slots 17 9700 AM 11 00AM CJ 2 Appointment Types 17 J Subsequent Certification C Nutrition Education Individual Overbooking increases the number of slots available during the selected block of time for the appointment types selected TE The list of Appointment Type selections for Overbooking may be limited Whether or not an Appointment Type is eligible for Overbooking is defined during the setup process 13 Click Add The screen refreshes and displays the defined time slot on the Overbooking Appointment Types amp Working Hours grid Appointment Type Subsequent Certification 2 00 AM 11 00 AM From To v 1 0 posted 07 05 2014 14 Select the Apply to Work Week check box to apply the class schedule to the rest of the work week The work week Default Working Days and Hours is defined as a setup activity 15 Select the Apply to All check box to apply the class schedule to the entire week Monday Sunday SSS y Apply To Work Week o _ Apply To All Apply Cancel 16 Click Apply You are returned to the Number Based Appointment Templates screen and the appointment times types and slots display according to the options previously selected Monday Tuesday Wednesday Thursday Friday Saturday yr Sunday Appointment Types amp Appointment Types amp Appointment Types amp Appoin
10. 05 2014 5 Enter search criteria Search Type Family ID LastName _ FirstName C Family Doe fame WJ Participant F Caretaker _ Proxy 6 Click Search The Search Results grid displays the results of the search mar sen ase ete eae Foo200000001 KS0020000001 DOE 4 4 1990 Active Certified 6 30 2013 7 Select the desired search result and then click Select You are returned to the Nutrition Education Class screen and the selected participant is added to the Attendance grid 2 JANE DOE p Click the Delete button to remove clients from the Attendance grid 8 Click Save A status message displays indicating success and you are returned to the Day calendar view Smoking Cessation 1 10 The number of clients scheduled for the class is updated accordingly v 1 0 posted 07 05 2014 Task C Removing Clients from Nutrition Education Classes Complete the following steps to perform this task 1 Search for the desired nutrition education class 2 Double click the calendar day that includes the desired class The screen refreshes to the Day calendar view and displays the class A Clinic Master Calendar Frank Rizzo Wednesday June 27 2012 oad Daily Schedule 2 l il otk bl l 2 A 3pm wl th ES l Bl G 3 Double click the class The Nutrition Education Class screen displays f
11. 2 Enter or select a Start Date 3 Enter or select an End Date 4 Selecta Clinic The drop down list includes a list of all the clinics associated to the currently selected local agency to which the current user has access Export Type E as Ll Select All Appointments C Staff Events _ Nutrition Education Classes v 1 0 posted 07 05 2014 Click Select All to select all options 6 Click Export The Appointments Export screen displays Appointments Export Save in CO Sample Export Folder w My Recent Documents Desktop hay Documents 9 My Computer a File name AppontmentsE sported 2061 8084752 1c8 bd Save My Network Save as ppe ICS files ics v Cancel A file name is suggested by default The export process produces an ICS file which is a standard calendar file format used in many third party calendar systems 7 Once the desired local or network drive is selected click Save A status message displays indicating success and you are returned to the Export Appointments screen Export Appointments s Frank Rizzo out ai Start Date 1 End Date 1 6 18 2012 5 6 19 2012 a Clinic CL2 Shenandoah Valley Medica 7 Export Type Export Type _ Select All Z Appointments O Staff Events Nutrition Education Classes l v 1 0 posted 07 05 2014 Congratulations You have successfully completed the Export Appointments process v 1 0
12. 5 1 Task A Using Navigation View Filters and Show Datta cccccccceecceeceseceeseeeeeeeeeeeeeeseeeeeeas 5 2 Task Be Using Quick Minn Sis 225 fctteccaderielcaeees tele fag act a a oaa a 5 11 Quick Links Availability Search cccccecseeseeeeeeceesseeeeeeeceanseeeesoeesneeesesooaaaes 5 12 Task A Defining Appointment Search Criteria cc ccccccccccceceseesseeeceeeseseeeeeeeeeeesessaeaaeeeeeeees 5 13 Task B Selecting Individuals Appointment Types and Durations cccceeeeeeeeeeeeeeeeeeeees 5 16 Task C Booking the ADOT CMs ctu See turetnad sted rs ausiec nad nates deuautelaea ened vaceaauavad eates taucueianeiaaean 5 18 Quick Links Scheduled Appointment cccceeeesccesseeeesecessseeeeseceenseeeeseeeaes 5 19 Task A Searching for Scheduled Appointments ccccccssseeceeeceeeeeceeeceeeeeceeeesaeeeeeseaaaeeeess 5 20 Quick Links Reschedule Appointment S sscccccesssseeeecceesseeeeseeeeeneeeeseeeenes 5 22 Task Az Reseneduling ADDOMii GINS oerien shaves e ETEA ESNE EE e 5 23 Quick Links Cancel Appointment cccccccccesseeeesecesseeeeeseceesseeeesecenseeesseooaaaes 5 26 Task A Canceling APPOINtMEN S ripsien a a EREET EAEE E ARa 5 27 Quick Links Nutrition Edu Class Search cccceccsssssseeeeeecessseeeeseceessneeeseenenes 5 29 Task A Searching for Nutrition Education ClaSSe s cccccsssscccceeeeeeceeeeeseenseeeseesee
13. 555 1212 D cL4 Morgan County WIC Program MF amp 00 AM 12 00 PM 1 00 PM 5 00 PM 11951 Metcalf Ave OVERLAND PARK 66209 913 555 1212 0 CLS Jefferson County WIC Program M F 3 00 AM 12 00 PM 1 00 PM 5 00 PM 11001 Roe Ave OVERLAND PARK 66211 913 555 1212 1 88 CL Shenandoah Valley Medical System M F 8 00 AM 5 00 PM 10721 Roe Ave OVERLAND PARK 66210 913 555 1212 4 03 Results of the search are not filtered based on role or permission level However access to another clinic s master calendar is role based Therefore a user can only view and make appointments at those clinics to which the user has security access A Schedule Appointment button displays next to each clinic to which a user has access v 1 0 posted 07 05 2014 Task B Accessing a Clinic Master Calendar Complete the following steps to perform this task 1 Conduct a search by ZIP Code and Proximity CL4 Morgan County WIC Program M F 8 00 AM 12 00 PM 1 00 PM 5 00 PM 11951 Metcalf Ave OVERLAND PARK 66209 913 555 1212 0 11 CL3 Jefferson County WIC Program M F 8 00 AM 12 00 PM 1 00 PM 5 00 PM 11001 Roe Ave OVERLAND PARK 66211 913 555 1212 1 88 CL2 Shenandoah Valley Medical System M F 8 00 AM 5 00 PM 10721 Roe Ave OVERLAND PARK 66210 913 555 1212 4 03 2 Click the Schedule Appointment button located next to the desired clinic location within the grid The Clinic Master Calendar screen displays for the selected clinic location Clinic
14. 7t Z Can handle High Risk appointments C Can handle Online appointments quages 1T Descripti 3 Enter Template Name Template names must be unique The same template name cannot be used for both Day and Week Enter template Description Select whether this template Can handle High Risk appointment Select whether this template Can handle Online appointment oS pe Select a language from the Languages multi select slider list box Template Name if Can handle High Risk appointments Standard Week 2 Slots L Can handle Online appointments ages Description Standard Work week with 2 slots v 1 0 posted 07 05 2014 8 Within the Monday Sunday week grid click a specific day of the week The screen refreshes and the Specific Settings grid displays the selected day of the week For example Monday Specific Settings Overbooking Appointment Types amp Working Hours From if To ir Overbooking Slots 17 C 6 Appointment Types 17 Percentage Of Open Access Appointment Types C Initial Certification C Initial Certification C Subsequent Certification C Subsequent Certification C Nutrition Education Individual C Nutrition Education Individual _ Food Benefit Issuance Appointment Open Concurrent Appointment Overbooking _ Apply To Work Week C Apply To All 9 Do the following to com
15. Create a new family record o Click the Create a New Family button Ba then complete the New Family screen and click Save For detail see the Adding a Family Record scenario in the Family Services user manual 2 Using the Individual drop down list select an individual for each slot Family ID Time Appointment Individual WIC Category WIC Status WIC Staff Comment Assets T i j ane 008 feda o a S me a a7 8 3 t F00200000001 7 27 2012 LOO PM To 4 15PM ood Benet mae a Active Certified CPA 1 a db 1 15PM To 1 45 PM Food Benefit Issuan e JULES DOE 0 J Child Contact Method ry in to communcaton queue 3 Select a Contact Method 4 Select or unselect the Add to Communication Queue check box as necessary Contact Method 17 ZA to Conmuncaton Queue 5 Click Book A status message displays indicating success Title JULES DOE Food Benefit Issuance Daimi JULES DOE Food Benefit Issuance eC Physical disability mo aoa Valley Medical Systerr v 1 0 posted 07 05 2014 Hover the cursor over an appointment to display detailed information including the title description location start and end times and appointment attendees If a participant has special needs the need is indicated as part of the description Congratulations You have successfully completed the M
16. Day is selected the template will be applied to the next working day following the day in question If Apply to Previous Working Day is selected the template will be applied to the previous working day prior to the day in question If Apply is selected the template is applied to the day in question regardless of the day s status holiday or non working day Exception Rule Ff If the selected date s falls ona Holiday If the selected date s falls on a non working day Apply to Next Working Day Do Not Apply v 1 0 posted 07 05 2014 10 Click Apply to apply the selected template across the selected period of time A status message displays indicating the result of the attempt Pay close attention to status message If the attempt fails due to a conflict it may be helpful to review some or all of the following SCS 2S The default hours of operation defined for the selected clinic SES S Custom hours of operation applied to the selected clinic SCS 2S Hours defined for either a Number based or Resource based template being applied SCS 2S Appointment Types that were selected for a Number based or Resource based template being applied i e Are the selected Appointment Types enabled or disabled If the selected template is being applied over a previously applied template existing appointments scheduled into the previously applied template Congratulations You have successfully comp
17. Deficiency Anemia Iron Deficiency Anemia Iron Deficiency Anemia Iron Deficiency Anemia Iron Deficiency Anemia 9 00 Iron Deficiency Anemia 9 00 Iron Deficiency Anemia 9 00 Iron Deficiency Anemia 9 00 Iron Deficiency Anemia 9 00 AM 9 30 AM 10 AM 9 30 AM 10 AM 9 30 AM 10 AM 9 30 AM 10 AM 9 30 AM 10 Fruits and Vegetables Fruits and Vegetables Fruits and Vegetables Fruits and Vegetables Fruits and V bles Fruits and Vegetables 11 00 Fruits and Vegetables 11 00 Fruits and Vegetables 11 00 Fruits and Vegetables 11 00 Fruits and Vegetables 11 00 AM 11 30 AM 15 AM 11 30 AM 15 AM 11 30 AM 15 AM 11 30 AM 15 AM 11 30 AM 15 Prenatal Nutrition Prenatal Nutrition Prenatal Nutrition Prenatal Nutrition Prenatal Nutrition Prenatal Nutrition 3 00 PM Prenatal Nutrition 3 00 PM Prenatal Nutrition 3 00 PM Prenatal Nutrition 3 00 PM Prenatal Nutrition 3 00 PM 3 45 PM 6 3 45 PM 6 3 45 PM 6 3 45 PM 6 3 45 PM 6 Select a specific day of the week to modify information for the selected day Once information is updated apply the changes Information for the week is updates and displays accordingly 11 Click Save A status message displays indicating success and the template is added to the list of templates Templates are enabled by default To disable a template select a template from the list of templates and unselect the Enabled check box Click the Crea
18. Last Name FirstName Date of Birth Appointment Type CL v 1 0 posted 07 05 2014 3 Use one or more of the following search criteria to locate the existing appointment Start Date End Date WIC ID Participant ID Last Name First Name Date of Birth Appointment Type 4 Click Search The screen refreshes and displays a listing of appointments matching the search criteria F g r sjara ras Lae UE A Ateen AO November 2011 GS Several results may have been found Review each result to identify the desired scheduled appointment The Clinic Master Calendar screen is still the active screen However the view of the screen has changed from the Month view to the Data Grid view Congratulations You have successfully completed the Quick Links Scheduled Appointment process v 1 0 posted 07 05 2014 Quick Links Reschedule Appointment s This scenario will explain the process of rescheduling scheduled appointments This process includes the following tasks Task A Rescheduling Appointment cccccscseseceesseeseeenseeeneeenseseneeeenesenesoesenes 5 23 v 1 0 posted 07 05 2014 Task A Rescheduling Appointments Complete the following steps to perform this task 1 From the Home screen go to Scheduling gt Clinic Master Calendar The Clinic Master Calendar screen displays E Clinic Master Calendar Frank Rizzo Water tates 4 Mo Tu We Th Fr Sa Su View Filters Z Jefferson
19. Resource based Template by Week Complete the following steps to perform this task 1 From the Home screen go to Scheduling gt Templates gt Resource based Appointment Templates The Resource based Appointment Templates screen displays Resource based Appointment Templates amp Frank Rizzo Z Can handle High Risk appointments C Can handle Online appointments Languages 17 Overbooking Appointment Types amp Working Hours From 1 To ir Overbooking Slots 17 _ Appointment Types 17 J Initial Certification C Subsequent Certification L Nutrition Education Individual Template Name 77 WIC Staff Role r WIC Staff bo TE Appointment Types amp Working Hours fF From 1 To ir Percentage Of Open Access a Appointment Types 17 J Initial Certification C Subsequent Certification C Nutrition Education Individual Food Benefit Issuance OR Role C W The Resource based Appointment Template menu selection is available only if the selected clinic has been defined as a resource based clinic during the setup process Previously defined day templates are listed on the left side of the screen Click the Show All check box to display both enabled and disabled templates 2 Select the Week Templates option on the left side of the screen The screen refreshes and displays the Week Template view v 1 0 poste
