NACCRRAware Client Data Entry

Entering a new client

For Data Entry Tips, See Data Entry/Navigation Help

To open a new client record, go to Data Entry in the main menu. Highlight and click Client. The Client Search page opens, allowing users to search for clients. This was designed as a quick way to see if the client is already in the database before continuing data entry. More complex queries are able to be completed with a custom search. Search is possible using any or all of the following fields:

To retrieve a list using a partial name or number, type the known items followed by an asterisk ('*') and all the names or numbers matching the pattern will be returned. For example, to locate records where the client's first name starts with the letter "A", enter "A*" (or "a*" as this search is not case sensitive) and all records where the client's first name starts with "A" will be listed. This may include Ann, Anne, Amy, Arnold, Andy, etc.

Choose the number of Records per Page to be displayed. This breaks larger number of results into smaller groups that will load faster onscreen. A default number of records per page may be set by the administrator in Administration>Agency.

Click <Search> or simply press Enter to initiate the search.

Any or all matches found for the search will list on the data entry results page (shown below). By default, records are listed in numerical order by client ID.

Client Data Entry Sort

If no match is found, the client data entry search will return with a message stating there were no records found for the search criteria. If the user believes the record is indeed located in the database, it is possible to modify the criteria before the asterisk (for instance m* instead of ma*), enter different criteria, or produce a list of all records.

To produce a browse list of all clients (both Active and Inactive) in the database, click <Search> without entering any data in the search fields. This is NOT recommended for large databases. Instead, go to Custom Search and query on another field such as city or zip code.

Scroll through the results to locate the correct record and click the View button to open the associated record.

If the desired client is not found, click Create New Client in the red title bar. A new client record will open.

Once the correct, or new, record is opened, data entry can begin. There are six (6) pages in the client record: General, Children, Statistics, Follow-up, Referrals and Action Log. The pages can be accessed by clicking, in any order, on the related link in the left menu.

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Data Entry Screens

Printing Screens

At the top of each client data entry screen (with the exception of the Action Log screen) are three links:

To print the pages:

To print a label:

General Page

General | Location | Mailing | Contact | Client Info | Mask Info

>>NACCRRA Standard Data Fields: NACCRRA has built Standard Data Fields into NACCRRAware. These fields are indicated by >> in the list below.

General Info

>>Client ID  This number will be automatically assigned by the system when this page is saved.

Status  Status defaults to "Active," indicating that the client is active in the database. Each R&R should make a decision as to how long clients remain active and/or when a client becomes inactive. Once a client is designated as Inactive, a user with appropriate security level may change the Status by selecting "Inactive" from the drop down list. "Pending" status indicates the record is pending approval (generally an Internet referral client). The "as of" date indicates the date that the client's current Status took effect; it defaults to the system date of the server or to the date opened if the data was converted from another program. Only users with Create, Modify, Reports and Delete or Administrator security levels can change Status.

Date Added For clients added in version 3.4 and later, this is the date the record was entered into the database. This date is entered by the system and cannot be modified. Client records added prior to February 2005 will not have a Date Added date.

First Name  Enter the first name of the client.

Last Name  Enter the last name of the client.

Caller First Name  Enter the first name of the caller, if it is different from that of the client.

Caller Last Name  Enter the last name of the caller, if it is different from that of the client.

Local 1[Default Field Name] Enter text as defined by definition the R&R has assigned the field.

Local 2[Default Field Name] Enter a date as defined by definition the R&R has assigned the field.

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Location

>>Street Address  Enter the street address in which the client lives. Since this data will be used to "map" the location of the client (USA only) it is important to be consistent in entering street addresses. It is recommended that you do not use any punctuation in the address, use postal standard abbreviations for Street, Boulevard, etc., and be certain to spell the street name correctly. Careful entry here will increase the likelihood of the client's address being found by the mapping software.

>>Unit #  Enter the unit number, such as the apartment number, of the client's address if applicable.

>>City  Choose the city in which the client lives from the drop down list or choose "Other" and enter the city name in the text field. The city will default to the city set by the administrator if any default has been assigned. Since this data will be used to "map" the location of the client (USA Only) it is important to be consistent when manually entering city names. It is recommended that punctuation not be used in the name of the city.

>>State or Province  Select the state (USA) or province (Canada) in which the client lives from the drop down list. The state or province will default to the state or province set by the administrator if any default has been assigned.

>>Zip Code or Postal Code  Enter the five-digit zip code (USA) or the six-character postal code (Canada) in which the client's home is located. The zip code or postal code will default to the zip code or postal code set as the default by the administrator if any has been assigned. Since this data will be used to "map" the location of the client (USA only), it is important that it be accurate. Canadian postal codes must be entered in the format Alpha Numeral Alpha space Numeral Alpha Numeral.

>>+4   Enter the last four digits of the nine-digit zip code (USA) in which the client lives.

County  Select the county, township, or parish in which the client lives from the drop down list or choose "Other" and enter the county name in the text field. The county will default to the county set by the administrator if any has been assigned.

Country  Select the country in which the client lives from the drop down list. The country will default to the country set by the administrator if any has been assigned. Choosing USA indicates to the program that Zip Code should only have numeric values. Choosing Canada will allow Zip Code to accept alpha-numeric characters.

Geocoding:  Geocoding an address will assign a latitudinal and longitudinal code to the location address. Geocoding now occurs automatically upon page save. Successfully geocoded addresses will generate a link to Google Maps. Invalid addresses will be noted with an error message so that they can be fixed.

Configurable One [Default Field Name]  Enter appropriate text data in this field, depending on how the R&R has configured.

Configurable Two [Default Field Name]  Check the appropriate box or boxes in this field, depending on how the R&R has configured.

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Mailing

Enter a mailing address only if it is different than the address where the client lives. Be sure to enter the entire address (i.e. city, state, and zip code) since this address will be used for any mailings generated by NACCRRAware.

Street Address Enter the address that the client uses for mailing purposes.

Unit # Enter the unit number, such as the apartment number or suite number that the client uses for the mailing address.

City  Select the city that the client uses for the mailing address from the drop down list or select "Other" and enter the city into the text field.. The city will default to the city set by the administrator if any default has been assigned.

State or Province  Select the state (USA) or province (Canada) that the client uses for the mailing address from the drop down list. The state or province will default to the state or province set by the administrator if any default has been assigned.

Zip Code or Postal Code  Enter the five-digit zip code (USA) or the six-character postal code (Canada) that the client uses for the mailing address. The zip code or postal code will default to the zip code or postal code set by the administrator if any has been assigned. Canadian postal codes must be entered in the format Alpha Numeral Alpha space Numeral Alpha Numeral.

+4  Enter the last four digits of the nine-digit zip code (USA) that the client uses for the mailing address.

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Address 3 and Address 4

These addresses are additional addresses that can be validated to assign a latitudinal and longitudinal code to the address and then use them during the quick search process. These addresses may hold a work, school or other location. These addresses are not accessible for mailing purposes but can be used in searches and/or reports. The latitudinal and longitudinal code and FIPS code for the addresses will be available on reports and exports.

Street Address  Enter the street address of the additional address.

Unit #  Enter the unit number, such as the apartment number or suite number that the client uses for the additional address.

