AESuniversity User Tips & Tricks. Session Outline Working with your Caseload Customers Recording...
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Transcript of AESuniversity User Tips & Tricks. Session Outline Working with your Caseload Customers Recording...
Adsystech, Inc.
AESuniversityUser Tips & Tricks
Adsystech, Inc.
Session Outline
Working with your Caseload Customers
Recording ServicesSnapshot TipsSearching TipsWorking with GridsManaging Families/Households
Adsystech, Inc.
Working with your CaseloadThe Listing/Search page in your Module allows searching by1.Active Status2.Program3.First/Last Name4.Identifier5.Staff
Use Program and Staff to find your
own Caseload
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Adsystech, Inc.
Search on Program pages1.Customers found
on the Listing/Search page will be available in the Customer dropdown on all Program pages
2.You can also use the Blue Arrows to move to next Customer record
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Adsystech, Inc.
Search on Program pages – Take 2
Also search on any page in the Program section1.Enter Customer
name or Identifier2.Click SEARCH
Customer will stay active on other
pages in the same Library
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Adsystech, Inc.
Search on Program pages – Take 3
SHRINK buttons cause different Customers to be available in Customer dropdown1.Household: all members
of current Customer’s Household – all their applications plus Central Intake record
2.Case Manager: all Customers you entered in a Program or created in Central Intake
3.Group: all Customers entered into Program at same time as current Customer
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Adsystech, Inc.
Switching to a different Program
1.Click VIEW ALL PROGRAMS button
2.All Programs are displayed in popup– Active status– Entry date– Exit date
3.Select Program and click LOCATE to view that Program
4.Current Programs will also be displayed in Customer dropdown
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You will see only those Programs that you have permission to view
Adsystech, Inc.
Copy Answers to new Entry record
Program Entry Question Answers may be copied from a previous Entry record1.Click COPY
2.In popup window, select Question Code to copy
3.Select Record to copy
4.Click COPY
Answers should be checked for accuracy!
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Adsystech, Inc.
Recording ServicesServices can be set up to record the number of Units, or the number of Minutes, or a Cost1.If Cost, then an End
Date is required and the Total will appear after saving
2.Locations can be selected for Organizations that have multiple locations
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Adsystech, Inc.
Recording Services1.Services created on
other pages appear here, but are grayed out, so they cannot be edited here
2.Sessions activities will show any notes created there in the Comments field
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Adsystech, Inc.
Automatic Milestone UpdatingServices may be set up to automatically update Milestone Status1.Complete checkbox will
appear with checkmark in box
2.When Saved, Milestone Status will be Complete with same date as Service
• If checkmark is removed, Status will not be changed
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Adsystech, Inc.
Recording other Statuses1.Status can now be
recorded for Program Components, Activities and Profile Activities
2.After saving, the Status will be displayed in Grid
Statuses are set up on the System Library STDStatus page
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Adsystech, Inc.
Editing Activities
• Activities can be deleted if needed, and multiple records can be deleted all at one time– They can be deleted only on the page where they
were created
• Program Components can be deleted only when no Activities exist
• Activities can be moved to a different Milestone by using the Move to Milestone dropdown directly beneath the Activity grid– Case Note Milestones can be changed on that page
Adsystech, Inc.
Recording multiple ServicesUse Session Activities when recording multiple services or customers1.Select Program and
Program Component
2.Select Customer(s)3.Select Service(s)4.Select Date5.Click ATTENDED6.Select Clients and
link to Milestone & update Milestone Status
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Adsystech, Inc.
Recording Bed Stay ServicesOpen with BED ASSIGNMENT button on Entry page1.Select Customer(s)2.Select Room/Unit– Grid shows only Units
with enough Beds for Family
3.Select Date(s)4.Click ASSIGN5.Use UPDATE to
change dates6.Use REMOVE to
end bed stay
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Adsystech, Inc.
