FOR CASELOAD MANAGEMENT

Transcription

1 LOS ANGELES UNIFIED SCHOOL DISTRICT WELLIGENT STS REFERENCE GUIDE FOR CASELOAD MANAGEMENT Information Technology Training Branch December 2007 Version 6

2 Table of Contents OVERVIEW...3 SYSTEM REQUIREMENTS...4 LOGIN PROCESS...5 MESSAGE CENTER...8 OVERVIEW OF CASE MANAGEMENT HOW TO USE THE STUDENT SERVICES FILTER...15 WORKING WITH UNASSIGNED SERVICES USING THE SERVICE ASSIGNMENT WIZARD HOW TO REASSIGN CASELOADS HOW TO ASSIGN AND REMOVE ASSIGNED LOCATIONS FROM A SERVICE PROVIDER

3 OVERVIEW The Welligent Service Tracking System is a web based application that allows selected staff to document IEP assessments, schedule and document treatment sessions, set up group sessions and document non IEP screenings for special needs students via the Intranet and Internet. Using a Web browser, users can view and supply relevant information concerning these students on a prompt basis using sophisticated viewers and filters. The Welligent Service Tracking System will allow for the tracking of Special Education itinerant services, health services and for the billing of those services when appropriate. The Welligent System has been developed by Welligent, LLC and is part of the Special Education web based solution for the tracking of DIS encounters. The Welligent System will fully automate the current process of completing a burdensome amount of required paper work. This user guide will cover the following topics: System Requirements Login Process Message Center Overview of Caseload Management How to Use the Student Services Filter Working with Unassigned Services Using the Service Assignment Wizard How to Reassign Caseloads How to Assign and Remove Assigned Locations from a Service Provider 3

4 SYSTEM REQUIREMENTS The following Internet browser works with Welligent for PC users: Microsoft Internet Explorer Version 6 (not Netscape). Your monitor resolution should be set at 1024 x 768 for best display: Go to Start Select Control Panel Click on Appearance and Themes (Microsoft Windows XP only) Click on Display (Prior Microsoft Versions and Windows XP) Click on Settings Move bar to 1024 X 768 Click on Apply You may want to maximize your screen for best viewing: Click on the single square in the upper right hand corner to make it a double square The following Internet browser works with Welligent for MAC users: Microsoft Internet Explorer Version 5.1 or higher; recommendation for OS X is Microsoft Internet Explorer Version 5.1 for MAC users prior to OS X. Your monitor resolution should be set at 1024 X 768 for best display: Click on the Apple Select System Preferences Click on Display Select 1024 X 768 Click on Close You may want to maximize your screen for best viewing: Click on the + button on the Title bar in upper left hand portion of the screen. Turn off your computer at the end of the day. This will help restore any loss of memory and allow your computer to run better. Downtimes for maintenance will be posted. For helpdesk support, please contact the ITD Service Desk at (213) , press 5 and then press 6 for an STS Trainer. 4

5 LOGIN PROCESS Upon turning on the computer, Windows 95 or higher is automatically launched. The screen appearing after starting the computer represents a workspace called the desktop. There are two options to launch the browser, using Internet Explorer 5.5 or higher. Listed below are details on how to access the Welligent Service Tracking System using Internet Explorer: Option 1: 1. Locate the Internet Explorer Desktop icon. 2. Double click the Internet Explorer icon to open the Internet browser. MAC users would launch the browser using Internet Explorer 5.1 or depending on which MAC you re using: 1. Locate the Internet Explorer icon on the Dock. 2. Click on the icon to open the Internet browser. 5

6 LOGIN PROCESS, continued Option 2: Click on the, and double click on Internet Explorer. (PC users only) Users may access the Welligent web site from a school location by: Typing iep.lausd.net in the address bar and click Go to the right of address bar. By clicking on the Employees page of LAUSDnet home page. Through Inside LAUSD. Outside of an LAUSD location, (i.e., home, Non public schools, Non public agencies, some Charter schools) access to Welligent may be obtained by: Typing welligent.lausd.net in the address bar and click Go to the right of address bar. After accessing Welligent System, the login window is displayed. Enter User name in the User name field. Press the Tab key to advance to the Password field. In the Password field, type the password (eight to eleven characters). This field is confidential and will not display your password. NOTE: Welligent System is not case sensitive. Press Enter or click OK. 6