City  Select the city for the additional address from the drop down list or select "Other" and enter the city name in the text field. The city will default to the city set by the administrator if any default has been assigned.

State or Province  Select the state (USA) or province (Canada) for the additional address from the drop down list. The state or province will default to the state or province set by the administrator if any default has been assigned.

Zip Code or Postal Code  Enter the five-digit zip code (USA) or the six-character postal code (Canada) of the additional address. The zip code or postal code will default to the zip code or postal code set by the administrator if any default has been assigned. Canadian postal codes must be entered in the format Alpha Numeral Alpha space Numeral Alpha Numeral.

+4  Enter the last four digits of the nine-digit zip code (USA) of the additional address.

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Contact

TIP:  If a default area code is set by the administrator, then that area code will be defaulted for all phone number fields in the client record, whether or not they actually have a phone number in a specific data field.  For example, if a client does not have a cell phone number, but the area code default has been set up, then that area code will appear by default even though there is not a corresponding cell number.  This could be unattractive on some reports.  To avoid this, manually delete the area codes where there are no corresponding phone numbers.

Home Phone  Enter the home phone number of the client, including the area code in the first box and the remainder of the phone number in the second box. It is necessary to enter the hyphen ('-') after the first three digits of the phone number. The area code will default to the area code set by the administrator if any default has been assigned.

Work Phone  Enter the work phone number of the client, including the area code in the first box and the remainder of the phone number in the second box. It is necessary to enter the hyphen ('-') after the first three digits of the phone number. The area code will default to the area code set by the administrator if any default has been assigned.

Ext.  Enter the extension associated with the work phone number of the client, if applicable.

Cell Phone  Enter the cellular phone number of the client, including the area code in the first box and the remainder of the phone number in the second box. It is necessary to enter the hyphen ('-') after the first three digits of the phone number. The area code will default to the area code set by the administrator if any default has been assigned.

Fax  Enter the facsimile ("fax") number of the client, including the area code in the first box and the remainder of the phone number in the second box. It is necessary to enter the hyphen ('-') after the first three digits of the phone number. The area code will default to the area code set by the administrator if any default has been assigned.

Email Address  Enter the email address of the client, if any. The email address must contain "@" in order to be entered or an error message will occur.

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Client Info

Employer  Select the client's employer from the drop down list. After saving the client's General screen, the employer name selected from the list will populate the text box just to the right of the drop down field. Any additional information that might be entered into this text box will be overwritten with the employer name. If the employer's name is not found in the drop down list, select "Other" and enter the name of the employer in the text box. If the same employer is entered frequently, the administrator may want to consider adding that employer into the drop down selection list.

Employee ID  Enter the client's employee ID number, if required for a corporate or enhanced referral contract.

Other Employer  This field can be used either to record a client's second employer, or the employer of a spouse or partner. Select the other employer from the drop down list. After saving the client's General screen, the employer name selected from the list will populate the text box just to the right of the drop down field. Any additional information that might be entered into this text box will be overwritten with the employer name. If the employer's name is not found in the drop down list, select "Other" and enter the name of the employer in the text box. If the same employer is entered frequently, the administrator may want to consider adding that employer into the drop down selection list.

Employee ID (2)   Enter the employee ID number associated with the client or spouse/partner employed by the Other Employer, if desired.

>>Case Type  Select the case type -- the reason why the client called the R&R -- from the drop down list. Selections include "Referral," "Publication," "Consultation," "Technical Assistance," "Internet Referral," "Internet Referral-Pending Approval," and up to six additional selections configured by the R&R.

>>Client Status  Select the status of the client from the drop down list. Selections include "New Client," "Previous Client," and "Previous Client, New Case".

>>Client Type  Select the client type from the drop down list. Selections include "Fee Paying," "Fee Waived," "Corporate Contract," and up to seven additional selections configured by the R&R.

Fee Amount  If desired, enter the dollar amount charged for the services provided this client by the R&R. Whole dollar amounts do not need to be entered with a decimal point, fractions of dollars need to be entered with a decimal point (i.e., $1.50 can be entered 1.5 or 1.50, $35.00 can be entered as 35 or 35.00). Do not include the "$" sign when entering the amount.

Payment Method  If needed, select the payment method from the drop down list. Selections include "Cash," "Check," "Credit Card," and up to seven additional selections configured by the R&R.

>>Number of Children  The number of children for whom the client is seeking care. A number may NOT be manually entered here. This entry will automatically generate as children are entered to the client's record.

>>Financial Assistance Client Select "Yes" if the client is receiving financial assistance to pay or help pay for child care at the time of service. Select "No" if the client is applying for, on a waiting list, or is ineligible for child care assistance.

Local Use Text Field [Default Field Name] Enter text as defined by definition the R&R has assigned the field.

Local Use Date Field [Default Field Name] Enter a date as defined by definition the R&R has assigned the field.

Local One [Default Field Name] Check the appropriate box or boxes in the field, depending on how the R&R has configured it.

Service Terms Select the appropriate value in the field, depending on how the R&R has configured it. To select additional service terms, press the <Ctrl> key on the keyboard while clicking the mouse on each additional service term value. This field can be used in the community quick search process. Selected service terms will be moved to the top of the list for easier reference later; unselecting a service term will move it back to its defined place on the list. WARNING: clicking on multiple service terms without holding the <Ctrl> key will result in only one service term being selected. All others will be deselected

Mask Info

Available Profiles Lists the IMM and ORM profiles which require User/Password authentication. A CCR&R user wishing to grant IMM/ORM access to a client on the referral line may choose the appropriate profile, which will be saved in the Selected Profile box after saving the General screen.

Selected Profile Lists the profile the client used to access the IMM or the profile assigned by a CCR&R staff member.

IMM Account date Lists the date the client first accessed the IMM or can be manually assigned by a CCR&R staff member providing IMM access to a client.

IMM Account Expiration Date Lists the date the assigned profile expires, if applicable.

Maximum IMM Searches allowed Lists the maximum number of IMM searches allowed for the assigned profile, if applicable.

IMM Password The client IMM password is saved in this field, but masked with a * or |. If a client access the IMM directly, this is entered by the system when the client registers. A CCR&R staff member may assign a password if providing client access to the IMM.

ORM User Name If the client has an account for an ORM profile, the user name created by the client will be displayed as Read Only text. The agency user cannot modify the user name field.

#, Profile Name, Expiration Date, Language, Access Status, Profile Type This table displays existing IMM/ORM information. Agencies that have migrated from IMM to ORM may see both profile types for existing clients.

Comments  Enter any relevant comments in this box. Space for comments is virtually unlimited, although only the first few lines will be available for viewing without scrolling. Text entered into Comments can be included in custom search queries.

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Children

Adding Children

By default, NACCRRAware adds one child record to the client record. Enter the following data for the first child.

Name  Enter the child's first name. This field is optional but can be helpful when doing referral searches.

Gender  Select the gender from the drop down list. Selections include "Male," "Female," and "Unknown," the latter to be used if the child is not yet born. This field is optional and is NOT used in the quick search process.

