CareMonkey Resource for SMs Version 2

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1 CareMonkey Resource for SMs Version 2 Contents Setting up CareMonkey with your school... 2 CareMonkey in contracts... 2 Confirming timeline for CareMonkey with coordinator... 2 Frontloading potential issues with coordinator... 2 Discussing CareMonkey at briefings... 2 Setting up your CareMonkey page... 3 The Apps Menu... 3 The CareMonkey administrator page... 3 Adding other administrators... 6 Editing group settings... 6 Editing advanced settings... 6 Changing your notification settings... 8 Set an rule in Outlook... 9 Collecting and managing profiles Uploading multiple profiles Creating a staff group when uploading Enabling messaging Adding a private note Setting frequency of parent reminders for the whole cohort Setting frequency of parent reminders for an individual profile Participants and staff that will not be using CareMonkey Following up incomplete profiles Managing groups Adding a group Deleting a group Generating a report Reports on the whole cohort Reports on a particular group Adding carers Enable messaging for Staff Carers Adding carers... 22

2 Setting up CareMonkey with your school CareMonkey in contracts The option of using CareMonkey is now written into contracts. This is important to point out at the time of contracting. Confirming timeline for CareMonkey with coordinator This can be added to the Client Checklist. For example: Task Responsibility Timeline Spreadsheet completed with: School 8 weeks out parent and teacher contact info group allocation where possible Info letter sent to parents Provided by OEG, sent by 8 weeks out school Info letter sent to school staff Provided by OEG, sent by 8 weeks out school Parents and school staff sent By SM 7 weeks out profile invitation School to follow up incomplete profiles Provided by OEG, followed up by school 4 weeks out Frontloading potential issues with coordinator Importance of determining who is the primary caregiver and primary holder o Only the primary caregiver address holder can add secondary caregivers o Past issues with separated parents o If schools are hesitant to give out parent s without confirming primary addresses, you can provide them with a copy of the Primary & Secondary Contact info (see CareMonkey online resource page). Format of excel spreadsheet first and last names either in separate columns full name, NOT Last, First. Spreadsheet template is available for coordinators. Importance of frontloading parents with a letter prior to sending out an invitation Current challenges with fitness to participate section of CM system gathering feedback, passing on SM details to troubleshoot. Determine whether school coordinator will be an administrator of the CM page. Discuss frequency of parent reminders (e.g. 7 days until 4 weeks out, then 3 days). If schools are interested in continuing a relationship with CareMonkey beyond the OEG program, they will need to enter into an agreement directly with CareMonkey. Discussing CareMonkey at briefings Acknowledge parents patience with new system Offer support and answer questions If time, have parents access and begin completing profile during briefing. Provide clarity to parents about the role of the school, OEG and CareMonkey in this system (i.e. make sure parents are contacting the school coordinator with medical info/questions not CareMonkey directly)

3 Setting up your CareMonkey page The Apps Menu This is the menu that will come up when you log in, or if you click My Apps within CareMonkey. Your own personal information can be accessed and changed via Care Central. The other buttons each link to the CareMonkey page for which you are an administrator. Typically there will be one of these for each program you are on. To have a page created, the CareMonkey Page Creator at OEG. It is worth just having a play with a CareMonkey dummy page. This has been set up for staff to play with and get to understand the system. The CareMonkey administrator page As an administrator, it is possible to interact with profiles on three levels you can manage the whole cohort, a single group, or the individual profile. Use the screenshots on the next pages as a guide to the main CareMonkey screen. The screen is divided into four areas Profiles, Groups, eforms and Staff Carers. You most likely will not need to use eforms.

4 Below are five key elements found on the CareMonkey Administrator page: 1. Profiles will be displayed in the top half of the screen. The bar at the top will indicate whether you are looking at All Profiles for the cohort, or a selection of profiles. If you click on a group, the profiles in that group will be displayed. 2. The Actions menu allows you to select a number of profiles and do the same thing with them. 3. The Filter profiles menu allows you to select profiles that meet certain criteria. If you are viewing a group at the time, the filter will only apply to students within that group. 4. For each profile and group there are two icons: Gives a very brief snapshot of group or profile status. Opens a profile menu for that student or group, where information can be viewed and changes made. 5. The Tools menu gives you access to bigger picture settings that will affect the whole page. The My Account menu gives you access to settings that affect you as an administrator (e.g. how often you get s).