7 NOTE: Do not check the Remember my password checkbox (applies to both PC and MAC users). Information in Welligent is sensitive and confidential clicking the checkbox will save your password and allow other to access your Welligent account. The MAC login window is slightly different (see illustration below). Enter User ID in the User ID field. Follow the guidelines above for the Password field. 7

8 MESSAGE CENTER The Message Center is the first screen to appear after you sign in to the Welligent Service Tracking System. It is the application s central point of navigation and communication. NOTE: After entering the Welligent System it is not necessary to double click on the options or modules in the Control Panel, clicking once is sufficient. The Message Center has three distinct sections: Welligent Message Center Bar. This is the top part of the screen, displaying the Welligent Message Center heading. It contains options on the right side: User: The name of the user. Logout: Used to logout of Welligent. Version Info: Version of Welligent software being used. Support: Takes the user to the LAUSDnet Welligent System to obtain important announcements, publications, tutorials, as well as system status updates regarding the Welligent application. 8

9 My Profile: Contains the user s information. You can update, add or change information contained on this screen. Note:Password Issues To change your password you will need to go through the Single Sign On (SSO) process. Please call the ITD Service Desk at , option 4 for all password issues. Control Panel. The Control Panel displays on the left side of the screen. The modules include Message Center; Students, Tracking, and IEP Manager. When you click on a Control Panel option, the contents of the main viewing area will change. Click on the arrow in the top right of the Control Panel (next to Message Center) to hide the Control Panel and expand the Main Viewing area. The arrow will remain in view; click the arrow again to re display the Control Panel. 9

10 o Announcements: Displays a list of read only announcements from system administrators. o Calendar: Displays the school s current calendar and track information. o Documents: Displays a list of documents that are available for downloading. o Mailbox: Displays a list of received messages, reminders, and alerts. The internal message system allows users to send messages to other Welligent users. o Summary: Contains an organization wide message and message center statistics for the current user. The right side lists the user s scheduled events for the day and the user s messages. o Tasks: Create records of tasks that need to be completed, including the start date, due date, completion date, status, and priority level. o Students: Used too access a student s service record. Nonpublic Agencies do not have access to the Students function tab. o Tracking: Used to establish and maintain caseloads. o IEP Manager: Used to view current and past IEPs. Nonpublic Agencies do not have access to IEP Manager function tab. IEPs must be accessed through the student s service record. o WellsReports: Categories of reports based on users level of access. Student Search (For LAUSD AND NON PUBLIC SCHOOLS ONLY): Click on the Students Module in the Message Center Control Panel. 10

11 To search for a student, click on the first available Student Search link. There are 3 available Student Search links called Exam Rooms. This will allow you to search for up to 3 students at a time before needing to empty one of the rooms. To empty an Exam Room, click on the magnifying lens icon to the left, and use it for another student. Type in the name of the student and click Search. When the student s name appears click on the name. 11

12 o Main Viewing Area: The large area of the screen is where information is viewed and edited. When you first log in to the application, the Message Center summary screen will appear. Close the Application To log out, click on the Log Out option in the top right of the Welligent bar. You will be asked to confirm that you want to close the application. CLOSE THE APPLICATION, continued 12

13 For MAC users you will only have one confirmation dialogue box appear. 13

14 OVERVIEW OF CASELOAD MANAGEMENT When a service encounter takes place, it involves both a student and a service provider. Caseload Management gives you access to the basic units of each encounter: a student record, a provider, and a service record. The Tracking module enables you to analyze services or reassign a student to a different provider. In the following sections, you will learn how to: Use the Student Services Filter Criteria Work with Unassigned Services Using the Service Assignment Wizard Reassign permanent/temporary caseloads Maintain provider locations 14

15 HOW TO USE THE STUDENT SERVICES FILTER Click on the Tracking module from the control panel. The Tracking options menu appears on the left side of the screen. Click on Manage Caseloads. 15