Recording Case Notes1.Unlock Note
checkbox allows other Users to edit your Case Note
2.Case Note can be linked to one or more Milestones
3.Additional Services can be recorded here
4.Misspelled words will have red underline, click in Navigator Bar to spell check
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Adsystech, Inc.
Printing Case Notes
• Case Notes report available from Case Notes page and from Listing page
• If printing ALL Case Notes for a Customer, use the Listing page Case Notes report– Select the Customer(s) on the Listing page– Right click and select Preview or Print Report– Select Case Notes report– ALL Case Notes for Customer will be displayed
• If printing specific Case Notes for a Customer, use the report directly from the Case Notes page– Select the Case Note(s) you want to print– Right Click and select Preview or Print report– Only the selected Case Notes will be displayed
Adsystech, Inc.
Printing Application Reports
• Several Reports are available from Listing page
• Application Report will show all demographic information for Customer and household members and Program Entry questions
• Select multiple Customers on Listing page to view reports for each Customer– Use CTRL + click on each row to select multiple
records
Adsystech, Inc.
Navigating between Libraries
• Customers will not follow you when switching Libraries unless you use the buttons to switch pages!
• Going from Program/Services to Household page:Use JUMP TO DEMOGRAPHICS button – Button is on all Services pages in top right area– Opens Household page in Central Intake with this
Customer active
• Going from Central Intake to Program/Services pages: Use GO TO ENTRY button– One of these buttons is on all Central Intake pages– Both will open Program Entry page with this
Customer active
Adsystech, Inc.
Snapshot
• All Customer information – demographics, income, household members MUST be collected BEFORE entering customer into a Program
• Why? Reports use the information that is current at the time of Customer’s Program Entry
• It is collected in the “Income Snapshot”– The Snapshot remains static for the entire time
the customer is in the Program
• If there was a mistake, the information can be corrected easily
• Do not change a Snapshot except to make a correction
Adsystech, Inc.
Correcting the Snapshot – take 1
1.Click EDIT SNAPSHOT to open Snapshot window
2.Select Customer in Grid
3.Make corrections to income and SAVE
4.DEMOGRAPHICS opens window with all demographic information– Make changes if needed– Click SAVE
5.Change Date if needed, then click SAVE DATE
This does NOT change information in Central
Intake
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Adsystech, Inc.
Correcting the Snapshot – take 2
1.Click JUMP TO DEMOGRAPHICS • On the Household
page, make the corrections as needed
• Click GOTO ENTRY button
2.Click EDIT SNAPSHOT
3.Click RESET
4.Change Date if needed, then click SAVE DATE
RESET will remove all existing Snapshots
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Adsystech, Inc.
Change Address in Snapshot• Change Address in
Central Intake first• Open Snapshot
1.Click DEMOGRAPHICS
2.Click PREV ADDRESS button
3.Select correct address in Grid– Newest Address will be
first in list
4.Click SELECT button
5.New address will appear here
6.Click CLOSE button
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Adsystech, Inc.
Create additional Income Snapshot
• Make changes in Central Intake first
1.Click EDIT SNAPSHOT to open Snapshot window
2.Click SNAPSHOT
3.Make corrections to income if needed and SAVE
4.Snapshot will be numbered 2 of 2 with today’s Date
This does NOT change information in Central
Intake
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Adsystech, Inc.
Correct who entered togetherPeople who enter a Program together are part of a Group. To move other HH/Family member to their group:• Open Entry page for the
Customer whose Group you want to move the Customer TO
1. Click SAVE button – Customers shown in black
can be moved to Group shown in green
2. Select Customer to move
3. Click SELECT
Now they are all part of same Group
This does NOT change information in Snapshot
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Where to Search – NEW Customer
1.Quickest search for New Customer is Demographics page in HOH Check fields
2.Or enter Social Security Number and it will find matches
3.Or enter First Name, Last Name, Date of Birth and it will find matches
4.Any match will cause popup window to appear
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Adsystech, Inc.