20. Scheduling gt Templates gt Hours of Operation The Hours of Operation Templates screen displays Hours of Operation Templates amp JOE CONTACT 2 7 RdA J nperarion Day Templates Show Z Template Name 77 Defa 40 S O Jperactic 8 00 AM 5 00 PM Hours of Operation 17 Previously defined templates are listed on the left side of the screen if any exist Click the Show All check box to display both enabled and disabled templates The Default Hours of Operation that were defined during the setup process display on the right side of the screen 2 Enter the Template Name Template names must be unique The same template name cannot be used for both Day and Week v 1 0 posted 07 05 2014 3 Enter a Description for the template 4 Within the Hours of Operation grid enter a range of time by doing the following e Enter or select the From time e Enter or select the To time tours of Operation Day Template ly Enabled s oO Template Name if a aaa oe Extended Clinic Day Description Hours are from 8am 7pm Hours of Operation 1 pee E A blank row is added to the grid below each new row of information added 5 Click Save A status message displays and the newly added template displays under the Day Templates option TE Templates are enabled by default To disable a template select a template from the list of template
21. appointments display on the Clinic Master Calendar Congratulations You have successfully completed the Quick Links Reschedule Appointment s process v 1 0 posted 07 05 2014 Quick Links Cancel Appointment This scenario will explain the process of canceling scheduled appointments This process includes the following tasks Task A Canceling Appointment ccccessesceseeceseeseseeceeseseneeeensesensesenseseneeees 5 27 v 1 0 posted 07 05 2014 Task A Canceling Appointments Complete the following steps to perform this task 1 From the Home screen go to Scheduling gt Clinic Master Calendar The Clinic Master Calendar screen displays 2 Under Quick Links click Scheduled Appointment Search The Search Scheduled Appointment panel displays Start Date End Date WIC ID Participant ID 11 10 2011 F 12 10 2011 LY LastName FirstName Date of Birth Appointment Type Clear Criteria 3 Conduct a search for the scheduled appointment 4 Select the Month calendar view option The screen refreshes to display the Month view w gt pay Wee E ist January 2013 5 Goto the month of the appointment 6 Double click the day of the appointment to open the Day view 7 Select the desired appointment s to cancel Be sure to select individual member appointments if you want to cancel the entire family appointment Selected appointments are outlined accordingly 8 Right cli
22. as a setup activity Once the threshold is reached the blocks of time are opened and appointments can be scheduled into the previously reserved slots 10 Select one or more Appointment Types F Appointment Types amp Working Hours fF From 7 To S 00AM C 6 00 PM Appointment Types 11 x Initial Certification y Subsequent Certification y Nutrition Education Individual Food Benefit Issuance 11 Click Add The screen refreshes and the appointment information displays within the Appointment Types amp Working Hours grid Appointment Open Type From To Tinie x Inital Certification 2 00 AM 6 00 PM 10 Subsequent Certification Nutrition Education Individual Food Benefit Issuance v 1 0 posted 07 05 2014 12 Within the Overbooking Appointment Types and Working Hours box complete the following e Enter or select the From time e Enter or select the To time e Enter the number of Overbooking Slots e Select one or more Appointment Types tP Overbooking Appointment Types amp Working Hours From i To Overbooking Slots 17 9700 AM 11 00 AM i 2 Appointment Types 1 _ Subsequent Certification y Nutrition Education Individual Overbooking increases the number of slots available during the selected block of time for the appointment types selected The list of Appointment Type selections for Overbooking may be limited Whether or not an Appointment Type is eligible
23. double click the day you have determined would be a good day for the family appointment The Day view displays for the day selected Gag E 3 Within the Daily Schedule grid select the beginning time for the appointment using a single click and then extend the selection to the desired length of time ap The example above illustrates two slot selections It is necessary to select a slot for each Individual needing to be scheduled v 1 0 posted 07 05 2014 4 Double click the selected appointment slot The screen refreshes and the Manage Appointments options for the selected appointment s display Please enter Family ID oe SPSS nay aaa Se E E E E Co z Ade to Communication Queue v 1 0 posted 07 05 2014 Task B Booking the Appointment Complete the following steps to perform this task 1 Doone of the following e Identify an existing family record o Enter a Family ID number and then click the Search family by WIC ID button 4 If the Family ID is unknown click the Search family by WIC ID button j without entering a Family ID to conduct a search for an existing family record Select the desired search result and continue the process e
24. each resource and or asset selected indicating availability for the resource and or asset only Only appointment types applied to the current calendar view for the selected clinic are listed as v 1 0 posted 07 05 2014 Under View Filters Available Appointment Types select filter options to filter appointment type availability for the clinic selected The main calendar and the mini calendar refresh to display availability for the selected option s v Food Benefit Issuance WJ Initial Certification Subsequent Certification filter options If an appointment type is not listed then it was not applied to the currently selected calendar view 4 Select Show Data options The main calendar and the mini calendar refresh to display availability for the selected option s Fa Appointments 4 Nutrition Edu Classes y Staff Events Appointments 3 7 No Show Rate 0 Classes 5 Events 1 Selecting Appointments displays the number of appointments scheduled for the day including the percentage of total availability utilized Selecting Nutrition Education Classes displays the number of classes scheduled for the day Selecting Staff Events displays the number of staff events scheduled for the day Regardless of the Show Data options selected No Show Rates display for past calendar days if appointments were scheduled for the day Click Color Legend to view the calendar s legend The main calendar an
25. newly added template displays under the Day Templates option Standard Week lt _ Templates are enabled by default To disable a template select a template from the list of templates and unselect the Enabled check box Click the Create New button to continue defining additional templates Congratulations You have successfully completed the Assets process v 1 0 posted 07 05 2014 Nutrition Education Classes This scenario explains the process of defining and applying Nutrition Education Class templates Templates can be defined by day or by week It is important to note that all templates are created and maintained at the clinic level The process includes the followings tasks Task A Defining a Nutrition Education Class Template by Day 20000 3 18 Task B Defining a Nutrition Education Class Template by Week s00 3 21 v 1 0 posted 07 05 2014 Task A Defining a Nutrition Education Class Template by Day Complete the following steps to perform this task 1 From the Home screen go to Scheduling gt Templates gt Nutrition Education Classes The Nutrition Education Class Templates screen displays Nutrition Education Class Templates amp JOE CONTACT RA i Template Name 17 Description t Day Specific Settings fr Education Topic 77 From 7 To Class Capacity 16 Maximum Capacity 1 Open Access C C 6 o
26. outside of the clinic s default hours of operation and outside of any customized template hours of operation that have been applied 7 Click Save A status message displays indicating success and the template is added to the list of templates vDay Templates show All Food Demonstration Day Normal Day e Templates are enabled by default To disable a template select a template from the list of templates and unselect the Enabled check box Click the Create New button to continue defining additional templates v 1 0 posted 07 05 2014 Task B Defining an Asset Template by Week Complete the following steps to perform this task 1 From the Home screen go to Scheduling gt Templates gt Assets The Asset Templates screen displays Asset Templates amp JOE CONTACT ne ae Template Name 7 Assets 17 or Descripti be Available Hours 37 save canet a5 dinicName31 EL sA Previously defined template options are listed on the left side of the screen Click the Show All check box to display both enabled and disabled templates v 1 0 posted 07 05 2014 2 Select the Week Templates option The screen refreshes and displays the Week Template view Asset Templates amp Frank Rizzo a ee 3 Enter a Template Name 4 Enter a template Description Template Name if StndardWeek OOS Ej r inti Assets for a Standard Work
27. the following steps to perform this task 1 From the Home screen go to Scheduling gt Templates gt Resource based Appointment Templates The Resource based Appointment Templates screen displays Resource based Appointment Templates amp Frank Rizzo Z Can handle High Risk appointments C Can handle Online appointments Languages 1 Overbooking Appointment Types amp Working Hours From 1 To Overbooking Slots 17 C Co Appointment Types 17 C Initial Certification C Subsequent Certification L Nutrition Education Individual WIC Staff Role 37 WIC Staff Template Name 77 parr Hd Appointment Types amp Working Hours g OR Role LC J Initial Certification C Subsequent Certification C Nutrition Education Individual L Food Benefit Issuance Save Cancel a m The Resource based Appointment Template menu selection is available only if the selected clinic has been defined as a resource based clinic during the setup process Previously defined day templates are listed on the left side of the screen Click the Show All check box to display both enabled and disabled templates 2 Enter the Template Name Template names must be unique The same template name cannot be used for both Day and Week v 1 0 posted 07 05 2014 3 Enter a Description for the template 4 Ente
28. 1 Select the desired appointment result in grid 2 Select a Contact Method 3 Select or unselect the Add to Communication Queue check box as necessary 4 Click Book A status message displays indicating success Congratulations You have successfully completed the Quick Links Availability Search process v 1 0 posted 07 05 2014 Quick Links Scheduled Appointment This scenario will explain the process of searching rescheduling and canceling scheduled appointments This process includes the following tasks Task A Searching for Scheduled Appointments cccsseseeeeeseeeeneeeeeeneneees 5 20 v 1 0 posted 07 05 2014 Task A Searching for Scheduled Appointments Complete the following steps to perform this task 1 From the Home screen go to Scheduling gt Clinic Master Calendar The Clinic Master Calendar screen displays E Clinic Master Calendar Frank Rizzo Ravisation TIO lt duly 2012 4 July 2012 Mo Tu We Th Fr Sa Su Y View Filters Z Jefferson County WIC Program Show Data Z Appointments J Nutrition Edu Classes O Staff Events Quick Links Reschedule Appointment s Cancel Appointment Cancel Nutrition Edu Class Cancel Staff Event Create Time Slot 2 Under Quick Links click Scheduled Appointment Search The Search Scheduled Appointment panel displays Start Date End Date WIC ID Participant ID yoo 2 12 10 2011 E LY Co
29. 5 2014 3 Enter or select the Start Date 4 Enter or select the End Date 5 Enter the staff event Title Title _ 6 18 2012 a Policy Select the check box for an exact match search 6 Click Search The screen refreshes and displays the results of the search Cw Ga dune 2012 GEG Policy and Procedure Discussion Congratulations You have successfully completed the Quick Links Staff Event Search process v 1 0 posted 07 05 2014 Quick Links Create Staff Event This scenario explains the process of creating and modifying staff events The Staff Event Calendar menu option is available to users logged in at the local agency or state level only When logged in at the clinic level users are required to access the Staff Event Calendar via the Clinic Master Calendar menu option and Quick Links This process includes the following tasks Task A Creating Staff Events ccccctssseeseeseeeeeeeeseeneeeeesseeseenseseeaeeseesneesoeseeeeeeneenons 4 5 Task B Modifying Staff EVe nt ccccccccesseeeeeeeceseeceneeseeseeceneesenessensesonseneeneeees 4 11 v 1 0 posted 07 05 2014 Task A Creating Staff Events Complete the following steps to perform this task 1 From the Home screen go to Scheduling gt Staff Event Calendar The Staff Event Calendar screen displays 4 January 2013 Staff Event Calendar Frank Rizzo Mo Tu We Th Fr Sa Su fd w Gag Saturday