16 The Student Services Filter Criteria screen appears in the main viewing area. Using the Student Services Filter Criteria, you can display a list of encounter records that match your search criteria. Use the drop down list to filter by Location, Service and/or Status. Location drop down menu will allow the user to filter to a specific assigned location or global access for multiple assigned locations. Service drop down menu will default to the assigned service for users with only one assignment. Status drop down menu provides statuses of the students service records that are being managed. The Supervisor field will default to the supervisor name and allow for viewing of assigned service records of the supervisor as well as assigned providers service records. The Ellipsis ( ) next to the supervisor field allows for certain access levels as well as the searching of different supervisors and caseloads of all assigned providers. Click the Status drop down arrow. 16

17 A list of status options appear. From the list, the user can display additional information about the record. The different status descriptions are: Active Services: These are the active records for the selected service/discipline. Assigned/Unscheduled: This indicates that the provider has not scheduled any service appointments for the student. Delinquent Prescriptions: Not being used. Inactive Services: Service records that were entered by batch, records attached to a previous IEP, or services that have been discontinued. Unassigned Services: These are records that need supervisor intervention. The Unassigned Services alert indicates that an assignment must be assigned to a provider. Unopened Referrals: These are service records that have been assigned to a provider, but the provider has not opened the record. Opening the service record will remove the Unopened Referral status. Reading the mailbox message or documenting a session will not remove the status. Unopened Additional Referral: These are records that a supervisor has additionally for providers with temporary assignments and the service records have not been opened. 17

18 Click the Apply Filter button. The Service Cases appear in the list below that matches the search criteria of Active Services in the Status field. From the Services Cases columns: The yellow folder icon will open the Student s Service Record when clicked. Type of Service describes the service being provided to the student. The students names are displayed in each proceeding row. The Duration column displays the IEP dates. Total Individual Session column displays number of sessions prescribed for the year, the number of sessions completed, and the number scheduled. The appropriate number will also display if a student is part of a group. Unopened Additional Referral: These are records that a supervisor has additionally assigned to a provider and the provider has not opened or scheduled the record. The Caseload Alerts window provides a summary of the total number of records by caseload alert type. Clicking on the specific alert type will display the service cases. The number to the right of each status indicates the total number of service records that will appear in the Service Cases area. Click on the Assigned/Unscheduled Services alert link. The status field updates to the selection and applies the filter to the records in the Service Cases area. Click on the yellow folder in the Services Cases area of a student to retrieve the student s service record. 18

19 WORKING WITH UNASSIGNED SERVICES USING THE SERVICE ASSIGNMENT WIZARD Using the Service Assignment Wizard simplifies the assignment process by providing step bystep instructions. Click on the Unassigned Services option from the Caseload Alerts section. Click the None Assigned hyperlink in the Provider column. 19

20 The Service Assignment Wizard displays the Student Information and Service Delivery Information. Click the Next button. 20

21 The wizard displays the Available Service Providers for the service location. To view other service providers, select a service location from the drop down list. 21

22 A list of available service providers displays. To select a provider that appears on the list, click in the radio button next to the provider s name. Click the Save button 22

23 The following dialog box appears. Click the OK button. The assignment has been made and the screen closes. The current view will be refreshed when the user returns to Message Center, clicks on Summary, and then clicks on Manage Caseloads again. The Caseload Alerts table is refreshed and the totals are re calculated. 23

24 HOW TO REASSIGN CASELOADS The Management Hierarchy option in the Tracking module enables the administrator to see and assign providers to students service records through a hierarchal viewpoint whereby the administrator is able to see a breakdown of each provider. By clicking on a provider s name, the administrator can then view the provider s caseload and; consequently, reassign caseloads and make other changes as needed. Click the Tracking module in the left control panel. Click on Management Hierarchy. 24