Searching in Central Intake
If you search and find a Customer, but all fields are grayed out, that means the Customer was created at another Agency!
1.Click ADD to give permission for your Agency to use Customer
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Adsystech, Inc.
Searching in Central Intake Listing
Search for a Customer using any combination of:
1.Identifier2.Social Security last 4
numbers3.First and/or Last Name4.Date Of Birth5.Phone Number
A message will appear if there are no matches to your search:
Your search returned 0 results
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Adsystech, Inc.
Searching Tips
• Use keyboard TAB and ENTER keys• Blank/no entry at Search displays
everyone in database• Fuzzy searches can help find unusual
names or misspellings• % is a wildcard – – %on finds all entries with ON in their
name– J%on finds all entries that begin with J and
have ON somewhere in their name
Adsystech, Inc.
Searching – Take 2
• Number listed above grid shows number of returned matches
• Search sets become available when large amount of matches return
• Funnel symbol allows filtering• Remove item from search field using
CLEAR button or DELETE key• Some Listing pages have right click
FIND and QUERY
Adsystech, Inc.
Using Grids
• Click Column heading to sort by that item– Click second time to sort in reverse order
• Double click right edge of heading to resize or click and drag
• Click and drag heading to other location to temporarily rearrange column order
• Select Record by clicking to the left of record
• Select Multiple records by pressing keyboard CTRL key and clicking records– SHIFT selects a range of records
Adsystech, Inc.
Keyboard Shortcuts
• HOME key takes you to start of field• END key takes you to end of line or field• To Copy & Paste:
– CTRL + C = Copy– CTRL + V = Paste– CTRL + X = Cut
• Entering Dates– Type in dates (use 2 digits for month and day)– OR use dropdown to access calendar– Click on Date to use– Use arrows to change months– Click on Month or Year to change it
Adsystech, Inc.
Change Head of Household1.Select person to be
new HOH in Grid2.Click HEAD OF HH3.Click OK in
message4.Change Relation
Status– HOH = Self– Check other
members– The former HOH will
now be blank and will need new Status
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Change Address1.For entire household,
edit on demographics page– Make changes– Click SAVE
2.For one member of Household, use household page– Select Customer in Grid– Click EDIT ADDRESS– Make changes– Click SAVE
• ADDR HISTORY shows all addresses for selected Customer
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This changes only the Central Intake
information
Adsystech, Inc.
Move to new Household
1.Select Customer(s) in Grid
2.Click NEW HOUSEHOLD
3.Select Customer Name– This person will be
Head of Household in new HH
4.Click MOVE• Remember to change
their address after the move
You cannot move a HOH to a new Household, unless
they are the only Household member
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Adsystech, Inc.
Move to an Existing Household1.Select Customer(s)
in Grid2.Click NEW
HOUSEHOLD3.Select Search for …
and enter HOH Name or Household ID for existing Household
4.Click SEARCH5.Select Household in
returned matches6.Click MOVE• Remember to change
their Family ID after the move
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Adsystech, Inc.
Move Customer to NEW Family1.Select Customer(s)
to be moved2.Click NEW FAMILY
This keeps Customer(s) in the same Household, and creates a NEW Family in the Household
The new Family will have a new Family ID
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Change Family for Customer1.Select Customer(s)
to be moved2.Select Family to
move Customer TO3.Click CHANGE
FAMILY
This keeps Customer(s) in same Household, and moves them to a different Family in that HouseholdThere will be multiple
Family IDs in the Household
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Adsystech, Inc.
Switching to other Application/Module
1.Dropdown at top of page lists all available Roles
• User may have only one Role
Role permissions are assigned by your Administrator in Security Manager
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Adsystech, Inc.
Change starting Application1.Select Options
menu, Application Settings, Set as Default Application
The next time you log in, the system will start with this Application
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