Birth Date  Enter the child's date of birth or anticipated date of birth. A full date must be entered in order for the current age and age care needed to be computed upon saving the child record. TIP: Organizations that do not ask actual birth dates may ask clients for year and month of birth and enter a random date for the actual date (such as all children being born on the 15th of the month) or ask how old the child is and enter the date based on manual computations of a possible birth date.

Current Age  This field is calculated by the system, using the Birth Date and the current system date, but the age will only be shown on the page after the child's record has been saved. The current age is NOT used in the quick search process or reports by age.

Date Care Needed Defaults to the system date. This date may be modified to match the client needs. This date together with the birth date, is used to generate the Age Care Needed entry.

>>Age Care Needed This field is calculated by the system, using the Birth Date and the Date Care needed. This only shows after the child page has been saved. Age Care Needed can be used in the quick search process. The data is stored in the database in weeks and converted to year and month for display on screen. For age care needed near birthdates, this age may appear unusual on screen, for instance, 3 years 12 months in the days before a fourth birthday. This does not affect the way the data is saved or matches in referrals.

>>Care Needed From the drop down list, select the time that best describes when the client needs care for this child; selections are "Full time," "Part time," or "Both." This field can be used in the quick search process.

>>Year Schedule From the drop down list, select the duration that best describes when the client needs care for this child; selections are "Full-Year", "School Year", and "Summer Only." This field can be used in the quick search process.

CHD CFG 1 Text Fld [Default Field Name] Enter text as defined by definition the R&R has assigned the field.

CHD CFG 2 Date Fld [Default Field Name] Enter a date as defined by definition the R&R has assigned the field.

Age Group This field is calculated by the system, using the Age Care Needed value. This only shows after the child's record has been saved. Age Group is NOT used in the provider quick search process but is used in reports.

>>Days of the Week and Start and End Times These fields can be used in the quick search process. Indicate the days of the week and start and end times for each day the client needs care for this child.
To enter this information:

  1. Click in check box to the right of the first day for which the child needs care.
  2. Enter the time the client needs to drop off the child for care (Start Time) and the time the client is able to pick up the child from care (End Time) for that day. Enter times with an "am" or "pm" after the time in either upper or lower case. If the time is not an even hour, enter a colon and then the part of the hour (i.e. 3:00 pm could be entered as 3pm, 3PM, or 3P, however 3:30 pm would be entered as 3:30pm or 3:30PM). Military time (24 hour clock) is also accepted in both the Start and End Times fields, and will be converted to conventional time after the page is saved.
  3. After the times for the first day have been entered, click on the next day that the child needs care. The Start and End Times will be repeated.
  4. If the child needs care for different hours on a specific day, it is possible to edit the Start and End Times to reflect the correct hours.
  5. Do this for every day the client needs care.
    NOTE: The Start and End Times will only be saved for the days of the week that are checked!
  6. If the hours change, make the change on the first day of the week, then click twice on the other days of the week to change times on other days.

General Local Four [Default Field Name]  Check the appropriate box or boxes in this field, depending on how the R&R has configured. This field is NOT used in the quick search process.

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Extra Care Services

Drop In, 24-Hour, Before School, After School, Rotating, and Temp/Emergency  Check the appropriate boxes that indicate the particular times or situations in which the client needs care for this child. This field can be used in the quick search process.

>>Type of Care  Check the appropriate box or boxes to indicate the type(s) of care that the client is willing to consider for this child. Selections include "Child Care Center," "Family Child Care," "Preschool Program," "School Age Program," and up to six additional selections defined by the R&R. This field can be used in the quick search process.

Quality Rating Select the lowest rating the client is willing to consider for this child. The ratings are listed from lowest to highest, in order. This field can be used in the quick search process.

Environment  Check the appropriate box or boxes in this field, depending on how the R&R has configured it. This field can be used in the quick search process.

Languages Check the appropriate box or boxes to indicate the language or languages spoken by the client or in the client's home. This field can be used in the quick search process.

>>Special Needs  Check the appropriate box or boxes in this field, depending on how the R&R has configured it. This field can be used in the quick search process.

Local One [Default Field Name]  Check the appropriate box or boxes in this field, depending on how the R&R has configured. This field can be used in the quick search process.

Local Two [Default Field Name]  Check the appropriate box or boxes in this field, depending on how the R&R has configured. This field can be used in the quick search process.

Local Three [Default Field Name]  Check the appropriate box or boxes in this field, depending on how the R&R has configured. This field can be used in the quick search process.

General Local Five [Default Field Name]  Check the appropriate box or boxes in this field, depending on how the R&R has configured. This field is NOT used in the quick search process.

Local Four [Default Field Name]   Check the appropriate box or boxes in this field, depending on how the R&R has configured. This field is NOT used in the quick search process.

Local Five [Default Field Name]   Check the appropriate box or boxes in this field, depending on how the R&R has configured. This field is NOT used in the quick search process.

Elementary School  Select the elementary school which the client's child attends or would attend. To select additional elementary schools for the same child, press the <Ctrl> key on the keyboard while clicking the mouse on each additional elementary school needed. This field can be used in the quick search process. Selected schools will be moved to the top of the list for easier reference later; unselecting a school will move it back to its defined place on the list. WARNING: clicking on multiple schools without holding the <Ctrl> key will result in only one school being selected. All others will be deselected.

Unselect All  Clicking this button will erase all entries in the Elementary School field.

Transportation  Select the Transportation options matching the clients request. To select additional transportation options, do so by pressing the <Ctrl> key on the keyboard while clicking the mouse on each additional transportation option desired by the client. This field can be used in the quick search process. Selected values will be moved to the top of the list for easier reference later; unselecting a value will move it back to its defined place on the list. WARNING: clicking on multiple transportation options without holding the <Ctrl> key will result in only one option being selected. All others will be deselected.

Comments  Enter any relevant comments in this box. Space for comments is virtually unlimited, although only the first few lines will be available for viewing without scrolling.

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Adding Additional Children

If the client has multiple children, once the first child is entered, the information can automatically be repeated for additional children. It is important to complete all information on the first child to ensure all data is replicated.

  1. Click <Add Child>
  2. All data except name, birthdate and gender is repeated from the current child's screen to the new child's.
  3. Enter Child's Name, birthdate and gender (if desired).
  4. Make any needed changes specific to this additional child (for example, Special Needs, different type of care, etc).
  5. Repeat steps 1 through 5 until all children needing care are entered.

Users with the security levels "Create, Modify, Reports and Delete" or "Administrator" can delete a child's record by clicking <Delete Child>. A child must first be saved before the <Delete Child> button appears.

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Statistics

Client's Age  From the drop down list, select the entry that best describes the client's age. Selections are configured by the R&R.

>>Relation to Children  From the drop down list, select the entry that describes the client's relationship to the child. Selections include "Father," "Mother," "Grandparent," "Guardian," and up to six additional selections defined by the R&R.

>>Employment Status  From the drop down list, select the entry that describes the client's employment status. Selections include "Employed," "Seeking Employment," "At Home," "Student," and up to six additional selections defined by the R&R.

Income Category  From the drop down list, select the entry that best describes the client's income. Selections are configured by the R&R.