25 The Service Providers search screen appears. You may search by specific criteria including Assigned Location, User Status, Last/First Name, or Employee ID. You may also search by a particular service by using the Role drop down menu. The system provides the user with a view of the Management Hierarchy. Click in the check box next to Show Management Hierarchy and then click on Search. The Management Hierarchy appears in the main viewing area. To view the list of providers, click on the expand list button + (plus sign). The providers who are supervised by the user are listed in the main viewing area. This hierarchy is also multi leveled based on the user s profile (i.e., a director has district wide access to all coordinators, specialists and providers). 25

26 To perform a global search for all service providers without showing the Management Hierarchy, uncheck the box from the Show Management Hierarchy field. Click the Search button. A list of service providers displays to match the search criteria. To view a provider s detail screen, click the red clipboard next to the provider s name. 26

27 The Welligent User Details window is displayed. Click the Current Caseload tab to view the caseload for the provider. 27

28 The Active Cases window for the provider is displayed. To reassign the provider s caseload, click the Reassign Caseload button. The Reassign Service Provider Caseload screen is displayed. This screen also displays the Available Service Providers and the Open Cases areas for the provider that was selected. To select other providers, click the Service Location down arrow to choose another location to display a list of available service providers. 28

29 Click the radio button next to the provider s name that will receive the new caseload. To reassign all open cases to the new provider as a permanent assignment, click the Assign All button. If this is a temporary assignment, (see next page) click Additional under Type of Assignment and enter Start and End Dates before assigning. 29

30 To assign specific cases to another provider, click the check box/es next to the students names, and then click the Assign Selected button. To reassign the entire open cases to the new provider, click the Assign All button. 30

31 A confirmation dialog box appears. Click the OK button. The reassignment has been made, and the student is removed from the original provider s caseload. Click the Close button. 31

32 Update the caseload by clicking on the Refresh List button at the top right. Click the Save button to save and close the user s account. Click OK once the record has been successfully updated. 32

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34 HOW TO ASSIGN AND REMOVE ASSIGNED LOCATIONS FROM A SERVICE PROVIDER Click on the Tracking module from the Message Center control panel. Click on the Management Hierarchy link from the Tracking module options. 34

35 The Service Providers search screen appears. Search by Assigned Location, User Status, Last/First Name, or Employee ID. You may also search by a particular Service by using the Role drop down menu. 35

36 Click in the Last Name field and enter a last name to search for a provider. Click Search. The administrator name appears under the Provider column. Search for the provider by clicking the (+) sign next to the administrator s name under the Provider column. Continue to click on succeeding administrators names down the management hierarchy by clicking on the (+) signs next to the administrators until a list of providers appear. The results will show the Provider, ID, Role, number of Assigned Locations, current number on their Active Caseload, Weighted Caseload, and their Caseload Max if one is given. 36

37 Click on the red clipboard icon or click on the provider s name (hyperlink) to view the Welligent User Account of the selected individual. 37

38 The Welligent User Details window is displayed. The first tab, User Details, contains the user s Contact Information. Nonpublic Agencies and Nonpublic Schools should provide Work , Address, Hire Date and Termination Date, if appropriate. Users, with the appropriate access level, may change the supervisor by clicking on the ellipsis ( ) next to the Supervisor field. The Lookup (L) button next to the ellipsis may be used to open an employee search that will allow a supervisor to be selected that is not available through the ellipses. Click on the Lookup (L) button to get the Employee Search window. 38

39 The Employee Search window appears. Enter the required search parameters. Click the Search button to generate a list of all Welligent users matching your search parameters. 39

40 Click on the Security tab. This page provides the provider s logon and password status in a read only format. Also, this page indicates the User Status within Welligent. 40

41 Click on the drop down arrow in the User Status field should the provider s status change. The Part time or Transferred options are NOT being used within the District. If the provider has a current caseload the Caseload Assignment Preview will appear if you select the Inactive or No longer an employee options from the User Status drop down menu. Select the No longer an employee option from the User Status drop down menu. 41

42 Students assigned to this provider must be reassigned to another provider. Students will automatically be assigned to the next available provider at that service station. Note: If the New Provider field reads None Available, the available providers are at or have exceeded their maximum caseload or there are no providers available for that service at that location. The student will be shown as an Unassigned Service in the supervisor s Manage Caseload function. Click on the L to the right of the New Provider column to view all providers assigned to the location or to change the recommended provider. 42