30. County WIC Program J cpa 1 O cpa 2 Z Initial Certification Z Subsequent Certification Z Food Benefit Issuance Z Nutrition Education Individual Show Data Z Appointments J Nutrition Edu Classes O Staff Events Quick Linke Reschedule Appointment s Cancel Appointment Cancel Nutrition Edu Class Cancel Staff Event Create Time Slot 2 Under Quick Links click Scheduled Appointment Search The Search Scheduled Appointment panel displays Participant ID 1 30 2013 Ea Last Name Appointment Type 3 Conduct a search for the scheduled appointment 4 Select the Month calendar view option The screen refreshes to display the Month view January 2013 v 1 0 posted 07 05 2014 Go to the month of the appointment Double click the day of the appointment to open the Day view Select the desired appointment s to reschedule O NO g Right click the appointments and select Open Reschedule The Manage Appointments screen displays 9 Navigate to the Quick Scheduling Results and select a new appointment A Clinic Master Calendar JOE CONTAC 8 45 AM to 9 15 AM Initial Certification KATHERINE TAYLOR eke sels 8 45 AM to 9 15 AM onl THERINE TAYLOR 8 15AM t0 8 45 AM A o eee ale REY TAYL v 1 0 posted 07 05 2014 10 Select the Contact Method 11 Select the Reschedule Reason 12 Click Book The screen refreshes and the new
31. Events S SOSY Wek a wy 2022 2 07 26 2012 Policy and Procedure Discussion 2 Click the Edit button to modify the selected staff event The Staff Event Details screen displays Date ir Start Time if End Time 6 7 26 2012 E Se Scheduler Sarah C v 1 0 posted 07 05 2014 3 Update the screen as necessary Time if Start Time pan zoom 4 00PM ASB Discuss policy changes ConferenceRoomA SOR Assets 4 Click Save A status message displays indicating success and you are returned to the list of staff events Search Staff Events o S S 9 En E C zw wh 2012 G59 Policy and Procedure Discussion Congratulations You have successfully completed the Quick Links Create Staff Event process v 1 0 posted 07 05 2014 Quick Links Cancel Staff Event This scenario explains the process of canceling staff events The Staff Event Calendar menu option is available to users logged in at the local agency or state level only When logged in at the clinic level users are required to access the Staff Event Calendar via the Clinic Master Calendar menu option and Quick Links This process includes the following tasks Task A Canceling Staff Events ccccseseeseseceseeceseeeenseeceneesensesensesenesseneeseanees 4 14 v 1 0 posted 07 05 2014 Task A Canceling Staff Events Complete the following steps to perform this task 1 Selec
32. I 0 0 Nutrition Ed Classes Alcohol Druags Smoking 8 30 AM 9 00 AM 0 20 Fruits and Vegetables 10 30 AM 11 00 AM 0 20 s Prenatal Nutrition 1 00 PM 1 30 PM 0 10 Breastfeeding Education Secondary 3 00 PM 3 30 PM 0 10 Hours of Operation 8 00 AM 5 00 PM Appointments IC 0 0 SC 0 0 NE I 0 0 FBI 0 0 Nutrition Ed Classes Alcohol Drugs Smoking 8 30 AM 9 00 AM 0 20 Fruits and Vegetables 10 30 AM 11 00 AM 0 20 Prenatal Nutrition 1 00 PM 1 30 PM 0 10 Breastfeeding Education Secondary 3 00 PM 3 30 PM 0 10 Breastfeeding Education Primary 2 30 PM 3 00 PM 0 5 7 Click Day to display a daily view of the main calendar The screen refreshes to display the selected view ba 4 v 1 0 posted 07 05 2014 A Clinic Master Calendar Frank Rizzo Gad g Click the Next and Previous buttons E gt to advance and retreat the calendar a day ata time The screen and the mini calendar refresh to display the selection Hover the cursor over an appointment to display detailed information including the title description location start and end times and appointment attendees v 1 0 posted 07 05 2014 If a participant has special needs the need is indicated as part of the description 8 Click List to display a list view of the main calendar Cm E Clinic Master Cale
33. Master Calendar 5 June 2012 Monday Tuesday Wednesday Thursday Friday Saturday Congratulations You have successfully completed the Clinic Search process v 1 0 posted 07 05 2014 v 1 0 posted 07 05 2014 3 TEMPLATES Hours of Operation This scenario explains the process of defining clinic hours of operation that are outside of the default hours of operation Part of the initial setup process is to define the default or typical hours of operation for a clinic Apart from the default hours customized hours can be defined by day or by week in the form of templates These customized templates can then be applied to the master calendar when the plan is for a clinic to operate outside of the default hours of operation due to circumstances such as holiday closings or special initiatives The process of defining day and week templates are similar but there are differences Therefore each process is explained separately below It is important to note that all templates are created and maintained at the clinic level The process includes the following tasks Task A Defining an Hours of Operation Template by Day cssessssseeeeeeees 3 2 Task B Defining an Hours of Operation Template by Week csssseeeeeeeees 3 4 v 1 0 posted 07 05 2014 Task A Defining an Hours of Operation Template by Day Complete the following steps to perform this task 1 From the Home screen go to
34. Maximum Capacity High Risk Language X Fruits and Vegetables 8 30AM 9 00AM 10 2 10 Yes English gt lt Family Mealtime 10 00AM 10 30AM 15 0 15 No English Xx Food Safety 1 00PM 1 30PM 6 0 6 No English Repeat the previous step to add multiple classes to the grid v 1 0 posted 07 05 2014 7 Click Save A status message displays indicating success and the template is added to the list of templates Extended Class Day Standard Class Day lt Templates are enabled by default To disable a template select a template from the list of templates and unselect the Enabled check box Click the Create New button to continue defining additional templates v 1 0 posted 07 05 2014 Complete the following steps to perform this task 1 From the Home screen go to Scheduling gt Templates gt Nutrition Education Classes The Nutrition Education Class Templates screen displays Nutrition Education Class Templates amp JOE CONTACT Template Name 77 Description Po t Day Specific Settings fr Education Topic 17 From 16 To Class Capacity 1 Maximum Capacity 17 Open Access C C o fs o Language 1 2 Available for Online Bn L Booking Enin i ZA From To Class Capacity Open Access Maximum Capacity High Risk Language Previously defined template options are listed on the left side of the screen Click the Show All check box to
35. aaa iaaa a aa 7 1 Task A Exporting ADPOINIMENTS iniae aaa a e a aa 7 2 FENDING LIST arren E A 8 1 P nding LUST vesscceseciteint Sacctaveditetacccenairianeantiteinanair a a aa SE 8 1 Task A Scheduling Appointments Removing Records and Clearing the Pending List 8 2 I PG Mes T arna EE ence aesvecesshavecaucvedev ee E EEA 9 1 Walt LIST croea E E E AE ENERET 9 1 v 1 0 posted 07 05 2014 Task A Sending Notifications Activating Certifications and or Removing Applicants from the Waiting HES Teche cate LE ERTELE DETIT EEE ETE EEEE pend eae cede nese KELIT E EET AEE ERE TETELE ETEA EEE TA 9 2 10 CASELOAD RESTRICTIONS c cccecececececececscecececececeneneneneneaeaceceeeeeeececeeseeeseeaeees 10 1 Caseload Restrictions iccsccicceheciececteias ce deciesactever ure dexteeuacovesucoasicleewevdcs deakeded eveeddedeskexd 10 1 Task A Sending Notifications and Removing Applicants from the Caseload Restriction List 10 2 v 1 0 posted 07 05 2014 v 1 0 posted 07 05 2014 1 OVERVIEW This manual will aid WIC staff in learning about the function and use of the Scheduling module of the Crossroads WIC System The Scheduling module is a comprehensive solution to help WIC staff manage a variety of administrative tasks such as scheduling rescheduling and cancelling participant appointments in a number or resource based environment and adding training resources Major functions of this module include the following Creati
36. andle High Risk appointments Normal Day 2 Slots Descripth Use this template for normal days when 2 slots are needed Within the Appointment Types and Working Hours group box complete the following e Enter or select the From time e Enter or select the To time e Select one or more Appointment Types e Enter the number of Concurrent Slots e Enter Percentage of Open Access slots F Appointment Types amp Working Hours 75 From 1 To Concurrent Slots 17 8 00 AM J 5 00 PM d 2 Appointment Types iF Percentage Of Open Access Vl Initial Certification 10 V4 Subsequent Certification V4 Nutrition Education Individual y Food Benefit Issuance Ss C Add Clear Concurrent Slots denote how many appointment slots are available within a specific time slot Percentage of Open Access is a percentage of available slots reserved for a defined period of time The period of time Open Access Window is defined as a setup activity Once the threshold is reached the slots are opened and appointments can be scheduled into the previously reserved slots v 1 0 posted 07 05 2014 8 Click Add The screen refreshes and displays appointment information within the Appointment Types and Working Hours grid Appointment Open Concurrent From To Type Access Slots x Initial Certification 8 00 AM 5 00 PM 10 Subsequent Certification Nutrition Education Individual Food Benefit Issuance
37. ations You have successfully completed the Caseload Restrictions process v 1 0 posted 07 05 2014
38. c drop down list The screen expands to display an Appointment Type group box once a source clinic is selected 4 Select one or more Appointment Type options if applicable Appointment Type _ Select all Initial Certification Subsequent Certification _ Nutrition Education Individual _ Food Benefit Issuance v 1 0 posted 07 05 2014 Click the Select All check box to select all of the types in one action 5 Select one or more Template Type options if applicable then e Inthe List of Templates grid select one or more templates Template Type _ Select all Hours of Operation Assets _ Nutrition Education Class Number Based Appointment List of Templates Show All LJ Type Name Duration Type Hours of Operation Early Day Day g Hours of Operation Extended Day Day Hours of Operation Fall Week Schedule Week a Hours of Operation Short Week Week oO Number Based Appointment Slots Normal Day 1 Slot Day g Number Based Appointment Slots Normal Day Z Slots Day oO Number Based Appointment Slots Standard Week 2 Slots Week Click the Select All check box to select all of the types in one action Click the Show All check box to display both enabled and disabled templates Number based and resource based template types may be imported from the source clinic to the destination clinic only when both clinics use the same method of operation Detailed information for a selected row displays wi
39. cel Upon clicking Open Class the button is changed to read Close Class The Close Class button closes the class and changes the status of the class to Completed Once clicked attendance is recorded and no additional actions can be performed for the selected class 5 Select the Attended check box for each client attending the class 6 Select the Issue check box for each client that is to receive benefits a ae le a PRAN S tat ea eee wc ps i n ET Fi Fal WENDY JOHNSON ih 7 Update the Issuance Frequency for each client that is to receive benefits if necessary by completing the following a Click the Edit button The Issuance Frequency Configuration screen displays v 1 0 posted 07 05 2014 c Click OK A status message displays indicating success You are returned to the Nutrition Education Class screen for the selected class and the Issuance Frequency is updated to display the selection Class Details Date 11 30 2012 Start Time 2 30 PM End Time 3 00 PM Eligible WIC Categories Pregnant Close Class Save and Issue Cancel 8 Click Preview Checks for each client that is to receive benefits to preview their benefits prior to issuance The Check Distribution Preview screen displays H Ge Ge ee E 12 27 2012 9 Click Cancel to dismiss the screen and to return to the Nutrition Education Class screen 10 To proce
40. ck the appointments and select Cancel A confirmation screen displays prompting you to confirm your action 5 v 1 0 posted 07 05 2014 lf there are future appointments scheduled for any of the family members selected to cancel the system will enable you to cancel those appointments as well If you want to cancel future appointments indicate which ones If you are only cancelling the selected appointment then proceed as indicated in this scenario ym nts to Ce GZ Select all Family Name Participant Nan Appointment T Sc MICHELLE SAMUE MICHELLE SAMUE Initial Certification 1 31 2013 Cancellation Reason Transporta tion Issue Ra r a p J n r T a Note Appointments will be removed from pending list if any j yf Cancel Appointment s Cancel 9 Select a Cancellation Reason 10 Select the check box if you want to include family appointments in the cancellation In this instance the cancellation reason is Transportation Issue and Include Family Appointments is checked so all family appointments associated with this appointment will be cancelled in the future 11 Click Cancel Appointment s A status message displays indicating success and you are returned to the Clinic Master Calendar screen The selected appointment s have been cancelled and cleared from the grid Congratulations You have successfully completed the Quick Links Cancel Appointment process v 1 0 posted 07 05 2014 Qu
41. d 07 05 2014 WIC Staff Role r Z Can handle High Risk appointments C Can handle Online appointments Template Name 77 WIC Staff Description 3 Enter the Template Name Template names must be unique The same template name cannot be used for both Day and Week 4 Enter a Description for the template 5 Enter or select either a WIC Staff member or a staff Role The first time CPA is selected for Role the system assigns a value of CPA 1 Each time CPA is selected thereafter the value is increased sequentially by 1 i e CPA 2 CPA 3 etc v 1 0 posted 07 05 2014 6 Select whether the resource Can handle High Risk appointments 7 Select whether the resource Can handle Online appointments 8 Select applicable languages from the Languages multi select slider list box Resource Based Week Template Template Name ir WIC Staff Role Y Can handle High Risk appointments 7 hy Weel Can handle Online appointments CPA 2 by Week WIC Staff L Can appoint Description Languages if Week Template for CPA 2 ae OR Role 9 Do the following to complete the specific settings e Enter or select the From time e Enter or select the To time e Enter Percentage of Open Access Open Access slots are blocks of time slots reserved for a defined period of time The period of time Open Access Window is defined