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6 Adding other administrators Tools/Group Administrators Editing group settings Tools/Group Settings Use to add the questions in next image How often do you want parents to receive s? Uncheck No need to change these. Editing advanced settings Tools/Group Settings/Advanced Settings

7 This ensures we are asking students all the questions we need to. Make it look like this.

8 Changing your notification settings So you don t get bombarded with s! My Account/Notification Settings Change your settings to ensure that you don t get bombarded by s. Towards the beginning of the program you may want to increase the frequency of these again.

9 Set an rule in Outlook rules are used to automatically place incoming s in different folders. You can create a CareMonkey rule so that any incoming CareMonkey s don t go to your inbox but go straight to a CareMonkey folder. 1. Select an from the address you want to create a rule for. 2. Click on Rules/Create Rule 3. Check the top box, From CareMonkey Admin and the bottom box Move the item to folder: 4. Select the folder you want s to be directed to and click OK. 5. If you want existing s from this address to also be moved to the CareMonkey folder, click Run this rule now on messages already in the current folder in the next pop-up window.

10 Collecting and managing profiles Profiles can be added either individually or as a set on a spreadsheet. Start by clicking the ADD button in the top left corner. Uploading multiple profiles Make sure your spreadsheet has at minimum full name, parent , parent mobile. Optional: Secondary , groups. Provide OEG spreadsheet template. Click Choose file to select the file you want to upload, then Select Columns.

11 Use drop down menu to select the appropriate category for each column. Make sure the first row is not checked. For the column with group numbers, select Group Name 1. (This option allows students to be placed in multiple groups at the same time). Click Preview Changes. Confirm uploaded profile requests. At this point, any duplicates or changes will be highlighted and groups will be automatically created based on the spreadsheet. NOTE: If you do not have group allocations when student information is first uploaded, have the coordinator add groups to the same spreadsheet, then re-upload it. The CareMonkey system will recognise existing profile records and allocate groups appropriately.

12 Creating a staff group when uploading It is much easier for PLs if school staff profiles are identified in a group labelled Staff as well as their camp group. CareMonkey allows profiles to belong to multiple groups at the same time, so a school staff member could belong to both Group 3 and the Staff group. To do this, you can either drag staff into a new group manually, or create a staff group when you upload staff profiles. To create a staff group when you upload staff profiles, add a column to the spreadsheet that says staff next to each staff member. Once you reach the column selection page, choose Group Name 1 for camp groups, and Group Name 2 for the staff column. This will place staff in two groups a camp group, and a group labelled Staff. If a group does not already exist, it will be created at this step. Be careful not to override the camp groups for staff always select Group Name 2 for staff and Group Name 1 for camp groups.

13 Enabling messaging Click Enable messaging for Profiles when you are ready for parents and staff to receive profile invitation s. NOTE: s will NOT be sent to parents until this setting is enabled. If you add more profiles after enabling this feature, they should be sent an automatically within an hour (see View Audit Trail in their profile to check this). If this has not happened, you will need to select new profiles and click selected profiles under the Actions menu in order for parents to get an . Adding a private note Private notes can only be seen by administrators and carers, not parents. Be aware that school staff will have administrator and carer privileges in some cases. Open student s profile, click Private Notes. This will show all existing notes. Click Add a new note. Once a note has been added, it will show the number of notes in that file.

14 Setting frequency of parent reminders for the whole cohort This will be determined by the SM. Go to Tools/Group Settings, and change the Frequency reminder s drop down menu. (See Edit Group Settings instructions). Click SAVE. How often do you want parents to receive s? You must then go back into Tools/Group Settings, and click Reset Reminder Frequency for all Profiles. This will change the frequency for every profile to what you have set it as. If you do not do this, frequency of profile requests will NOT change even when you change it in Group Settings. You need to click this button again each time you upload new profiles, or the new ones will still be set to the default (5 days). You can t do this in one step, you need to save the frequency preferences first.