Family Size  Enter the number of people in the client's family

CLI CFG 5 Text Field [Default Field Name] Enter text as defined by definition the R&R has assigned the field. 

>>Adults Click on the appropriate radio button to indicate the appropriate household composition for this client "Single Adult in Household" or "Two or More Adults in Household."

CLI CFG 6 Date Field [Default Field Name] Enter a date as defined by definition the R&R has assigned the field. 

Subsidy Eligibility  An list, configured by the R&R, contains subsidy eligibility requirements relevant in the area. The field is designed so counselors may scroll through the list and determine basic eligibility status for a client. Selected values will be moved to the top of the list for easier reference later; unselecting a value will move it back to its defined place on the list.

Eligibility Status  Based on the information provided in Subsidy Eligibility and the counselor's knowledge of available subsidies, check the appropriate box or boxes indicating subsidies for which this client or this client's child or children might be eligible. Selected values will be moved to the top of the list for easier reference later; unselecting a value will move it back to its defined place on the list.

>>Child Health Check the appropriate box or boxes to indicate the client's interest in the Child Health program.

Referred By  Check the appropriate box or boxes to indicate how the client was referred to the R&R. Selections are configured by the R&R.

Reasons for Seeking  Check the appropriate box or boxes to indicate why the client is seeking care. Selections are configured by the R&R.

Statistic One  Check the appropriate box or boxes in this field, depending on how the R&R has configured.

Statistic Two  Check the appropriate box or boxes in this field, depending on how the R&R has configured.

>>Census Bureau Questions  Select the appropriate values from each drop down list to indicate the client responses for ethnicity and language questions. Client race is a pick list. To select a single value, click on the desired value to highlight it. To select multiple client race values, do so by pressing the <Ctrl> key on the keyboard while clicking the mouse on each additional race value indicated by the client.

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Referrals

Quick Search | Adding Custom Search Criteria | Print Referrals | Printing Referrals | Add Referrals | Previous Referrals | Deleting or Modifying Referrals

This section includes the following: Quick Search, Service Request Tracking, Print Referrals, Add Referrals and Previous Referrals. Referrals saved during the quick search are automatically saved to the client's record, in the Previous Referrals section. Users can get to this section by clicking on the Referrals main menu item, or by clicking Find Providers on the Child page.

Quick Search

The Quick Search is named as such for two reasons. First, the process does not require multiple data entry. The data entered in the client record during intake is used for the quick search. Second, the search is quicker because the program is designed to process this more quickly than a custom search.

Service Request Tracking

Service request tracking can be enabled by the administrator to track search criteria used during provider referral searches. The administrator can enable service request tracking that occurs automatically or manually; depending on the option set, there may be buttons on the referrals screen.

If service request tracking is set to "Manual", a "Start New Request Tracking" button appears at the top. Click the button to track aspects of each search pre-defined by the adminstrator. After searching and saving referrals, click the "Stop New Request Tracking" button to end tracking. Request tracking can also be stopped before referrals are saved if multiple "test" searches are needed to determine the best search criteria.

If service request tracking is set to "Automatic", the administrator can allow tracking to be overridden on a case-by-case basis. An "Ignore Tracking" button will appear at the top if override is allowed. Click "Ignore Tracking" to search for community referrals without tracking the service request criteria. Click "Enable Tracking" to turn tracking on again.

If these buttons do not exist on the Referrals screen, service request tracking is done automatically and cannot be overridden.

Select Children for Provider Quick Search

To select the child or children for whom the search is to be conducted, click in the box or boxes next to the child or children's names.

If more than one child is selected, the search will look for providers matching the selected search criteria for all of the children selected (i.e., if an infant, a three-year-old and a twelve-year old are selected, then search by Age of Child, the <Find Provider> function will look for providers who accept children in all three of these age groups).

At least one child must be selected or a search cannot be conducted.

Distance

If the client address has been validated, enter the number of miles to search a radial (i.e. circular) distance from the client's address(es). Miles radius can also be entered in decimal fraction amounts, for instance 1.5 miles radius. See example of distance area below:

  ___   Distance from selected address or addresses  ___miles
 
Please Note: Only select addresses for searching which have been geocoded. Searching with addresses that have NOT been geocoded may produce incorrect search results.
 
If the client's address was not successfully geocoded, then under the last child, the text will read "There are no map coordinates for this Client.  Search by Location is not available."

To disable the radial search, remove the check from the "Distance from selected address" box.

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Select Standard Search Criteria

Select the criteria on which the search is to be conducted.

  1. A check in the box to the left of the search criteria indicates that the field has been selected.
    NOTE: Administrative users may now set defaults for standard search criteria. See Referrals Administration for additional information.
  2. Remove or add check marks for any criteria field that should be excluded or included in the search process.
  3. The more criteria selected in the search, the smaller the number of likely matches.
  4. At least one child and one field must be checked in order for the search to function.
  5. List of Standard Search Criteria:
  6. <Remove Checks> clears all the selected criteria so the user may begin from scratch.
  7. Once all desired selection criteria are finalized, click <Find Providers> below the search criteria to proceed with the search.
  8. When the search is complete, the Quick Search Results page appears in a new window opening up on top of the client Referrals screen. This screen includes the Search Statistics, followed by the list of providers found.
  9. If too few or no results are found, click <Refine Search> to return to the previous page and remove selected criteria to increase Matching Provider Entries
  10. The items on the Quick Search Results page indicate which fields are causing the search failure. Removing one of these search criteria will not necessarily result in that many additional matches, as another search criteria may now cause the search to fail. By showing the failures, this quickly develops inherent knowledge as well as helping users to understand community needs. By showing how a change in hours affects a particular neighborhood, the counselor can begin to develop a sense of what types of information to provide in counseling to the client to increase the understanding of the impact on the search. In addition, this page can be printed and included in the printout to indicate to the client the impact the search criteria has on the search, reinforcing the counseling provided by phone.
  11. If too many results are found, click <Refine Search> to return to the previous page and add selected criteria to decrease the number of Matching Provider Entries. Custom search criteria can be added to further customize the search for the client.
  12. Once the desired number of providers is located, scroll down to the bottom of the list and view the Matching Providers section.

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Adding Custom Search Criteria to the Quick Search

The Quick Search fields are based on the most common fields utilized by R&Rs. If a specific field, or fields, needs to be added to further customize the search for a client, fields can be added using the Custom Search integration process. For instance, if the client wants to locate an accredited program, or a provider who does not offer driving field trips, this could be accomplished through the Custom Search.

To add custom search criteria:

  1. Click <Find Provider> on the top or bottom of the Child Page, or go to the Referrals page.
  2. At least one child and one standard search criteria field must be selected.
  3. Click <Custom Search>.  A new window will open up with the Provider Custom Search Fields selection page.
  4. On the Provider Custom Search Field Selection page, select the field names for the desired additional search criteria. For example, Accreditation. It is also possible to select a previously saved search.
  5. Once the fields are selected, scroll to the bottom and click <Next>.
  6. On the Provider Query Builder page, detail the query. For more information on using the Custom Search Function and on constructing queries, see the Custom Search help screen.
  7. Once the query is complete, click <Add Query and Continue>
  8. The program will return to the Quick Search Results page.
  9. The number of records that fail due to any one or more of the custom search criteria will show on the Quick Search Results page in Search Statistics.