42. d 07 05 2014 9 Click Add The Appointment Types and Working Hours grid is updated Appointment Open Type From To acces Initial Certification 6 30 AM 6 00 PM 1056 Subsequent Certification Nutrition Education Individual Food Benefit Issuance 10 Under Overbooking Appointment Types and Working Hours enter a range of time by doing the following e Enter or select the From time e Enter or select the To time e Enter the number of Overbooking Slots to be available during the selected time period e Select the overbooking Appointment Types that can be scheduled during the selected time period Overbooking Appointment Types amp Working Hours From if To amp Overbooking Slots 17 700 AM C3 F Appointment Types ir __ Subsequent Certification 47 Nutrition Education Individual The list of available Overbooking Appointment Types may be different from the list of available standard Appointment Types Whether or not an appointment type is available for overbooking is defined as a setup activity TE 11 Click Add The Overbooking Appointment Types and Working Hours grid is updated Appointment Type x Nutriton Education Individual 00 AM 10 30 AM _ Overbooking From To Slots v 1 0 posted 07 05 2014 12 Click Save A status message displays indicating success The screen refreshes and the template is added to the list of templates v 1 0 posted 07 05 2014 Task B Defining a
43. d the mini calendar are color coded A legend is located under the list of Quick Links Click Color Legend to expand and collapse the legend Availability Search Scheduled Appointment Search Staff Event Search Nutrition Edu Class Search Create Staff Event Reschedule Appointment s Cancel Appointment Cancel Nutrition Edu Class Cancel Staff Event Create Time Slot v 1 0 posted 07 05 2014 Staff Event Search Nutrition Edu Class Search Create Staff Event Reschedule Appointment s Cancel Appointment Cancel Nutrition Edu Class Cancel Staff Event Color Legend Available Time Appointment _ Class Staff Event Green indicates availability In the monthly view if any of the resources resource based have availability for the selected appointment types the day shows as green In number based clinics if the selected appointment types have availability on a given day then the day shows as green 5 Click Month to display a monthly view of the main calendar The screen refreshes to display the selected view June 2012 E Clinic Master Calendar Frank Rizzo a v 1 0 posted 07 05 2014 The screen defaults to the Month view of the current month upon initial display Click the Next and Previous buttons e gt to advance and retreat the calendar a month at a time The screen and the mini calendar refresh to display the selection 6 Click Week to di
44. display both enabled and disabled templates 2 Select the Week Templates option on the left side of the screen The screen refreshes to display the Week Template view v 1 0 posted 07 05 2014 Template Name 1 Description 3 Under Nutrition Education Class Week Template enter the Template Name 4 Enter a template Description Template Name ir Description Standard Week Classes for a standard work week 5 Within the Monday Sunday week grid click a specific day of the week The screen refreshes and the Specific Settings grid displays the selected day of the week For example Monday Specific Settings Day Specific Settings fr Education Topic 17 From 1 Open Access Cb L o High Risk o rr for Online C Apply To Work Week C Apply To All v 1 0 posted 07 05 2014 6 Do the following to complete the specific settings e Select the Education Topic e Enter or select the From time e Enter or select the To time e Enter the Class Capacity e Enter the Maximum Capacity e Enter the number of Open Access slot to reserve if necessary e Select the High Risk check box if high risk participants can be scheduled into this class e Select the Available for Online Booking check box if this class can be booked online e Select the Language e Select one or more assets from the Assets multi select slider list box e Select one or more special needs from the Special N
45. eeds multi select slider list box Monday ific Setti Day Specific Settings 1 Education Topic 17 From 1 To ir Class Capacity 17 Maximum Capacity 17 Open Access Iron Defidency Anemia z od lo e F Language e amp Available for Online High Risk Omo A erro mon E Assets ial Needs Laptop 1 Add Clear 7 Click Add The screen refreshes and the information for the class displays within the Classes grid Education Topic From To Class Capacity Open Access Maximum Capacity High Risk Language Iron Deficiency Anemia 9 00 AM 3 30 AM 10 D 10 Mo English Fruits and Vegetables 11 00 AM 11 30 AM 15 z 15 Yes English gt e Prenatal Nutrition 3 00 PM 3 45 PM 6 0 6 No English Repeat the previous step to add multiple classes to the grid 8 Select the Apply to Work Week check box to apply the class schedule to the rest of the work week The work week Default Working Days and Hours is defined as a setup activity 9 Select the Apply to All check box to apply the class schedule to the entire week Monday Sunday see y Apply To Work Week _ Apply To All Apply Cancel v 1 0 posted 07 05 2014 10 Click Apply You are returned to the Nutrition Education Class Templates screen and the class times topics and durations display according to the options previously selected Monday xX Tuesday x Wednesday x Thursday Frida x Saturday ja Pas Iron Deficiency Anemia Iron
46. eeeeeeeees 3 2 Task B Defining an Hours of Operation Template by WeeK ccccccsseeeeeeeeeeeeeeeeesaeeeeeeeeeas 3 4 SONS carci se renee eased nces ree ees tues aes Sree E 3 9 Task A Defining an Asset Template by Day ccccccccccceeeseeeeceeesseeeeeeeeeaaaeseeesssaeeeeeeesaaaeeeees 3 10 Task B Defining an Asset Template by Week ccccccccecsseeeeeeeeeeeeeeeeesaeeeeeeeessaeeeeeesaaaeeeees 3 13 Nutrition Education Classes ccccssccssseseeseenseeeeeeeeseeenseeeseeeeseneneseaseoesesenseneaseonaes 3 17 Task A Defining a Nutrition Education Class Template by Day ccccccsseeeeeeeeeeeeeseeeeeeens 3 18 Task B Defining a Nutrition Education Class Template by WeeK ccccceeeseeeeeeeeeeeeeeeees 3 21 Number based Appointment Templates c ccccessccssecseeseeseeeaseeesesenseeeeeseeeeoenes 3 25 Task A Defining a Number based Appointment Slots Template by Day ccccceeseeeeeees 3 26 Task B Defining a Number based Appointment Slots Template by Week ceecceee 3 30 Resource based Appointment Templates 0 ccscccceeeeeeeeeeeeeeeeeeeeeeseseeseeeeenenees 3 36 Task A Defining a Resource based Template by Day cccceseceeeeeeceeeeeeteeeeeeeeeeeeeeeeeeeeees 3 37 Task B Defining a Resource based Template by Week ccceeceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 3 41 Import OIA S ec coreaceiece aren eacieceas secrete nnacienenaveesapesc
47. eeeseeeeeeeeeeeeeeeeeeeeeeeneenees 3 13 v 1 0 posted 07 05 2014 Task A Defining an Asset Template by Day Complete the following steps to perform this task 1 From the Home screen go to Scheduling gt Templates gt Assets The Asset Templates screen displays Asset Templates amp JOE CONTACT SR TT PE Template Name 7 Description n Available Hours 17 Online Version 0 49 195 14371 30007 TAB no Previously defined template options are listed on the left side of the screen Click the Show All check box to display both enabled and disabled templates Day Templates is selected by default upon display on the screen v 1 0 posted 07 05 2014 3 Enter the Template Name Template names must be unique The same template name cannot be used for both Day and Week 4 Enter a template Description Template Name if Food Demonstration Day Description Assets used on a food demonstration day 5 Select one or more assets from the Assets multi select slider list box Assets Conference Room A Laptop 1 All state local agency and clinic level assets are created and managed as a setup activity 6 Within the Available Hours grid enter a range of time by doing the following e Enter or select the From time e Enter or select the To time Available Hours YF v 1 0 posted 07 05 2014 Asset hours can be defined
48. eneeeeseseneeoeseseseoneeeeasenenesonsesenseoens 2 2 Task B Accessing a Clinic Master Calendar ccsssccsssseceeeecensesceseeeenseseneeseees 2 3 v 1 0 posted 07 05 2014 Task A Searching for Clinics Complete the following steps to perform this task 1 From the Home screen go to Scheduling gt Clinic Search The Clinic Search screen displays Clinic Search amp Frank Rizzo ZIP Code Proximity Miles 6 sz searen Resuits Retumed for Search Criteria EX CL2 Shenandoah Valley Medical System M F 8 00 AM 5 00 PM 10721 Roe Ave OVERLAND PARK 66210 913 555 1212 CL3 Jefferson County WIC Program M F 8 00 AM 12 00 PM 1 00 PM 5 00 PM 11001 Roe Ave OVERLAND PARK 66211 913 555 1212 CL1 Central WV WIC Program M F 8 00 AM 12 00 PM 1 00 PM 5 00 PM 11901 Metcalf Ave OVERLAND PARK 66209 913 555 1212 CL4 Morgan County WIC Program M F 8 00 AM 12 00 PM 1 00 PM 5 00 PM 11951 Metcalf Ave OVERLAND PARK 66209 913 555 1212 Cancel Upon initial display of the screen results display by default based upon the ZIP Code of the currently selected work location and a value of 5 miles 2 Enter a ZIP Code 3 Enter or select the Proximity Miles 4 Click Search The results of the search display in numerical form and within the grid Clinic Name Clinic Hours Address Phone Number Miles from ZIP CL1 Central WV WIC Program MF 2 00 AM 12 00 PM 1 00 PM 5 00 PM 11901 Metcalf Ave OVERLAND PARK 66209 913
49. ew and displays the class A Clinic Master Calendar Frank Rizzo Wednesday June 27 2012 DSe Daily Schedule 5 ORE ATI SS d Bee e SSESSaa v 1 0 posted 07 05 2014 Class Details Date 6 27 2012 Start Time 3 00 PM End Time 3 30 PM Eligible WIC Categories Pregnant Breastfeeding Non Breastfeeding Add Attendees 77 At to Conmuricaton queue onm seve Geman Information about the selected class such as the start and end time capacity and WIC categories eligible to attend the class display under Class Details 4 To add clients to the class click the Search button P to conduct a search The Select Family screen displays Search Location Search Type Family ID Last Name First Name M I Telephone Number Date of Birth State wide LA Famity L C Participant SSN EBT Card Number Local Agency ee ees CO coretaker ee 9 Clinic C Proxy CL Shenandoah Val If the Family ID is known simply enter the ID number and then click the Search button then skip to the last step in this task v 1 0 posted 07
50. following e o send a notification o Click the Send Notification button G A confirmation screen displays v 1 0 posted 07 05 2014 P j Are you sure want to send notification to BRANDON NOTTINGHAM ves mo o Click Yes You are returned to the Wait List screen and the grid is updated e To activate a Certification o Click the Activate Certification button A confirmation screen displays Y Are you sure want to activate BRANDON NOTTINGHAM ves mo o Click Yes You are returned to the Wait List screen and the grid is updated e o remove a record o Click the Delete button The Remove From Wait List screen displays Termination Date 1 16 2013 8 40 AM Termination Reason if o Select a Termination Reason o Click Save A status message displays indicating success You are returned to the Wait List screen and the grid is updated Congratulations You have successfully completed the Wait List process v 1 0 posted 07 05 2014 v 1 0 posted 07 05 2014 10 CASELOAD RESTRICTIONS Caseload Restrictions This scenario explains the process of working with the caseload restriction list Caseload restriction is similar to the waiting list in that applicants are placed on list However in this case applicants are placed on the caseload restriction list prior to the certification attempt Applicants on a caseload restriction list are to be notified when the WIC program is able to se
51. for Overbooking is defined as a setup activity 13 Click Add The screen refreshes and displays the defined time slot on the Overbooking Appointment Types amp Working Hours grid Appointment Type pad Nutrition Education Individual 9 00 AM 11 00 AM From To 14 Select the Apply to Work Week check box to apply the schedule to the rest of the work week The work week Default Working Days and Hours is defined as a setup activity 15 Select the Apply to All check box to apply the schedule to the entire week Monday Sunday OOOO O O x Apply To Work Week L Apply To All Apply Cancel v 1 0 posted 07 05 2014 16 Click Apply You are returned to the Number Based Appointment Templates screen and the appointment times types and slots display according to the options previously selected Appointment Types amp Working Hours 8 00 AM to 6 00 PM Concurrent OA 2 Initial Certification Subsequent Certification Nutrition Education Individual Food Benefit Issuance Overbooking Appointment Types amp Working Hours 9 00 AM to 11 00 AM OB Slots 2 Nutrition Education Individual Appointment Types amp Working Hours 8 00 AM to 6 00 PM Concurrent OA 2 Initial Certification Subsequent Certification Nutrition Education Individual Food Benefit Issuance Overbooking Appointment Types amp Working Hours 9 00 AM to 11 00 AM OB Slots 2 Nutrition Educat
52. he week to modify information for the selected day Once information is updated apply the changes Information for the week updates and displays accordingly 17 Click Save A status message displays indicating success The template is added to the list of templates Templates are enabled by default To disable a template select a template from the list of templates and unselect the Enabled check box Click the Create New button to continue defining additional templates v 1 0 posted 07 05 2014 Congratulations You have successfully completed the Number based Appointment Templates process Resource based Appointment Templates v 1 0 posted 07 05 2014 This scenario explains the process of defining resource based templates by day and week Prior to completing this process several setup tasks would have been completed including Maintain Clinics e Defining the selected clinic as resource based e Defining default hours of operation e Defining holidays e Enabling or disabling Open Access Maintain Assets Maintain Appointment Types It is important to note that all templates are created and maintained at the clinic level The process includes the following tasks Task A Defining a Resource based Template by Day cssseseeseeseeees Task B Defining a Resource based Template by Week c0ssees000 v 1 0 posted 07 05 2014 Task A Defining a Resource based Template by Day Complete