15 Setting frequency of parent reminders for an individual profile Sometimes you may want one profile to get reminders at a different frequency to another. Open the profile and Select View/Edit Profile Request. Change Send Reminder s dropdown menu. Click here to open individual profile

16 Participants and staff that will not be using CareMonkey Some staff or parents may prefer to use paper forms. They will need to be sent OEG medical forms to complete and these will need to be returned as normal. Instead of deleting their CareMonkey profile invitation, it is helpful to make a note on their profile and then change it to Manage this profile locally. Click here to open profile Add private note Ensure that you also turn off reminder s. Change to Never

17 Following up incomplete profiles SM will try to hand over completed medical information and groups by 3 weeks out as per normal. Actions taken to follow up Incomplete profiles --- Via changing reminder frequency as agreed with school e.g., every 5 days until 4 weeks out, then every 3 days, s and calls at SM s discretion Via s to school coordinator containing Incomplete Profiles summary (Reports menu, see below) AND/OR coordinator given access as administrator by SM When to do it by SM until 3 weeks out 3 weeks out or less Via phone call to school coordinator 2 weeks out or less Via SMS and function directly to parents through CareMonkey 1 week out or less PL and SM should CC each other on follow up s to coordinators and be in contact about phone calls so wires are not getting crossed. To generate an incomplete profiles report, use the reports menu. You can then copy the spreadsheet into an excel document.

18 Managing groups Adding a group Click Add in the Groups area of the main screen. Click Add Sub-Group. Name and save your group. You can now select and drag profiles into this group. Deleting a group Sometimes you will need to delete groups and begin again. You cannot delete a group until all students are removed from it. 1. Click on a group so that group members are displayed. 2. Use the Actions drop down menu to Select All Profiles. 3. Use the Actions menu to Remove Selected Profiles from this group. 4. Click on the bars to see group information for that group, then select Delete group.

19 Generating a report Reports on the whole cohort Tools/Reports Menu If you want to extract bulk information from the whole cohort, this is where to go. You can use this to find: List of s sent to parents List of missing asthma and allergy action plans (NOTE: this does NOT include Fitness to Participate forms these will need to be identified manually) s First select the Reports Menu, from under the Tools on the Administrator page. This General Reports menu will then provide a list of report options.

20 You will most commonly be using the Generate Report and the Various Profile Reports menus. These do the same thing. Here you can create reports that include: Table of incomplete profiles (which need to be copied to school coordinator by the SM close to program) Summary of students with all medical problems Summary of students who have mild allergies Summary of students with dietary issues You will have the option of selecting by profile or various medical conditions. Displays full profile Displays summary (no contact info)

21 Reports on a particular group This function works the same as the whole cohort function, but for a particular group. It will generate information to replace Medical Summaries. Each GL should get a printed Roll Call summary and a Medical Alerts summary for their group. Click here to see group information Click here to download all profile info into a spreadsheet.

22 Adding carers Enable messaging for Staff Carers Tools/Enable messaging for Staff Carers NOTE: It is critical that you Enable messaging for Staff Carers BEFORE adding carers. If this is done, a message will be sent AUTOMATICALLY once the carer is added. If you do not do this, there is no way to send the carer a message later. School staff, school AHC, CCs and GLs will need to be added as carers in order to access information for their group. School staff should have already filled out a personal profile and shared it with OEG. GLs will keep paper copies of their personal medical information in their medical kits. All carers will be notified by that they have been added as carers. If a carer does not have a personal CareMonkey login, they will be asked to create one before they can log in. Adding carers Click Add button in the Staff Carer box. Click the groups this person is to be a carer for. GLs and school staff should only be able to view their own group. Coordinators and PLs/CCs can view all groups (click top folder in this case, the one called OEG). Decide how often to send reminder s to carers. Don t worry about the eforms section. Click Save and Send Invitation.