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Tips on adding custom search criteria to the quick search:

Once the desired number of providers is located, scroll down and view the Matching Providers section.

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Matching Providers

At the top of this page is a table listing basic information about providers that matched the search criteria.  The following information is listed:

For distance to be displayed, the following must be met:

  1. Both the client and the provider records were successfully geocoded.
  2. The box to the left of the text "Distance from address" is checked.
  3. The number of miles is entered in the box to the right of the text "Distance from address"
  4. One or more of the address fields (Location, Mailing, Address3 and Address4) is selected in the search criteria.

NOTE: If only one address is selected, this distance is from the searched address. If multiple addresses are searched, the mileage is from the closest address to each specific provider record. For instance, if multiple addresses are searched, the first provider's mileage may be 3 miles from Location and the second provider's mileage may be 2 miles from Mailing.

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Selecting Referrals

Make referral is marked to indicate the record should be referred to this client. All displayed providers are selected by default. To remove all checks, scroll to the bottom of the provider list and click <Remove Checks>.

To view a provider record in detail:

  1. Click <View>.
  2. The provider's record will be displayed in a new window in Read Only mode.
  3. Review the provider's information and decide if a referral to this provider is desired. It is possible to view the entire record by scrolling up and down in the record or by clicking on a menu item in the left menu. The left main menu and the Return to Top in the bottom right will float as you scroll through the record. It is not possible to modify the provider record in this process.
  4. When viewing of the record is complete, click <Close Window> at the top of the record which returns you to the Matching Providers list. Continue until all desired records are viewed.
  5. If none of the results meet the needs of the client, click <Refine Search> and modify the search criteria.
  6. Once all desired providers are marked in the Refer column, click <Save Referrals>.

    NOTE: Only click <Save Referrals> when you are ready to create the referral printout for the client.

  7. A new window, Client Referrals, will open. At the top is the referrals saved this day, followed by the print options.
    NOTE: Referrals must be saved in order to print a Provider Summary Report or Provider Profiles. Once a provider is referred, it may only be edited or deleted by a user with Create, Modify, Reports and Delete security level or higher.

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Print Referrals

Users can print referrals immediately following saving referrals in the quick search process, or by going to the Print Referrals section of the Referral Page. Users printing directly from the Quick Search Process will be taken immediately to the Client Referrals Page. Users needing to return to print a list at a later time should go to the Referral page, Print Referrals section.

To print referrals saved on a previous date, go to Print Referrals.

  1. Enter the date of the referrals needing printing in the Referral Date field and click <List Referrals>. Note: If 12/23/2002 is entered, only those referrals saved on 12/23/2002 will print.
  2. If a user desires to print ALL referrals saved for the client, leave the Referral Date blank.
  3. If a user needs to print only referrals they made to the client, the user may place a check mark in Show Referrals for Current User Only.
  4. A Client Referrals page opens in a new window.

Referral Printouts

Once the Client Referrals page is opened, the listed referrals may be printed in the following formats: Provider Summary, Provider Profile and Custom Report. By default all referrals are selected to print; unselect any referrals you don't want included on the report before setting the referral printout options.

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Provider Summary Report

A Provider Summary Report is a basic listing of information about the providers referred to a client. Users choose the appropriate fields needed to meet the client's requests for information. The following is an example of the form used to choose fields for the summary printout, followed by the definitions for the summary report areas.

Note: Administrators may create default Summary options in Administration > Referrals.

Users can utilize the default options, or modify the fields to create a custom printout for the client. The areas are:

General

Provider Name Option: Applies only to providers with Family Child Care or a family child care type (preceded by (FCC)) as the Type of Care. Printouts for center based providers will always show the provider's full name. Choices include: First and Last Names (default), First Name Only, and Do Not Display Name.

Street Address Option: Applies only to providers with Family Child Care or a family child care type (preceded by (FCC)) as the Type of Care. Printouts for center based providers will always show the provider's full street address. Choices include: Display Complete Street Address, Display Street Name Only, and Do Not Display Street Address.

Contact

Select up to three Contact fields to print on the summary printout. The contact fields include two configurable text fields, a configurable date field, a configurable check field, the two phone numbers with area codes, email and website.

Care Type

Select up to four Care Type fields to print on the summary printout. The care type fields include all but the EIN/SSN field in the License section on the provider general screen, Type of Care, Quality Indicators and Ages Served.

Shift Details

Select up to two shift related fields to print on the summary printout. The shift fields include rates, days and hours, child/adult ratio, the two configurable text and two configurable date fields and care schedules such as full time and part time. Select the shift name which best fits the client's needs for the summary. To print information for multiple shifts, please use the Provider Profile.

Rates

If rates are desired on the summary report, first select Rates above in Shift Type 1 or 2. Then check each of the age groups for which to print corresponding rates. Rates for the selected age groups will print on the Provider Summary report.

If a rate age group is not selected, no rates will print on the Summary report. In addition, if no rates have been saved to the provider for the selected age group or the provider has "No" selected in the Print Rates field, the statement "Please call for rates" will appear on the printout.

Attributes

Select two additional fields of information to print on the summary. The selection list includes fields on the attributes screen as well as other fields in the provider record.

Number per Page

A user can pick the number of summaries that should be printed on one page. Note: The amount of data supersedes the number per page setting. Therefore, if the number per page is set to 6, a page break is added after the 6th provider's information. If the R&R has chosen to include many of the fields available for the printout, the report will print with fewer than 6 per page. Six will print per page only if a limited number of the field options are chosen. See below for how to preview the printout before printing to see if modifications need to be made.

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Provider Profiles

To print Provider Profiles instead of, or in addition to, the Provider Summary Report, choose the Provider Profile option on the left side of the screen. Provider Profiles are more detailed listings of information about the providers referred, and are generally printed one to two pages per provider. Using this printout option for a list of 5 referrals will generate 5-10 pages of information.

General

Provider Name Option: Applies only to providers with Family Child Care or a family child care type (preceded by (FCC)) as the Type of Care. Printouts for center based providers will always show the provider's full name. Choices include: First and Last Names (default), First Name Only, and Do Not Display Name.

Street Address Option: Applies only to providers with Family Child Care or a family child care type (preceded by (FCC)) as the Type of Care. Printouts for center based providers will always show the provider's full street address. Choices include: Display Complete Street Address, Display Street Name Only, and Do Not Display Street Address.

Contact

Select up to three Contacts to print on the profile printout. The contact fields include two configurable text fields, a configurable date field, a configurable check field, the two phone numbers with area codes, email and website.

Care Type

Select up to six Care Type fields to print on the profile printout. The care type fields include all but the EIN/SSN field in the License section on the provider general screen, Type of Care, Quality Indicators and Ages Served.

Shift Details

Select up to four Shift related fields to print on the profile printout. The shift fields include rates, days and hours, child/adult ratio, the two configurable text and two configurable date fields and care schedules such as full time and part time. On the Provider Profile, information will appear on all shifts with data.

Rates

If rates are desired on the summary report, first select Rates above in Shift Type 1 or 2. Then check each of the age groups for which to print corresponding rates. Rates for the selected age groups will print on the Provider Summary report.