53. ick Links Nutrition Edu Class Search This scenario explains the process of searching the master calendar for nutrition education classes adding clients to classes and marking clients as having attended including issuing benefits This process includes the following tasks Task A Searching for Nutrition Education ClaSSes ccscsccseseetesseeeseeeeeeeeeeneens 5 30 Task B Adding Clients to Nutrition Education Classes c scccceeeseeeeeeeeeeeeeees 5 33 Task C Removing Clients from Nutrition Education Classes ccsssecssssessesee 5 36 Task D Marking Clients as Attended and Issuing Benefits c ccscssseeeeeeees 5 38 v 1 0 posted 07 05 2014 Task A Searching for Nutrition Education Classes Complete the following steps to perform this task 1 From the Home screen go to Scheduling gt Clinic Master Calendar The Clinic Master Calendar screen displays E Clinic Master Calendar Frank Rizzo aigan lO June 2012 June 2012 Mo Tu We Th Fr Sa Su Reschedule Appointment s Cancel Appointment Cancel Nutrition Edu Class Cancel Staff Event Create Time Slot 2 Under Quick Links click Nutrition Education Class Search The Search Nutrition Education Class panel displays Preferred Language Clinic English Ss CL Shenandoah Valley Medical lt Preferred Time amam A Start Date and End Date are provided by default v 1 0 posted 07 05 2014 3 E
54. ion Individual Appointment Types amp Working Hours 8 00 AM to 6 00 PM Concurrent OA 2 Initial Certification Subsequent Certification Nutrition Education Individual Food Benefit Appointment Types amp Working Hours 9 00 AM to 11 00 AM OB Slots 2 Nutrition Education Individual Appointment Types amp Working Hours 8 00 AM to 6 00 PM Concurrent OA 2 Initial Certification Subsequent Certification Nutrition Education Individual Food Benefit Issuance Overbooking Appointment Types amp Working Hours 9 00 AM to 11 00 AM OB Slots 2 Nutrition Education Individual Appointment Types amp Working Hours 8 00 AM to 6 00 PM Concurrent OA 2 Initial Certification Subsequent Certification Nutrition Education Individual Food Benefit 9 00 AM to 11 00 AM OB Slots 2 Nutrition Education Individual Select a specific day of the week to modify information for the selected day Once information is updated apply the changes Information for the week is updates and displays accordingly 17 Click Save A status message displays indicating success The template is added to the list of templates ICER CPA 1 by CPA 2 by Week lt Templates are enabled by default To disable a template select a template from the list of templates and unselect the Enabled check box Click the Create New button to continue defining additional template
55. iscellaneous Scheduling Appointments by Day process v 1 0 posted 07 05 2014 Miscellaneous Rescheduling Appointments en Masse This scenario will explain the process of rescheduling appointments en masse This process includes the following tasks Task A Rescheduling en MaSSe ccccesseesseseeeeeeeeneeeeaeeeeaeeeeeneeeeaeeeeaeeaeaneneeneeees 5 50 v 1 0 posted 07 05 2014 Task A Rescheduling en Masse Complete the following steps to perform this task 1 From the Home screen go to Scheduling gt Clinic Master Calendar The Clinic Master Calendar screen displays E Clinic Master Calendar Frank Rizzo favisation TIO July 2012 4 July 2012 Mo Tu We Th Fr Sa Su View Filters Z Jefferson County WIC Program J cpa 1 O cpa 2 Z Initial Certification Z Subsequent Certification Z Food Benefit Issuance Z Nutrition Education Individual Show Data Z Appointments J Nutrition Edu Classes O Staff Events Quick Linke Reschedule Appointment s Cancel Appointment Cancel Nutrition Edu Class Cancel Staff Event Create Time Slot 2 Under Quick Links click Scheduled Appointment Search The Search Scheduled Appointment panel displays Start Date End Date WIC ID Participant ID jojo 2 12 10 2011 E LY CL Last Name FirstName Date of Birth Appointment Type E Ts A Gear crtana 3 Conduct a search for the scheduled appointment 4 Select the Mo
56. k Links Reschedule Appointment s Cancel Appointment Cancel Nutrition Edu Class Cancel Staff Event Create Time Slot 2 Under Quick Links click Availability Search The screen is expanded and displays the Search Appointment Availability options Clinic 96 CL3 Jefferson County WIC Program v 1 0 posted 07 05 2014 To hide the Search Appointment Availability options click the Hide Search Panel menu option on the Quick Links menu Search Appointment Availability options are only available when you select the Availability Search menu option on the Quick Links menu 3 Define appointment search criteria by doing the following Enter or select the Start Date Enter or select the End Date Review and or update the Day of Week options as necessary e Select the Include Overbooking check box if necessary e Enter or select the Preferred Language e Enter or select a Preferred Time if necessary e Enter or select the desired Clinic location e Enter or select the desired WIC Staff resource based clinics only Start Date 17 Day of Week 17 Preferred Language 17 Clinic 77 S Mo ToOW Shs Es 12 20 2012 5 Ogg 2 rir English m CL3 Jefferson County WIC Program End Date 17 Include Overbooking Preferred Time WIC Staff yp E o oar 4 Doone of the following e Identify an existing family record o Enter a Family ID number and then click the Search family by WIC ID but
57. leted the Apply Templates process v 1 0 posted 07 05 2014 4 STAFF EVENT CALENDAR Quick Links Staff Event Search This scenario explains the process of searching for staff events The Staff Event Calendar menu option is available to users logged in at the local agency or state level only When logged in at the clinic level users are required to access the Staff Event Calendar via the Clinic Master Calendar menu option and Quick Links This process includes the following tasks Task A Searching for Staff Events ccccsceseseeceeeeeenseceneeeeeneesenseseesseeeneseeneesoaes 4 2 v 1 0 posted 07 05 2014 Task A Searching for Staff Events Complete the following steps to perform this task 1 From the Home screen go to Scheduling gt Staff Event Calendar The Staff Event Calendar screen displays Staff Event Calendar Frank Rizzo a rel Navigation 3 16 O Cor Ge SS GD January 2013 GS 4 January 2013 gt Mo Tu We Th Fr Sa Su 31 1 4 8 1 22 25 29 3 Wednesday i Saturday View Filters Shenandoah Valley WIC Region 06 Quick Links New Staff Event Cancel Staff Event Staff Event Search The Staff Event Calendar menu option is available to users logged in at the local agency or state level only When logged in at the clinic level users are required to access the Staff Event Calendar via the Clinic Master Calendar menu option and Quick Links v 1 0 posted 07 0
58. ling gt Templates gt Number based Appointment Templates The Number based Appointment Templates screen displays Number based Appointment Templates amp Frank Rizzo a Name 1 Z Can handle High Risk appointments rd Can handle Online appointments o C y aaea aaan Types amp er Hours fF gt Overbooking acer Types amp Working Hours From 1 Overbooking Slots 17 ab BS OS Appointment Types 16 J Initial Certification Initial Certification C Subsequent Certification C Subsequent Certification C Nutrition Education Individual Nutrition Education Individual L Food Benefit Issuance ads Cear Concurrent Slots The Number based Appointment Templates menu selection is available only if the selected clinic has been defined as a number based clinic during the setup process Previously defined Day Templates are listed on the left side of the screen Click the Show All check box to display both enabled and disabled templates 2 Enter a Template Name Template names must be unique The same template name cannot be used for both Day and Week oo P A p v 1 0 posted 07 05 2014 Enter a template Description Select whether this template Can handle High Risk appointments Select whether this template Can handle Online appointments Select a language from the Languages multi select slider list box Number Based Day Template Name if Can h
59. m authorizes the use of a wait list Once a wait list is established applicants meeting the wait list criteria can complete the certification process but are placed on a waiting list until there is an opening in the program When an opening becomes available the applicant s certification can then be activated and the applicant can begin participating in the program As necessary applicants can be removed from the wait list due to no longer being eligible i e a child turns 5 years old a post partum woman reaches her eligibility limit etc The process includes the following tasks Task A Sending Notifications Activating Certifications and or Removing Applicants from the Waiting UNS os cecticce sec scenscecetenssecnacisacecasrescseqcusscscaesdanedentounsdupratessecsiasssesemeusess 9 2 v 1 0 posted 07 05 2014 Task A Sending Notifications Activating Certifications and or Removing Applicants from the Waiting List Complete the following steps to perform this task 1 From the Home screen go to Scheduling gt Wait List The Wait List screen displays Wait List amp STEPHEN KAKAVECOS Cancel 2 If necessary to filter the list of results in the grid enter or select filter criteria 3 Click Filter The list of results is updated based upon the filter criteria entered Waiting List Status Waiting im 4 Select the desired row record in the Waiting List grid 5 Do one of the
60. m the Home screen go to Scheduling gt Templates gt Apply Templates The Apply Templates screen displays Apply Templates amp Frank Rizzo g Apply Options Exception Rule Jr If the selected date s falls on a Holiday If the selected date s falls on a non working day 4 9 Independence Day Template Type yr Co Template r CO N Select Day or Week Selecting Day enables the selection of day templates Selecting Week enables the selection of Week templates v 1 0 posted 07 05 2014 Enter or select the Start Date Enter or select the End Date Select a Template Type a P e p Select a Template Start Date yr Template Type 1r ber Based Appointment Slot Di Template y7 Normal Day 1 Slot Selected Day Template Details Appointment Types amp Working Hours 8 00 AM to 5 00 PM Concurrent 1 Initial Certification Subsequent Certification Nutrition Education Individual Food Benefit Issuance The Start Date defaults to the current system date plus one day The End Date defaults to 30 days beyond the Start Date Template details display once a template is selected 7 Select Apply Options by choosing one of the following e Every Day Apply Options Jr Every Day v 1 0 posted 07 05 2014 Apply Templates G gt Day or e Every Selected Number of Days Apply Options Yr Every Selected Number of Days ikd Every Day s
61. n nee e J Nutrition Education Individual Filtering by resource is possible only when the clinic is a resource based clinic v 1 0 posted 07 05 2014 e Under Calendars filter options to filter appointment resource and asset availability for the clinic selected The main calendar and the mini calendar refresh to display availability for the selected option s E Clinic Master Calendar Frank Rizzo WO D April 2012 4 April 2012 Mo Tu We Th Fr Sa Su Z Jefferson County WIC Program C wIc Clerk 1 CI cpa 1 Z JENNIFER SAUNDERS C Conf Room Location C DVD Player Asset C Projector Asset Z Food Benefit Issuance Initial Certification Z Subsequent Certification 17 119 ji2 A 119 A M No Show R peee Menea e sa ai aTa a La E No Show R No Show R peee Manea e ea Aea caaea Quick Links Appointmen Appointmen Appointmen Appointmen Appointmen Reschedule Appointment s Cancel Appointment Cancel Nutrition Edu Class Cancel Staff Event Only resources and assets applied to the current calendar view for the selected clinic are listed as filter options If a resource or asset is not listed then it was not applied to the currently selected calendar view Filtering by resource is possible only when the clinic is a resource based clinic A calendar named after the clinic location indicates overall availability for all resources assets and appointment types selected Additional calendars displays for
62. n by clicking the associated check box o Select a Contact Method o Select a Reschedule Reason o Select or unselect the Add to Communication Queue option o Click Book A status message indicates success You are returned to the Pending List screen and the grid is updated e To remove a record from the pending list o Click the Remove From List button The Removing from Pending List screen displays E Removing from Pending List a gt Please select a Reason for removing from list Reason if a m o Select an option from the Reason drop down list or click the Comment Launch button _ to enter a removal comment o Click Save A status message indicates success You are returned to the Pending List screen and the grid is updated e To clear the pending list o Click Clear List The Clearing Pending List screen displays v 1 0 posted 07 05 2014 Please select a Reason for clearing the list Reason if fe o Select a Reason to clear the list or click the Comment Launch button __ to enter a comment o Click Save A status message indicates success You are returned to the Pending List screen and the grid is cleared Congratulations You have successfully completed the Pending List process v 1 0 posted 07 05 2014 9 WAIT LIST Wait List This scenario explains the process of working with the waiting list A waiting list is used when maximum participation is reached and the state WIC progra