43 The Service Assignment Wizard appears. The Service Location dropdown allows the user to select additional providers. Click on the radio button to the left of the provider to reassign to a different provider. 43

44 Click on Select at bottom right of screen. The Caseload Assignment Preview screen appears. Note the change of provider made to the New Provider column. Click on the Reassign button to proceed with the automatic reassignment. 44

45 The message indicates how many students have been removed from this provider. Click OK. 45

46 Notice the Default Location & Assigned Locations are automatically removed from the Security page. The Account Disabled button must be checked when changing the status to Inactive or No longer an employee to remove their access within Welligent. Click on the check box next to Account Disabled. The account becomes disabled. (Note: Although the locations are removed, the locations may still appear in Management Hierarchy). Adhere to the following steps before saving if you no longer require the provider to appear in your hierarchy. Click on the User Details tab. 46

47 Click on the X button next to the Supervisor field to remove the name from the field. Click on OK to the warning message. 47

48 Click on Save. An alert message will appear, inquiring if the user is to be active before saving the record. This is a preventive measure in case the actions taken were made in error. It is important to pay attention to the default button that is selected. Click on Cancel to save the record and make the provider inactive. (Note: If OK is clicked, the status will automatically be marked active). Click on OK to continue in active status. 48

49 The Service Providers screen appears. The option to assign or remove locations for providers is available. Type the last name of the provider in the Last Name field and click Search. Click on the name in the Provider field. 49

50 The Welligent User Details tab appears. Click on the Security Tab. 50

51 The Available Locations section on the left shows the locations available to the provider. The Assigned Locations on the right shows the provider s locations that are assigned. To add selected locations, click on the checkbox next to the location(s). Click on the Assign to Selected Locations button. 51

52 The new location has been transferred over to the Assigned Locations field. The Assign to All Locations will assign all Available Locations that are listed on the left. Click on Assign to All Locations. A verification message appears asking if the provider is to be granted access to all locations. Click Cancel. The Revoke All Access button is used to remove all assigned locations. 52

53 The trash can icon next to the schools in Assigned Locations on the right is used to remove a specific location from a provider. The trash can is also used to reassign an entire caseload at a school from one provider to another. After a school has been assigned to the new provider, click the trash can icon next to the location name from the assigned locations section. If the provider has a caseload from this school, the Caseload Service Assignment window will appear, and a new provider will be able to be assigned to an entire caseload. Since the provider in this example does not have a caseload at this site, the caseload assignment wizard does not appear. Click OK. 53

54 Click OK to the informational message. The location has been removed. Click Save. 54

55 Click OK. 55

56 The Service Providers screen appears. The caseload manager or administrator has the ability to enter and/or verify Credential/License information from the provider s Welligent User Account. After searching for a provider by entering the name in the Last Name field of the Service Providers screen, click Search. Click the name in the results field under the Provider column. 56

57 The Service Providers Details screen appears. Click the Other Information tab. 57

58 The Other Information screen appears. The Other Information screen is for providers who must furnish Credentials or License information in order to provide services. Non District employee service provider s user account must be maintained with updated license or credential information. Select the appropriate credential/license using the drop down under Licensure/Certification and enter the Expiration Date and Number if applicable. The Welligent system will warn the provider if the service provider s license or credential is about to expire. Non public Schools & Non public Agencies are expected to maintain DOJ & FBI Fingerprint Dates along with the license or credential. Tuberculosis (TB) Clearance Expiration Date should also be included. Contact the Nonpublic Services Department for further assistance. The Maximum Caseload field is optional. Enter the number zero (0) in the field to prevent a provider or administrator from being automatically included in the Service Assignment Wizard. (Note: This action will not prevent the service provider from being assigned manually). 58

59 Click Save and OK after all of the appropriate information have been entered. 59

60 To return to the Welligent Home Page, click on the Message Center module in the Control Panel on left of screen. 60

61 Click on the Summary function on left of screen exit the Service Providers screen and return to the Welligent Home Page. 61