If a rate age group is not selected, no rates will print on the Summary report. In addition, if no rates have been saved to the provider for the selected age group or the provider has "No" selected in the Print Rates field, the statement "Please call for rates" will appear on the printout.

Attributes

Select up to 10 additional fields of information to print on the summary. The selection list includes fields on the attributes screen as well as other fields in the provider record.

Comments

If desired, select one of the provider Comments fields to print on the Provider Profile. Users can select from Shifts Comments, Attributes Comments, or Specifics Comments.

Add Additional Comments

Users can add additional comments at the bottom of each Profile; the same lines will appear on each Profile that is printed at the same time.  This may be used to thank the client, or provide the counselor phone number and contact information.

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Printing the Provider Summary and Profile Reports

Once the desired field options are selected, click <Print Summary> or <Print Profile(s)> at the bottom of the Provider Profile section. The providers referred will be displayed in a new window named "NACCRRAware Provider Profile List".

  1. Click on the File menu at the top of the browser to pull down the menu.
  2. Click on the Print selection on the menu. A Print window will appear.
  3. Left click the <OK> button to print the report, or the <Cancel> button to cancel this window.
  4. To preview the print, click on File in the menu and choose Print Preview. A new window will open. Close it to return to the original window.
  5. To finish the referral process, close the printout and return to the Referral screen.

Emailing the Provider Referral Summary and Profile Reports

Before this function can be used, the following information must be complete:

To email the provider referral printouts, click <Email Referrals> at the bottom of the Provider Profile or Provider Summary setup section. An email dialogue window opens with certain non-configurable/non-editable fields already filled in: the client's email address (copied from the Email field on the General screen to the email "To" field), the user's email address (copied from the administration screen to the email "Bcc" field), the email subject "Child Care Referrals", and a non-configurable disclaimer titled "Default Header Message". If any changes are necessary, the user will need to cancel the email and make corrections where needed in NACCRRAware. A PDF document created from the referral printout is attached to the email along with any default referral documents attached by the administrator. Counselors may add additional email addresses to receive the email in the email "Cc" field and they may also add additional text to the email body. If additional attachments are needed, click the "Attach Another File" link. When finished, click <Send Email>. A copy of the email with the attached referral printout and any additional documentation will be sent to the counselor's email address as entered on their user administration screen and in the Bcc field of the email.

IMPORTANT: No copies of these emails are sent to NACCRRA or kept on the NACCRRAware server. Agencies will need to decide for themselves if they need to maintain the copy emailed to the counselor.

Creating a Custom Printout

To create a custom printout in place of, or in addition to the other printout options, scroll to the bottom of the Provider Summary area on the Clients Referrals page. Click <Print Custom Report>. To create a custom report printout, choose the desired fields. To utilize a saved custom report, pull down the appropriate saved report and click <Retrieve Report>.  For more information on creating a custom report, see the Custom Search/Report help screen.

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Add Referrals

To add referrals manually, enter the corresponding Provider ID in the box provided and left click on the <Add Referral> button. The referral will now be listed on the Previous Referrals list and may be printed through the Print Referrals area.

Previous Referrals

The Previous Referrals section lists all referrals that have been made to the client. Referrals are listed in this section as soon as the referral process is completed, with the most recent referrals listed on the top of the list. Referrals saved through the Add Referral process, as well as through the quick search, show in this section. The list shows the Provider ID, Provider Name, Date Referred, and Referred by. There is also a column to mark referrals which need to be edited or deleted. Only those with users with one of the top two security levels access may modify or delete referrals. All providers referred through an IMM search are listed as well; Referred By provides the profile name used by the client to access the IMM.

Deleting or Modifying Referrals

Users with Create, Modify, Reports and Delete security level or higher may modify the date of selected referrals or delete saved referrals.

  1. Left click in the Edit/Delete box to the right of the referral(s) to be modified or deleted.
  2. To change the date of the selected referrals, place the cursor in the date referred box and type in a new date.
  3. Once the dates are changed, scroll to the bottom of the referral list and click <Update Referral>.
  4. To delete selected referrals, place the check mark in the box to the right of the referrals to be deleted.
  5. Scroll to the bottom of the referral list and click <Delete Referral>.
  6. A warning message will appears asking if you are sure you want to delete the selected referrals.
  7. If this is correct, click <OK>. If this has been clicked in error, click <Cancel>.

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Community Referrals

Quick Search | Adding Custom Search Criteria | Print Referrals | Referral Printouts | Add Referrals | Previous Referrals | Deleting or Modifying Referrals

This section includes the following: Quick Search, Print Referrals, Add Referrals and Previous Referrals. Referrals saved during the quick search are automatically saved to the client's record, in the Previous Referrals section. Users can get to this section by clicking on the Community Referrals main menu item, or by clicking Find Communities on the General page.

Quick Search

The Quick Search is named as such for two reasons. First, the process does not require multiple data entry. The data entered in the client record during intake is used for the quick search. Second, the search is quicker because the program is designed to process this more quickly than a custom search.

Service Request Tracking

Service request tracking can be enabled by the administrator to track search criteria used during community referral searches. The administrator can enable service request tracking that occurs automatically or manually; depending on the option set, there may be buttons on the community referrals screen.

If service request tracking is set to "Manual", a "Start New Request Tracking" button appears at the top. Click the button to track aspects of each search pre-defined by the adminstrator. After searching and saving referrals, click the "Stop New Request Tracking" button to end tracking. Request tracking can also be stopped before referrals are saved if multiple "test" searches are needed to determine the best search criteria.

If service request tracking is set to "Automatic", the administrator can allow tracking to be overridden on a case-by-case basis. An "Ignore Tracking" button will appear at the top if override is allowed. Click "Ignore Tracking" to search for community referrals without tracking the service request criteria. Click "Enable Tracking" to turn tracking on again.

If these buttons do not exist on the Community Referrals screen, service request tracking is done automatically and cannot be overridden.

Select Children for Community Quick Search

To select the child or children for whom the search is to be conducted, click in the box or boxes next to the child or children's names. The Languages field is tied to the child records and is used during the Community Quick Search.

At least one child must be selected or a search cannot be conducted.

Distance

If the client address has been validated, enter the number of miles to search a radial (i.e. circular) distance from the client's address(es). Miles radius can also be entered in decimal fraction amounts, for instance 1.5 miles radius. See example of distance area below:

  ___   Distance from selected address or addresses  ___miles
 
Please Note: Only select addresses for searching which have been geocoded. Searching with addresses that have NOT been geocoded may produce incorrect search results.
 
If the client's address was not successfully geocoded, then under the last child, the text will read "There are no map coordinates for this Client.  Search by Location is not available."

To disable the radial search, remove the check from the "Distance from selected address" box.

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Select Standard Search Criteria

Select the criteria on which the search is to be conducted.