63. n donee daancecaacenausentmnstouscaesavecdcens ocean 3 46 Task A Importing SV SAG ste occ shcnn saan Sacenientednantruadsananctdinnucea Sacetatehaantaess imei dimeiidasdvenmestienatiannens 3 47 PHONY Templates sssrinin ensia aaia 3 50 Task A Applying a Template ccccccccccccssseeccesseecceeseeecsaececceaeceeseuseeessaeeessaseeessueeesssasseeees 3 51 4 STAFF EVENT CALENDAR 0 ccccceeeeeeeeeeeneeeeeeneeensenseessonseeesensonssensenssensonsseneoness 4 1 Quick Links Staff Event Search ccccscseccsssseeeecesseeseessseeeeeenseeeseensseseeenseeseoenseees 4 1 Task A Searching for Staff EV nNts ccccccccsssseceecceeseeeeeceeeeeeeesseaseceeessauseceeseaeaseeeessaageeeeeseas 4 2 Quick Links Create Staff Event c ccccceesssssseeeeseeesseeeesseeeesseeeseoenseeessseoeneeeees 4 4 Task A Creating Staff NS aera teceteis hoe caren an yecie tenecsentedsnden Geareaadadeteeetasceatatedeteredosyeavetades 4 5 Task B AVOGIT BNC Sla CIM Siac seen iiep ence ceasencenacounatnnctiyes tunes i EENE AE EE i GEEAE e 4 11 Quick Links Cancel Staff Event vivcissessisensssnnsicsnapaetescnnsniscnaganansnsennntaxtcedenntinsedteuanass 4 13 Task A Canceling Siafi Events aususe reiia a e a E ELAN E a a Ea a NEE R 4 14 5 CLINIC MASTER CALENDAR ss asssnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn mnnn 5 1 v 1 0 posted 07 05 2014 Clinte Master CalenGal iici ccdscstaccati cotdeecisviawnaveedivs aa aaia aaia
64. ndar amp Frank Rizzo aD GD Ge Sa December 2012 GAG The List view is sorted by family by default Click the Sort By Date button to sort the list by date instead v 1 0 posted 07 05 2014 Task B Using Quick Links Complete the following steps to perform this task 1 View the list of Quick Links Scheduled Appointment Search Staff Event Search Nutrition Edu Class Search Create Staff Event Reschedule Appointment s Cancel Appointment Cancel Nutrition Edu Class Cancel Staff Event e Availability Search This link enables users to search for appointment availability and schedule appointments for both new and existing families e Scheduled Appointment Search This link enables users to search for scheduled appointments e Staff Event Search This link enables users to search for scheduled staff events e Nutrition Education Class Search This link enables users to search for scheduled nutrition education classes e Create Staff Event This link enables users to create a new staff event e Reschedule Appointments This link enables users to reschedule an appointment e Cancel Appointment This link enables users to cancel appointments e Cancel Nutrition Education Classes This link enables users to cancel nutrition education classes e Cancel Staff Event This link enables users to cancel staff events Some links may not be available for use in all calendar views
65. ng Scheduling Templates Used to streamline hours of operation and educational appointments Defining Number and Resource based Appointments Used to set appointments based on Staffing and open slots within the master calendar Scheduling and Cancelling Appointments Used to reschedule appointments and send reminders Miscellaneous Functionality Used to create pending and waiting lists import templates and warn of caseload restrictions Manual Content This manual includes the following components organized in the order indicated Table of Contents TOC Lists each documented training scenario included in this manual The TOC is organized to complement the delivery of instructor led classroom training Similar scenarios are grouped together by major system functions Use the TOC to look up training scenarios first by function and then by scenario title Training Manual Overview Outlines the content of this manual and explains how this manual can be used It includes information about the general structure of this manual and tips to help you get the most out of it Training Scenarios Covers situations that one might encounter in a typical day Each scenario walks you through an entire process Scenarios connect the individual tasks necessary to complete a process The scenarios were written and organized to facilitate an instructor led training session but the scenarios can be used as reference guides af
66. nter or select the Nutrition Education Topic 4 Select or unselect one or more Day of the Week check boxes as necessary lj lg Working days are selected initially by default Enter or select the Start Date Enter or select the End Date Select High Risk if necessary Select Include Overbooking if necessary Enter or select a Preferred Language Enter or select a Preferred Time Enter or select a Clinic location 5 6 T 8 9 10 11 The clinic selected during the log on process is selected initially by default al Ca Lie 4 5 Education Topic Start Date ir Preferred Language Clinic High Risk Smoking Cessation D 6 19 2012 EJ O Hig English 7 CL2 Shenandoah Valley Medical D Day of Week End Date ir Preferred Time SIGS eA n i cereus a 6 29 2012 i Afternoon LM ee A _ Forms assistance C Hearing impaired C Mentally challenged Search Clear Criteria v 1 0 posted 07 05 2014 13 Click Search The screen refreshes and displays the results of the search _ _ _ _ _ _ gt C oa wek Sa at tune 2012 Sad v 1 0 posted 07 05 2014 Task B Adding Clients to Nutrition Education Classes Complete the following steps to perform this task 1 Search for the desired nutrition education class 2 Double click the calendar day that includes the desired class The screen refreshes to the Day calendar vi
67. nth calendar view option The screen refreshes to display the Month view a e bay weet aaa January 2013 it v 1 0 posted 07 05 2014 5 Goto the month of the appointment 6 Double click the day of the appointment to open the Day view 7 Select two or more family appointment s by single clicking each parent guardian 1 name Daily Schedule f il fl RJ f i Jooo Yooo Foo YO Selected appointments are indicated by a repetitive dashed line 8 Under Quick Links click Reschedule Appointment s The Reschedule en Masse screen displays Food Benefit Issuance 12 18 2012 Food Benefit Issuance 12 18 2012 neason t Vek ste vee C Mark opie Sots As vee v 1 0 posted 07 05 2014 9 Select a reschedule Reason 10 Select the Mark Asset Slots As Available check box if necessary 11 Select the Mark Appointment Slots As Available check box if necessary i E AESC Med U Total Items 3 Appointment Type Scheduled Date Scheduled Start Time Scheduled End Time Rescheduled Date Rescheduled Start Time Rescheduled End Time Food Benefit Issuance 12 18 2012 3 15PM ss J45PM 12 19 2012 B00 AM BO AM Food BenefitIssuance 12 18 2012 3 00 PM 3 30 PM Food Benefit Issuance 12 18 2012 3 30 PM 3 45 PM Reason Work Schedule C Mark Asset Slots As Available Mark Appointment Slots As Available Reschedule Select a row in the grid and click Print Preview for the opportunity to p
68. ntment Slots amp Frank Rizzo Types 1t J DO i Li d J Subsequent Certification Nutrition Education Individual Food Benefit Issuance 4 Click Save A status message displays indicating success 5 View the updated sample Clinic Master Calendar below Thursday December 20 2012 Sad Sang i Congratulations You have successfully completed the Block Appointment Slots process v 1 0 posted 07 05 2014 v 1 0 posted 07 05 2014 7 EXPORT APPOINTMENTS Export Appointments The Appointment Export screen enables users to export clinic level calendar information appointments staff events and nutrition education classes so that it can be imported into another calendaring system This process includes the following tasks Task A Exporting Appointments acisiisiccaciccnitesicescensencvesanensnesevesavetanesaneceensivensensiventexs 7 2 v 1 0 posted 07 05 2014 Task A Exporting Appointments Complete the following steps to perform this task 1 From the Home screen go to Scheduling gt Export Appointment The Export Appointments screen displays Export Appointments amp Frank Rizzo Start Date 7t End Date 6 18 2012 E 6 18 2012 Clinic 77 CL2 Shenandoah Valley Medica m Export Type Export Type _ Select All C Appointments _ Staff Events L Nutrition Education Classes The State Date and End Date defaults to the current system date
69. o Work Week C Apply to All apply Cancel The day of the week previously selected displays above the Hours of Operation grid in the following format Selected Day of the Week Specific Settings v 1 0 posted 07 05 2014 6 Do the following to compete the Specific Settings e Enter or select the From time e Enter or select the To time 7 To apply the hours entered to the remaining days of the work week select Apply to Work Week 8 To apply the hours entered to the remaining days of the week select Apply to All Monday Specific Settings 2 Hours of Operation 17 9 00 AM 7 00 PM gt ee y Apply to Work Week _ Apply to All Hours applied to other days of the week can be modified individually as needed 9 Click Apply The screen refreshes and displays the hours entered within the grid Monday Tuesday Wednesday Pas Thursday 4 Friday Pas Saturday Pas Sunday 9 00 AM 7 00 PM 9 00 AM 7 00 PM 9 00 AM 7 00 PM 9 00 AM 7 00 PM 9 00 AM 7 00 PM 10 To edit a specific day of the week click a specific day of the week within the Monday Sunday week grid The screen refreshes and the Specific Settings Hours of Operation grid displays for the selected day of the week Monday Tuesday x Wednesday X Thursday x Friday x Saturday x Sunday pas 9 00 AM 7 00 PM 9 00 AM 7 00 PM 9 00 AM 7 00 PM 9 00 AM 7 00 PM 9 00 AM 7 00 PM v 1 0 posted 07 05 2014 11 Edi
70. or the selected class v 1 0 posted 07 05 2014 Class Details Date 6 27 2012 Start Time 3 00 PM End Time 3 30 PM Eligible WIC Categories Pregnant Breastfeeding Non Breastfeeding 4 Click the Delete button next to the desired row to remove a client from the Attendance grid A confirmation screen displays pa j Are you sure you want to remove selected Family from the dass 5 Click Yes The client is removed from the Attendance grid 6 Click Cancel to dismiss the Nutrition Education Class screen You are returned to the Day calendar view v 1 0 posted 07 05 2014 Task D Marking Clients as Attended and Issuing Benefits Complete the following steps to perform this task 1 Search for the desired nutrition education class 2 Double click the calendar day that includes the desired class The screen refreshes to the Day calendar view and displays the class fe Clinic Master Calendar Frank Rizzo Class Details Date 11 30 2012 Start Time 2 30 PM Eligible WIC Categories Pregnant v 1 0 posted 07 05 2014 4 Click Open Class The Attendance grid is updated and displays several new columns which enables users to mark attendance issue benefits modify issuance frequency and preview benefits Class Details Date 11 30 2012 Start Time 2 30 PM End Time 3 00 PM Eligible WIC Categories Pregnant Preview Checks Close Class Save and Issue Can
71. plete the specific settings e Enter or select the From time e Enter or select the To time e Enter Concurrent Slots e Enter Percentage of Open Access il TE Concurrent Slots denote how many appointments can be scheduled concurrently Open Access slots are blocks of time slots reserved for a defined period of time The period of time Open Access Window is defined as a setup activity Once the threshold is reached the blocks of time are opened and appointments can be scheduled into the previously reserved slots 10 Select one or more Appointment Types Appointment Types amp Working Hours fF From if To Concurrent Slots 17 8 00AM 5 00PM C 2 Appointment Types ir Percentage Of Open Access 4 Initial Certification 10 y Subsequent Certification yf Nutrition Education Individual Food Benefit Issuance v 1 0 posted 07 05 2014 11 Click Add The screen refreshes and displays the appointment information within the Appointment Types amp Working Hours grid Appointment Open Concurrent Type Bilt io Access Slots x Initial Certification 8 00 AM 5 00 PM 10 Subsequent Certification Nutrition Education Individual Food Benefit Issuance 12 Within the Overbooking Appointment Types and Working Hours box complete the following e Enter or select the From time e Enter or select the To time e Enter the number of Overbooking Slots e Select one or more Appointment Types
72. posted 07 05 2014 8 PENDING LIST Pending List This scenario explains the process of working with the pending list The pending list compiles a list of applicants and participants that were scheduled for an appointment beyond the established Processing Standards timeframe 10 or 20 days depending on risk and priority level Individuals remain on the pending list until they attend the scheduled appointment the scheduled appointment has expired or the appointment is rescheduled Individuals can be manually removed from the list and the entire list can be cleared if necessary Task A Scheduling Appointments Removing Records and Clearing the Pending List 8 2 v 1 0 posted 07 05 2014 Complete the following steps to perform this task 1 From the Home screen go to Scheduling gt Pending List The Pending List screen displays Pending List amp Frank Rizzo F00100001001 F00 100001002 KS00 10001002 r i w 2 Select the desired row record in the Pending List grid 3 Do one of the following e To schedule an appointment o Click Schedule Appointment The Reschedule Appointment screen displays Reschedule Reason Sok hedi Jada to communication queue Beek _ Cancel v 1 0 posted 07 05 2014 Upon initial display of the screen the Quick Scheduling Results grid displays several scheduling options with the option nearest to the current system date selected o Select the desired appointment optio