  1. A check in the box to the left of the search criteria indicates that the field has been selected.
    NOTE: Administrative users may set defaults for standard search criteria. See Referrals Administration for additional information.
  2. Remove or add check marks for any criteria field that should be excluded or included in the search process.
  3. The more criteria selected in the search, the smaller the number of likely matches.
  4. At least one child and one field must be checked in order for the search to function.
  5. List of Standard Search Criteria:
  6. <Remove Checks> clears all the selected criteria so the quick search can be reset.
  7. Once all desired selection criteria are finalized, click <Find Communities> below the search criteria to proceed with the search.
  8. When the search is complete, the Quick Search Results page appears in a new window opening on top of the client Community Referrals screen. This screen includes the Search Statistics, followed by the list of communities found.
  9. If too few or no results are found, click <Refine Search> to return to the previous page and remove selected criteria to increase Matching Community records.
  10. The items on the Quick Search Results page indicate which fields are causing the search failure. Removing one of these search criteria will not necessarily result in that many additional matches, as another search criteria may now cause the search to fail.
  11. If too many results are found, click <Refine Search> to return to the previous page and add selected criteria to decrease the number of Matching Community records. Custom search criteria can be added to further customize the search for the client.

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Adding Custom Search Criteria to the Quick Search

If a specific field, or fields, needs to be added to further customize the search for a client, a Custom Search can be added.

To add custom search criteria:

  1. Click <Find Communities> on the bottom of the client General page, or go to the Community Referrals page.
  2. At least one child and one standard search criteria field must be selected.
  3. Click <Custom Search>.  A new window will open up with the Community Custom Search Fields selection page.
  4. On the Community Custom Search Field Selection page, select the field(s) for the custom search query. It is also possible to select a previously saved search.
  5. Once the fields are selected, scroll to the bottom and click <Next>.
  6. On the Community Query Builder page, detail the query. For more information on using the Custom Search Function and on constructing queries, see the Custom Search help screen.
  7. Once the query is complete, click <Add Query and Continue>
  8. The custom search query will be added to the Quick Search criteria.
  9. The number of records that fail due to any one or more of the custom search criteria will show on the Quick Search Results page in Search Statistics.

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Tips on adding custom search criteria to the quick search:

Once the desired number of communities is located, scroll down and view the Matching Communities section.

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Matching Communities

At the top of this page is a table listing basic information about community records that matched the search criteria. The following information is included:

For distance to be displayed, the following must be met:

  1. Both the client and the community records were successfully geocoded.
  2. The box to the left of the text "Distance from address" is checked.
  3. The number of miles is entered in the box to the right of the text "Distance from address"
  4. One or more of the address fields (Location, Mailing, Address3 and Address4) is selected in the search criteria.

NOTE: If only one address is selected, this distance is from the searched address. If multiple addresses are searched, the mileage is from the closest address to each specific community record. For instance, if multiple addresses are searched, the first community record's mileage may be 3 miles from Location and the second community record's mileage may be 2 miles from Mailing.

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Selecting Referrals

Place a check mark in the Refer column to indicate the record should be referred to this client. All matching communities are selected for referral by default. To remove all checks, scroll to the bottom of the community list and click <Remove Checks>.

To view a community record in detail:

  1. Click <View>.
  2. The community record will be displayed in a new window in Read Only mode.
  3. Review the community information and decide if a referral to this community is desired. It is possible to view the entire record by scrolling up and down in the record or by clicking on a menu item in the left menu. The left main menu and the Return to Top in the bottom right will float as you scroll through the record. It is not possible to modify the community record in this process.
  4. When viewing of the record is complete, click <Close Window> at the top of the record which returns you to the Matching Communities list. Continue until all desired records are viewed.
  5. If none of the results meet the needs of the client, click <Refine Search> and modify the search criteria.
  6. Once all desired communities are marked in the Refer column, click <Save Referrals>.

    NOTE: Only click <Save Referrals> when you are ready to create the referral printout for the client.

  7. A new window, Client Referrals, will open. At the top is the referrals saved this day, followed by the print options.
    NOTE: Referrals must be saved in order to print a Community Summary Report or Community Profiles. Once a community is referred, it may only be edited or deleted by a user with Create, Modify, Reports and Delete security level, or an Administrator.

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Print Community Referrals

Users can print referrals immediately following saving referrals in the quick search process, or by going to the Print Community Referrals section of the Community Referrals page.

To print referrals saved on a previous date, go to the Print Community Referrals section.

  1. Enter the date of the community referrals to print in the Community Referral Date field and click <List Referrals>. Note: If 12/23/2012 is entered, only those referrals saved on 12/23/2012 will print.
  2. If a user desires to print ALL community referrals saved for the client, leave the Referral Date blank.
  3. If a user needs to print only referrals they made to the client, the user may place a check mark in Show Referrals for Current User Only.
  4. A Client Referrals page opens in a new window.

Referral Printouts

Once the Client Referrals page is opened, the listed referrals may be printed in the following formats: Community Summary, Comunity Profile and Custom Report. By default all referrals are selected to print; unselect any referrals you don't want included on the report before setting the referral printout options.

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Community Summary Report

A Community Summary Report is a basic listing of information about the communities referred to a client. Users choose the appropriate fields needed to meet the client's requests for information. The following is an example of the form used to choose fields for the summary printout, followed by the definitions for the summary report areas.

Note: Administrators may create default Summary options in Administration > Referrals.

Users can utilize the default options, or modify the fields to create a custom printout for the client. The areas are:

Contact

Select up to three Contact fields to print on the summary printout. The contact fields include the two phone numbers with area codes, email and website.

Attributes

Select two additional fields of information to print on the summary.

Number per Page

A user can pick the number of summaries that should be printed on one page. Note: The amount of data supersedes the number per page setting. Therefore, if the number per page is set to 6, a page break is added after the 6th community's information. If the R&R has chosen to include many of the fields available for the printout, the report will print with fewer than 6 per page. Six will print per page only if a limited number of the field options are chosen. See below for how to preview the printout before printing to see if modifications need to be made.

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Community Profiles

To print Community Profiles instead of, or in addition to, the Community Summary Report, choose the Community Profile option on the left side of the screen. Community Profiles are more detailed listings of information about the communities referred, and are generally printed one to two pages per community record. Using this printout option for a list of 5 referrals will generate 5-10 pages of information.

Contact

Select up to three Contacts to print on the profile printout. The contact fields include the two phone numbers with area codes, email and website.

Attributes

Select up to 5 additional fields of information to print on the summary.

Comments

If desired, select the community Comments fields to print on the Community Profile.

Add Additional Comments

Users can add additional comments at the bottom of each Profile; the same lines will appear on each Profile that is printed at the same time. This may be used to thank the client, or provide the counselor phone number and contact information.

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Printing the Community Summary and Profile Reports

Once the desired field options are selected, click <Print Summary> or <Print Profile(s)>. The communities referred will be displayed in a new window named "NACCRRAware Community Profile List".

  1. Click on the File menu at the top of the browser to pull down the menu.
  2. Click on the Print selection on the menu. A Print window will appear.
  3. Left click the <OK> button to print the report, or the <Cancel> button to cancel this window.
  4. To preview the print, click on File in the menu and choose Print Preview. A new window will open. Close it to return to the original window.
  5. To finish the referral process, close the printout and return to the Referral screen.