73. r or select either a WIC Staff member or a staff Role The first time CPA is selected for Role the system assigns a value of CPA 1 Each time thereafter the value is increased sequentially by 1 i e CPA 2 CPA 3 etc 5 Select whether the resource Can handle High Risk appointments 6 Select whether the resource Can handle Online appointments 7 Select applicable languages from the Languages multi select slider list box Template Name Ld WIC Staff Role gt Can handle High Risk appointments CPA 2 Description Template for CPA 2 WIC Staff _ Can ans Online appointments 8 Under Appointment Types and Working Hours enter a range of time by doing the following e Enter a From time e Enter a To time e Enter the Percentage of Open Access slots to be available during the selected time period e Select the Appointment Types the resource can serve during the selected time period 27 Appointment Types amp Working Hours jf From i To amp 6 00 PM Appointment Types x l Initial Certification y Subsequent Certification y7 Nutrition Education Individual Food Benefit Issuance Open Access slots are blocks of time slots reserved for a defined period of time The period of time Open Access Window is defined as a setup activity Once the threshold is reached the blocks of time are opened and appointments can be scheduled into the previously reserved slots v 1 0 poste
74. review and print a Rescheduled Appointments notice Ld I Are you sure you want to reschedule selected appointments on Cee 13 Click OK A status message displays indicating success Congratulations You have successfully completed the Miscellaneous Rescheduling Appointments en Masse process v 1 0 posted 07 05 2014 6 BLOCK APPOINTMENT SLOTS Block Appointment Slots The Block Appointment Slots screen enables users to block appointment slots on the Clinic Master Calendar for a given period of time by appointment type number based or by resource resource based This process includes the following tasks Task A Blocking Appointment Slots cccccsseesseseceeeecceseeceseesenseseeseeseneseeneesenes 6 2 v 1 0 posted 07 05 2014 Task A Blocking Appointment Slots Complete the following steps to perform this task 1 View the sample Clinic Master Calendar below O a Gea Gea GD thursday December 20 2012 GE 2 From the Home screen go to Scheduling gt Block Appointment Slots The Block Appointment Slots screen displays Block Appointment Slots s Frank Rizzo nea v 1 0 posted 07 05 2014 3 Complete the following Enter or select a Start Date Enter or select an End Date Enter or select a Start Time Enter or select an End Time Enter the Number Of Concurrent Slots Select Appointment Types as applicable Block Appoi
75. rve them This process includes the following tasks Task A Sending Notifications and Removing Applicants from the Caseload Restriction E eas A NE NEE EP A N T A AA O OA AA E AT 10 2 v 1 0 posted 07 05 2014 Task A Sending Notifications and Removing Applicants from the Caseload Restriction List Complete the following steps to perform this task 1 From the Home screen go to Scheduling gt Caseload Restrictions The Caseload Restriction List screen displays Caseload Restriction List amp STEPHEN KAKAVECOS 2 If necessary to filter the results in the grid enter or select one or more filter criteria e Enter the First Name e Enter the Last Name e Enter or select the Waiting Status 3 Click Filter The list of results is updated based on the filter criteria entered v 1 0 posted 07 05 2014 4 Select the desired row record in the grid 5 Do one of the following e To send a notification o Click the Send Notification button L A confirmation screen displays o Click Yes You are returned to the Caseload Restriction List screen e To remove a record from the list o Click the Delete button The Remove From Caseload Restriction screen displays Are you sure you want to remove RUTH PATTERSON from the Caseload Restriction o Enter or select a Reason o Click Remove You are returned to the Caseload Restriction List screen and the grid is updated Congratul
76. s Congratulations You have successfully completed the Resource based Appointment Templates process v 1 0 posted 07 05 2014 Import Templates This scenario explains the process of importing templates Templates are used to build clinic master calendars The system includes functionality that enables users to import templates that have been defined for one clinic to that of another clinic Additionally when templates are imported appointment types are imported as well The process includes the following tasks Task A Importing a Template cise ssticitssctuvacietcevindiivintincuvecetincivneniiecbiccesabwnadasicumeneasaavs 3 47 v 1 0 posted 07 05 2014 Task A Importing a Template Complete the following steps to perform this task 1 From the Home screen go to Scheduling gt Templates gt Import Templates The Import Templates screen displays Import Templates amp Frank Rizzo Source Clinic w amp Destination Clinic 4r CL1 Central WV WIC Program Template Type __ _ Select All C Hours of Operation _ Assets _ Nutrition Education Class _ Number Based Appointment History Cancel 2 Selecta clinic in Source Clinic 3 Selecta clinic in Destination Clinic Source Clinic 1T Destination Clinic 1T CL Shenandoah Valley Medical System L1 Central WV WIC Program The clinic selected during the log in process is selected initially by default within the Destination Clini
77. s and unselect the Enabled check box Click the Create New button to continue defining additional templates v 1 0 posted 07 05 2014 Task B Defining an Hours of Operation Template by Week Complete the following steps to perform this task 1 From the Home screen go to Scheduling gt Templates gt Hours of Operation The Hours of Operation Templates screen displays 2 Select the Week Templates option on the left side of the screen The screen refreshes to display the Week Template view Hours of Operation Templates amp JOE CONTACT Template Name 17 Jaf Pa co Ineratio 8 00 AM 5 00 PM Description Previously defined templates are listed on the left side of the screen if any exist Click the Show All check box to display both enabled and disabled templates The Default Hours of Operation that were defined during the setup process display on the right side of the screen 3 Enter the Template Name Template names must be unique The same template name cannot be used for both Day and Week v 1 0 posted 07 05 2014 4 Enter atemplate Description Template Name if Fall Week Schedule Description Work week during Fall months 5 Within the Monday Sunday week grid click on a specific day of the week The screen refreshes and the Specific Settings Hours of Operation grid displays for the selected day of the week Hours of Operation fF _ Apply t
78. splay a weekly view of the main calendar The screen refreshes to display the selected view 4 Clinic Master Calendar Frank Rizzo Hours of Operation 8 00 AM 5 00 PM Appointments IC 0 0 SC 0 0 NE I 0 0 FBI 0 0 Nutrition Ed Classes Alcohol Drugs Smoking 8 30 AM 9 00 AM 0 20 Fruits and Vegetables 10 30 AM 11 00 AM Hours of Operation 8 00 AM 5 00 PM Appointments IC 0 0 SC 0 0 NE I 0 0 FBI 0 0 0 20 Prenatal Nutrition 1 00 PM 1 30 PM 0 10 Breastfeeding Education Secondary 3 00 PM 3 30 PM 0 10 Breastfeeding Education Primary 2 30 PM 3 00 PM 0 5 Click the Next and Previous buttons gt to advance and retreat the calendar a week at a time The screen and the mini calendar refresh to display the selection gt Co ee month ist Hours of Operation 8 00 AM 5 00 PM Appointments IC 0 0 SC 0 0 NE I 0 0 FBI 0 0 Nutrition Ed Classes Alcohol Drugs Smoking 8 30 AM 9 00 AM 0 20 Fruits and Vegetables 10 30 AM 11 00 AM 0 20 Prenatal Nutrition 1 00 PM 1 30 PM 0 10 Breastfeeding Education Secondary 3 00 PM 3 30 PM 0 10 Breastfeeding Education Primary 2 30 PM 3 00 PM 0 5 June 2012 Hours of Operation 8 00 AM 5 00 PM Appointments IC 0 0 SC 0 0 NE I 0 0 FB
79. ss attendance and if necessary issue benefits click Save and Issue A status message displays indicating success and you are returned to the Day calendar view A status of Completed displays if all clients scheduled for the class are marked as having attended the class or the class is completed and closed Congratulations You have successfully completed the Quick Links Nutrition Edu Class Search process v 1 0 posted 07 05 2014 Quick Links Cancel Nutrition Edu Class This scenario explains the process of canceling nutrition education classes This process includes the following tasks Task A Canceling Nutrition Education ClaSSes c cscsssessssesseesenseeeeeeeeeeseaeees 5 42 v 1 0 posted 07 05 2014 Task A Canceling Nutrition Education Classes Complete the following steps to perform this task 1 Search for the desired nutrition education class 2 Double click the calendar day that includes the desired class The screen refreshes to the Day calendar view and displays the class Clinic Master Calendar amp JOE CONTACT e gt GR week Month tis Monday February 04 2013 3 To cancel the class select the class within the calendar and then click Cancel Nutrition Education Class A confirmation screen displays J Are you sure you want to cancel selected Class Smoking Cessation Another option for canceling a class is to right click a class and select cancel
80. sseaeeeeees 5 30 Task B Adding Clients to Nutrition Education Classes ccccceccsseeeceeeeeeeeeeeesaeeeeeeeesaaaeeeees 5 33 Task C Removing Clients from Nutrition Education Classes 0ccccsseeeeeeseeeeeeeeeseeeeaeeeeeens 5 36 Task D Marking Clients as Attended and Issuing Benefits cccececseeeeeeeeeeeeeeeeeeeneneeeees 5 38 Quick Links Cancel Nutrition Edu Class cccccccsssssssseesseeeeseeeeesesseeeeeseseeneeesees 5 41 Task A Canceling Nutrition Education Classes cccccccccssseeceeeceeeeeceeecaaeeeeeesssaaseeeessaaaeeeess 5 42 Miscellaneous Scheduling Appointments by Day ccscccsseseeseseeeeeeeeeneeeeeneeeees 5 43 Task A Navigating to an Appointment Slot sex seis scue esd deans doSersSeesceetescesdvestgodeet doeyeaWisyeceeptacde lt oss 5 44 Task B BOOKING te AHPOMNINENE z Nestin a aiSuiel a a aE 5 47 Miscellaneous Rescheduling Appointments en Masse c csceeseeeeeeeeeeeeeenees 5 49 Task AniAeseneaulinGg et MaS SE ereere a a d e aiaiai 5 50 BLOCK APPOINTMENT SLOTS ccsscssscnscsssenscnsscnsensecnsensscnsenssesscnsenssnsensssnses 6 1 BIOGK Appointment SIOUS esri iniaiaiai cada veceraenttencccextcovanwtdeuccaubweddcaeccanesiades 6 1 Task A BIOCkKInG Appointment Slots circinata aa E ae a Eaa Ea ENY 6 2 EXPORT APPOINTMENTS cccsccesccseceecenecnseenecnsecnscnseonscnscessonssessonssessonsseneoness 7 1 Export AD DOIMEMCING sirasini inania ia
81. t the From and To entries as necessary 12 Click Apply The screen refreshes and displays the hours entered within the grid kli iLE pir ay F mv Peso F B jisi PESO ay Pas Inu EA pay rt tl TL ci r F rs AUT el r Fa arii The 1 J00 AM 7 00 PM 9 00 AM 7 00 PM 9 00 AM 6 30 PM 9 00 AM 7 00 PM 9 00 AM 7 00 PM 13 Click Save A status message displays indicating success The screen refreshes and the newly added template displays under the Week Templates option v 1 0 posted 07 05 2014 Templates are enabled by default To disable a template select a template from the list of templates and unselect the Enabled check box Click the Create New button to continue defining additional templates Congratulations You have successfully completed the Hours of Operation process v 1 0 posted 07 05 2014 Assets This scenario explains the process of defining asset templates Assets can be either a location i e Conference Room or equipment i e Projector The process of defining day and week templates are similar but there are differences Therefore each process is explained separately below lt is important to note that all templates are created and maintained at the clinic level The process includes the following tasks Task A Defining an Asset Template by Day c cccceescceeeeeeeeeeeeeeeeeeeeeeeeeeeeenenes 3 10 Task B Defining an Asset Template by WeeK cceesc
82. t the staff event to cancel within the clinic master calendar Staff events must be selected and cancelled using the Day calendar view 2 Under Quick Links click Cancel Staff Event A confirmation message displays Are you sure you want to cancel selected Staff Event s Another option is to right click a staff event within the calendar and then select Cancel A confirmation message displays as a result of this action as well 3 Click Yes to cancel the selected staff event The selected staff event is cancelled and cleared from the calendar view Congratulations You have successfully completed the Quick Links Cancel Staff Event process v 1 0 posted 07 05 2014 5 CLINIC MASTER CALENDAR Clinic Master Calendar This scenario explains the process of viewing the Clinic Master Calendar screen in its four views including use of view and filter options to show or limit the information displayed on the calendar The Clinic Master Calendar can be viewed by month week day or as a list Task A Using Navigation View Filters and Show Data ccsssessssesseeeeseeeees 5 2 Task B Using Quick LAK viseccensctectituesterecaeaesa seeing tension munnsnaiaseeneeunceanierideniera neds 5 11 v 1 0 posted 07 05 2014 Task A Using Navigation View Filters and Show Data Complete the following steps to perform this task 1 From the Home screen go to Scheduling gt Clinic Master Calendar The Clinic Master
83. te New button to continue defining additional templates Congratulations You have successfully completed the Nutrition Education Classes process v 1 0 posted 07 05 2014 Number based Appointment Templates This scenario explains the process of defining number based templates by day and week Number based templates are an appointment type centric approach to establishing availability on the clinic master calendar where concurrent slots for appointment types are created The use of concurrent slots allows clinics to operate based on the number of simultaneous or concurrent appointments of a given appointment type Prior to completing this process several setup tasks would have been completed including Maintain Clinics e Defining the selected clinic as number based e Defining default hours of operation e Defining holidays e Enabling or disabling Open Access including defining the window of access Maintain Assets Maintain Appointment Types It is important to note that all templates are created and maintained at the clinic level This process includes the following tasks Task A Defining a Number based Appointment Slots Template by Day 3 26 Task B Defining a Number based Appointment Slots Template by Week 3 30 v 1 0 posted 07 05 2014 Task A Defining a Number based Appointment Slots Template by Day Complete the following steps to perform this task 1 From the Home screen go to Schedu