Emailing the Community Referral Summary and Profile Reports

Before this function can be used, the following information must be complete:

To email the community referral printouts, click <Email Referrals>. An email dialogue window opens with certain non-configurable/non-editable fields already filled in: the client's email address (copied from the Email field on the General screen to the email "To" field), the user's email address (copied from the administration screen to the email "Bcc" field), the email subject "Child Care Referrals", and a non-configurable disclaimer titled "Default Header Message". If any changes are necessary, the user will need to cancel the email and make corrections where needed in NACCRRAware. A PDF document created from the referral printout is attached to the email along with any default referral documents attached by the administrator. Counselors may add additional email addresses to receive the email in the email "Cc" field and they may also add additional text to the email body. If additional attachments are needed, click the "Attach Another File" link. When finished, click <Send Email>. A copy of the email with the attached referral printout and any additional documentation will be sent to the counselor's email address as entered on their user administration screen and in the Bcc field of the email.

IMPORTANT: No copies of these emails are sent to NACCRRA or kept on the NACCRRAware server. Agencies will need to decide for themselves if they need to maintain the copy emailed to the counselor.

Creating a Custom Printout

To create a custom printout in place of, or in addition to the other printout options, scroll to the bottom of the Community Summary area on the Client Community Referrals page. Click <Print Custom Report>. To create a custom report printout, choose the desired fields. To utilize a saved custom report, pull down the appropriate saved report and click <Retrieve Report>.  For more information on creating a custom report, see the Custom Search/Report help screen.

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Add Community Referral

To add community referrals manually, enter the corresponding Community ID in the box provided and left click on the <Add Referral> button. The referral will now be listed on the Previous Referrals list and may be printed through the Print Referrals area.

Previous Community Referrals

The Previous Community Referrals section lists all community referrals that have been made to the client. Referrals are listed in this section as soon as the referral process is completed, with the most recent referrals listed on the top of the list. Referrals saved through the Add CommunityReferral process, as well as through the quick search, show in this section. The list shows the Community ID, Community Name, Date Referred, and Referred by. There is also a column to mark referrals which need to be edited or deleted. Only those with users with one of the top two security levels access may modify or delete referrals.

Deleting or Modifying Referrals

Users with Create, Modify, Reports and Delete security level or higher may modify the date of selected referrals or delete saved referrals.

  1. Left click in the Edit/Delete box to the right of the referral(s) to be modified or deleted.
  2. To change the date of the selected referrals, place the cursor in the date referred box and type in a new date.
  3. Once the dates are changed, scroll to the bottom of the referral list and click <Update Referral>.
  4. To delete selected referrals, place the check mark in the box to the right of the referrals to be deleted.
  5. Scroll to the bottom of the referral list and click <Delete Referral>.
  6. A warning message will appears asking if you are sure you want to delete the selected referrals.
  7. If this is correct, click <OK>. If this has been clicked in error, click <Cancel>.

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Follow-up

CLI CFG 7 Text Fld [Default Field Name] Enter text as defined by definition the R&R has assigned the field.

CLI CFG 8 Date Fld [Default Field Name] Enter a date as defined by definition the R&R has assigned the field.

Follow-Up Date Enter the date of the follow up work on this client.

Time Spent (in minutes) In this section, enter the time spent on various aspects of the client interaction with this particular client. To add additional time, manually compute the total and enter it in the appropriate category. The program will not do this automatically. Enter all times in minutes.

Initial Call Enter, in minutes, the time spent on the initial call with the client.

Preparing Referral Enter, in minutes, the time spent on preparing the referral for the client.

Check-In Call Enter, in minutes, the time spent on the check-in call with the client.

Additional Calls Enter, in minutes, the time spent on additional calls with the client.

Follow-Up Call Enter, in minutes, the time spent on the follow-up call with the client.

Time Saved for Client Enter, in minutes, the time that the client estimates they saved by using this service.

Quality of Options Check the appropriate box or boxes that indicate the client's assessment of the quality of options. This field is configured by the R&R.

Quality of Care Check the appropriate box or boxes that indicate the client's assessment of the quality of care.

Quality of R&R Services Check the appropriate box or boxes that indicate the client's assessment of the quality of the R&R services.

Satisfaction One Check the box or boxes that indicate the client's satisfaction is this area. Selections are configured by the R&R.

Satisfaction Two Check the box or boxes that indicate the client's satisfaction is this area. Selections are configured by the R&R.

Satisfaction Three Check the box or boxes that indicate the client's satisfaction is this area. Selections are configured by the R&R.

Satisfaction Four Check the box or boxes that indicate the client's satisfaction is this area. Selections are configured by the R&R.

Satisfaction Five Check the box or boxes that indicate the client's satisfaction is this area. Selections are configured by the R&R.

Satisfaction Six Check the box or boxes that indicate the client's satisfaction is this area. Selections are configured by the R&R.

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The outcome fields are most often configured to meet the data collection needs related to special funding (special grants for targeted clients, or corporate referrals) or to gather additional satisfaction fields.

Outcome One Check the appropriate box or boxes. Selections are configured by the R&R.

Outcome Two Check the appropriate box or boxes. Selections are configured by the R&R.

Outcome Three Check the appropriate box or boxes. Selections are configured by the R&R.

Outcome Four Check the appropriate box or boxes. Selections are configured by the R&R.

Outcome Five Check the appropriate box or boxes. Selections are configured by the R&R.

Outcome Six Check the appropriate box or boxes. Selections are configured by the R&R.

Outcome Seven Check the appropriate box or boxes. Selections are configured by the R&R.

Outcome Eight Check the appropriate box or boxes. Selections are configured by the R&R.

Outcome Nine Check the appropriate box or boxes. Selections are configured by the R&R.

Comments Enter any relevant comments in this box.  Space for comments is virtually unlimited, although only the first few lines will be available for viewing without scrolling.

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Action Log

The Action Log is intended to track the "history" of the client-R&R relationship, especially any updates to the NACCRRAware record for that client. Any time a client record is updated, the user should go to the Action Log, select an action from the list, and save it to the Action Log. Even if no other changes are made to the client's NACCRRAware record, it is still possible to record interactions with the client in the Action Log - an example is to record a Technical Assistance phone call or a referral to another social service agency. For the most accurate data collection on the number of referrals completed for a parent, the Action log should be configured to meet the reporting needs for counting referrals, such as First referral (for the first call), Expanded or Additional referral (for additional request during a case) and New Case (to indicate when the client search has begun again).

New Action

Date The current system date. This date can be changed should it be necessary to enter actions that were completed previously.

Counselor The user logged in to the system when the client record is being added or updated. This field cannot be edited and is why users should have a unique UserID.

Action From the drop down list, select the action that best describes the interaction with the client. Two actions are configured in the system and may not be changed:

Note: Users will be able to manually select mask actions, but lack of Action Log time stamp will indicate it is not an IMM access.

Remaining actions will vary depending on how the R&R has configured the actions.

Comments Enter any relevant comments in this box. Space for comments is virtually unlimited.

Previous Actions

This section provides a record of the previous actions for the client. Once an action is saved it will immediately be recorded as a Previous Action and will be saved to the top of the Previous Actions list.

Users with "Create, Modify, Reports and Delete" or "Administrator" security levels can modify or delete Action log entries.

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