84. tem Administration module These features must be set up before the system is used to ensure the system functions as expected Please refer to the Manage System Settings section of the System Administration Module DFDD for additional information about state defined features The following is a list of applicable system settings Allow Non WIC Appointment Types Allows non WIC appointments types to be created for WIC participants Enable Pending List Enables pending list functionality Restrict Duplicate Appointments Within Number of Days Defines number of days within which duplicate appointment will not be allowed Next Possible Appointment Start Date Offset No of Days Defines earliest date prior to required appointment when an appointment will be suggested Next Possible Appointment End Date Offset No of Days Defines last date beyond required appointment when an appointment will be suggested Clinic Dashboard Refresh Seconds Defines in seconds how often the Clinic Family Workflow Dashboard refreshes v 1 0 posted 07 05 2014 2 CLINIC SEARCH Clinic Search This scenario explains the process of searching for clinics by ZIP code and proximity Once one or more clinics are identified by the search users can access the Clinic Master Calendar of those clinic s to which the user has access This process includes the following tasks Task A Searching for Clinics ccccceeseseeeeeeessenee
85. ter your training is complete Conventions and Features This manual follows certain conventions that make it easy for you to use the materials presented and includes the following features that help you identify similar information from one topic to another Training scenarios are grouped together by major system functions so that you can locate the desired scenario more easily Each training scenario begins with an Overview section that includes an explanation of what is covered within the scenario so you ll Know from the start what you ll be learning Training scenarios are documented using Tasks and Steps A Task is a major activity in a larger process and indicates a substantial portion of the overall process whereas a Step is one of several user actions within a Task The manual provides Tasks and Steps for differing levels of detail You can follow the list of Tasks less detail or you can go deeper and follow each Step of the process click by click and action by action more detail Buttons you ll need to click and data you ll need to enter are accented in bold to help them stand out on the page so that you can identify these items more easily v 1 0 posted 07 05 2014 Pictures of application screens are included within each training scenario to help familiarize you with the screens Data displayed in the pictures is intended for illustrative purposes only and does not represent live data During classroom training
86. thin the Selected Day Template Details group box 6 Click Import A status message displays indicating Success and you are returned to the Import Templates screen 7 Click History to view templates imported previously The History pop up screen displays otal Items 1 E Source Clinic Destination Clinic Shenandoah Valley Medical System Central WV WIC Program v 1 0 posted 07 05 2014 Congratulations You have successfully completed the Import Templates process v 1 0 posted 07 05 2014 Apply Templates This scenario explains the process of applying templates Templates are used to build clinic master calendars The following template types may be applied to the clinic master calendar Hours of Operation Assets Nutrition Education Classes Appointment Slots one type only based on a clinic s method of operation e Number based e Resource based A preview calendar is available to view the effects of a template and any selected options before it is applied The preview calendar refreshes as options are selected Pay close attention to this calendar as it can help minimize errors when building the clinic master calendar The process includes the following tasks Task A Applying a Template isis icscsiicciciscncssnccnsiacnnncicvnsianecsivncenncusneeennicacsescacensascnssceassnes 3 51 v 1 0 posted 07 05 2014 Task A Applying a Template Complete the following steps to perform this task 1 Fro
87. tment Types amp Appointment Types amp Working Hours Working Hours Working Hours Working Hours Working Hours 8 00 AM to 5 00 PM 8 00 AM to 5 00 PM 8 00 AM to 5 00 PM 8 00 AM to 5 00 PM 8 00 AM to 5 00 PM Concurrent 2 OA 3 Initial Concurrent 2 OA 3 Initial Concurrent 2 OA 3 Initial Concurrent 2 OA 3 Initial Concurrent 2 OA 3 Initial Certification Subsequent Certification Subsequent Certification Subsequent Certification Subsequent Certification Subsequent Certification Nutrition Certification Nutrition Certification Nutrition Certification Nutrition Certification Nutrition Education Individual Food Education Individual Food Education Individual Food Education Individual Food Education Individual Food Benefit Issuance Benefit Issuance Benefit Issuance Benefit Issuance Benefit Issuance Overbooking Appointment Overbooking Appointment Overbooking Appointment Overbooking Appointment Overbooking Appointment Types amp Working Hours Types amp Working Hours Types amp Working Hours Types amp Working Hours Types amp Working Hours 9 00 AM to 11 00 AM OB Slots 9 00 AM to 11 00 AM OB Slots 9 00 AM to 11 00 AM OB Slots 9 00 AM to 11 00 AM OB Slots 9 00 AM to 11 00 AM OB Slots 2 Subsequent Certification 2 Subsequent Certification 2 Subsequent Certification 2 Subsequent Certification 2 Subsequent Certification I il Select a specific day of t
88. ton 42 to load a family record into the Appointment Types grid The grid is updated to display the family record If the Family ID is unknown click the Search family by WIC ID button without entering a Family ID to conduct a search for an existing family record Select the desired search result then continue the process The grid displays a variety of family information including the system suggested appointment type v 1 0 posted 07 05 2014 e Create a new family record o Click the Create a New Family button Ea then complete the New Family screen and click Save For detail see the Adding a Family Record scenario in the Family Services user manual Start Date 17 Clinic 1 7 12 20 2012 aa i CL3 Jefferson County WIC Program x End Date i Initial Certification Applicant Initial Certification EP Click the Add a New Participant button we to add a participant to the family listed in the grid when necessary v 1 0 posted 07 05 2014 Task B Selecting Individuals Appointment Types and Durations Complete the following steps to perform this task 1 Select or unselect the family members needing an appointment as necessary If the system suggested appointment type is not appropriate for the individual unselect the check box and then click the Add button A new row is added to the Appointments Type grid and a different appointment type can be selected 2 Review and or modify the Appointment D
89. ts Template by Week Complete the following steps to perform this task 1 From the Home screen go to Scheduling gt Templates gt Number based Appointment Templates The Number based Appointment Templates screen displays Number based Appointment Templates amp Frank Rizzo Z Can handle High Risk appointments C Can handle Online appointments La es ir Concurrent Slots 17 Template Name 1 m Appointment Types amp Working Hours jf From 1 To ir Overbooking Appointment Types amp Working Hours From 1 To iv Overbooking Slots 17 C Appointment Types 17 Percentage Of Open Access Appointment Types 17 J Initial Certification C Initial Certification C Subsequent Certification C Subsequent Certification L Nutrition Education Individual L Nutrition Education Individual C Food Benefit Issuance SS Add Clear Appointment Type The Number based Appointment Templates menu selection is available only if the selected clinic has been defined as a number based clinic during the setup process Previously defined Day Templates are listed on the left side of the screen Click the Show All check box to display both enabled and disabled templates 2 Select the Week Templates option on the left side of the screen The screen refreshes and displays the Week Templates view v 1 0 posted 07 05 2014 Template Name
90. uration for each member if necessary Start Date 17 Day of Week 17 Preferred Language 77 Clinic 77 y 12 20 2012 F A A A kj A G English m CL3 Jefferson County WIC Program 7 End Date ir Include Overbooking Preferred Time WIC Staff 12 29 2012 E 0 Any z crai t Cs s idCLY i J A Family ID Appointment Type Duration Hoh Risk WIC Category Status ed z g Fil F00300000001 JANE DOE Initial Certification Pregnant Applicant A FO0300000001 JOHN DOE Initial Certification Child Applicant Every appointment type is assigned a default duration during the setup process It may be necessary to modify the default durations based on the estimated period of time needed to serve the family being scheduled For example if an Initial Certification appointment type is selected for three family members and the default duration for this appointment type is set to 30 minutes then the total family appointment time will be 90 minutes 30 minutes x 3 members 90 minutes However it may be decided that the family can be served within 60 minutes Therefore modify the default durations to total 60 minutes instead of the defaulted value of 90 minutes v 1 0 posted 07 05 2014 3 Click Search A status message displays indicating success The screen refreshes and displays a Quick Scheduling Results grid v 1 0 posted 07 05 2014 Task C Booking the Appointment Complete the following steps to perform this task
91. use the data supplied by the instructor Outside of classroom training enter the appropriate data as necessary to complete the task at hand Callout boxes help you find specific types of information quickly The callout boxes are displayed and defined below Notes Using The notepad and pencil icon displays to the left of paragraphs that provide additional and usually more detailed information about the application Sometimes the notes give you additional information about the screen you re working with and sometimes the notes inform you where to find additional information elsewhere Either way it is well worth your time to watch for these helpful icons This Manual This manual can be used as a training manual during instructor led classroom training or as a reference guide once training is concluded Use the table of contents TOC to locate a training scenario Once you ve located a specific training scenario review the Overview section at a minimum to find out important details surrounding the scenario such as the starting point type of data needed and a summary of the Task s to be completed in the overall process You can follow the associated Steps for more detail as needed State specific Functionality The Crossroads WIC System requires some initial setup before it can be used Setup for the User Manual includes the following Features Certain features of the User Manual are set up using the Sys
92. v 1 0 posted 07 05 2014 CSC Prepared By Prepared For CSC Crossroads Staff 7701 College Blvd i Overland Park KS 66210 eae iat C v 1 0 posted 07 05 2014 DOCUMENT INFORMATION Document Information Document Title v 1 0 posted 07 05 2014 Scheduling User Manual Project Name Scheduling Document Version 2 0 Author CSC Training Staff Contract Number 02476 09 Document Creation Date 01 11 2012 Document Current Version Date 02 01 2013 Purpose of Document User Manual DOCUMENT REVISION HISTORY Document Revision History v 1 0 posted 07 05 2014 1 0 01 11 2012 CSC Training Staff First Draft 2 0 02 01 2013 CSC Training Staff User Acceptance Testing UAT Training Version v 1 0 posted 07 05 2014 TABLE OF CONTENTS i OVERVIEW aires oer eee tins es eee tnt eto ated nce catvianen ec Eria 1 1 2 CLINIC SEARCH ee ne ene eee ee ee ee ere eee eee eee 2 1 UMS AE UA acacia cco ere E ete ewe EA E E E 2 1 Task A Searching for GMCS oss sersc santas disencincsdanatieanacennciinannacn iavedntacaenbeenscninbldaentiea daumincrdinntenaieres 2 2 Task B Accessing a Clinic Master Calendat cccccccssseseccceeeceeeeseeceeeeeeseeeeeeeeeeeeeessaaaseeeeeeess 2 3 d ml a ee ee 3 1 PIOUS Ol CO DOL AN OI erre aE EAE EE E 3 1 Task A Defining an Hours of Operation Template by Day cccccccccceeeeseseseeeeeeeesesaee
93. week v 1 0 posted 07 05 2014 5 Select one or more assets from the Assets multi select slider list box Conference Room A Laptop 1 j il All state local agency and clinic level assets are created and managed as a Setup activity 6 Within the Monday Sunday week grid click a specific day of the week The screen refreshes and the Specific Settings grid displays the selected day of the week For example Monday Specific Settings wv Monday Speciic Settings Available Hours L_ Apply to Work Week L Apply to Al 7 Do the following to complete the specific settings e Enter or select the From time e Enter or select the To time e Select Apply to Work Week to apply the hours entered to the rest of the work week The work week Default Working Days and Hours is defined as a setup activity v 1 0 posted 07 05 2014 e Select Apply to All to apply the hours entered to the entire week Monday Sunday 8 Click Apply The screen refreshes and your selections are applied Monday Specific Settings Available Hours YE 7 00 AM L_ Apply to Work Week LJ Apply to All Apply cancel Select a specific day of the week to modify information for the selected day Once information is updated apply the changes Information for the week is updates and displays accordingly l il 9 Click Save A status message displays indicating success The screen refreshes and the

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