Case Management User Guide v.2.0

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About this Document

Welcome to the ABC Science Collaborative Case Management User Guide. This document will aid you in navigating the Case Management System. Use the Table of Contents below to navigate directly to a specific section.

As new features become available, we will update this guide. If you have questions that are not addressed here, please reach out to us at our helpdesk.

Date Version Author Summary of Change

01-DEC-2020 1.0 M.Spaulding Initial version

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Glossary

Accounts: The schools and school districts that users are linked to. The Accounts Tab contains additional information on your school and district

including the grade levels at each school (1st_{, 2}nd_{grade, etc.).}

Assessments: The daily COVID-19 risk factor surveys that parents, students, and staff complete before attending school activities. Using the Assessment

Tab, you can navigate directly to all completed surveys or create new ones.

Case: The record created when the response to an assessment is classified as intermediate or high risk. These records are used by school personnel to

manage follow-up with at-risk users. Using the Cases Tab, you can navigate directly to all created cases or create new.

Dashboard: A visual snapshot of key metrics based on the Assessment and Case data. Data will be displayed via charts, gauges, and tables. Depending

on your permissions, you can see dashboards for your school or the entire district.

Messages: A short communication sent from the Case Management System to an individual user of the ABC Collaborative mobile App. Permissions: The level of access a user has to enter, change, or just view data within the system.

Persons: Registered individuals who use the ABC Science Collaborative App to complete daily assessments. Using the Persons Tab, you can see

individuals linked to your school and their user type (Student, Staff, Parent/Guardian).

Reports: Lists of information the user can create themselves to look at data in an organized fashion.

Risk: The level assigned to an individual Case based on the response to the daily assessment questions. There are three levels: Low, Intermediate, and

High. Review the Case section for more information on how the risk level is assigned.

Role: Function determined by a user’s access and expected use of the Case Management System. The most common roles are Staff Proxy and School

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Case Management Roles

Staff Proxy (Staff Screener):

• Can add or edit Assessments for students • Can view Cases for students

• Can send Messages to Mobile Device Users

• Can view Person and Account Information for students • Can view and create Reports (future training TBD) • Can view school Dashboards

• Can access only one school

School Admin (School Nurse or Principal, Assistant Principal, or Office Staff):

•_{Can add or edit Assessments for students and staff} •_{Can view Cases for students and staff}

•_{Can send Messages to Mobile Device Users}

•_{Can view Person and Account Information for students and staff}

•_{Can create and view School Reports and Dashboards (future training TBD)} •_{Can view District Dashboards}

•_{Can have access to one or more schools}

District Admin:

•_{Can view all District data}

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I. How to Login:

Complete setup of your Case Management System Account

After you have completed the Case Management Training, you will receive an email from Salesforce support ([email protected])

You will use this email to finish the setup of your account for the ABC Science Collaborative Case Management System.

1. Verify Account – click on this link to finish the sign-in process and set your new password.

2. Case Management URL – this is how you get to the Case Management System. Save this in your browser favorites for easy access.

NOTE: Google Chrome is the recommended browser. 3. Your username –this will be your work email address. Go to the next page for further instructions on completing the Verify Account step.

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Click on the Verify Account hyperlink

This will take you to the web page where you will change your password. See screenshot at right.

Follow the instructions on this screen to complete this task. 1. Enter your new password.

2. Confirm your new password. 3. Select a security question. 4. Provide your response.

5. Click on the Change Password button.

You will be taken next to the Case Management System. You may see a pop-up asking to Allow or Block Notifications; please select Allow.

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Saving the Case Management URL to your Web Browser

Copy and paste this URL your Web Browser, https://ABCSCIENCECOLLABORATIVE.my.salesforce.com. Suggest adding this URL to your Favorites or Bookmarks for quick access.

1. Type in your Username and Password.

2. Complete Verification of Identity. You will be asked to complete this step thefirst time you login using a new browser. Enter the code you receive and select Verify.

3. You will be brought to the Case Management Home screen

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Register your Mobile Phone

You may be asked on a login attempt if you would want to use your mobile phone as a way to verify your identity. If you decide to use your phone, your phone number with area code, then click Register. Then, enter the verification code you receive as a text message on the second registration screen and click Verify to complete. NOTE: You can skip this step by clicking on the I Don’t want to Register my phone hyperlink.

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II. System Navigation

Using the Search and Navigation Bar

Search Features

The Global Search bar at the top allows you to search by keyword (including names, phrases, numbers etc.). Use it to quickly search for items within the system.

The tabs at the top allow you to quickly view various record types. Each tab also allows you to “filter” your view further to view the specific information you are searching for

Example

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Navigation Bar

Depending on your Role, you may see any combination of these Tabs. This is your Navigation Bar. More information on each of these sections are detailed in the pages below.

How to Return Home

To return to the Home page,

1. Click the button in the top left or use the browser’s Back button to go back to previous screen.

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How to Change your view of information in the Navigation Bar Tabs

From the Navigation Bar,

1. Click on the Tab you want to review.

2. Click on the down arrow to the right of the List View name and pick the version of the list you want to see.

3. Additionally, you can Pin your list by clicking on the push pin.

This will make the option you choose your default view for that Tab.

In this example the Assessments Tab, the default view is the All list.

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How to Create a New List View from an existing List View

This example shows you how to create a view list that only shows the Current Day’s Assessments from the existing list view All Assessments.

From the Navigation Bar, select Assessments, 1. On the right of the page, click on the

gear icon and select Clone.

2. Type in a new name for your list, Today’s Completed Assessments.

Who sees this list view? The ‘Only I can see this list view’ is the only option available and is already selected as default.

3. Select Save.

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4. On the right of the screen, select Add a Filter.

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7. Select Save to save all changes.

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Click on the Gear icon again to reveal additional options to further modify the list view you have created.

8. Click on Select Fields to Display. 9. Click on Assessment Date in the

Available Fields column and move to the Visible Fields Column.

You can also remove columns from the Visible Fields by selecting and moving to the Available Fields column.

10. Select Save.

You should now see updated version of the List View on your screen.

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III. ASSESSMENTS

How to View an Assessment

From the Navigation Bar, 1. Click on Assessments

You can change the view of the Assessments.

Here, All is selected.

2. Under the Self-Assessment ID column, click on the hyperlink to the Assessment you want to review.

This will open the Assessment screen.

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Fields in the Assessment Info section of this

screen provide an overview of the completed assessment’s risk:

1. Decision field: This field indicatesthe risk level for the assessment.

2. Decision Indicator: This quick-view color scheme provides a risk level overview Choices:

High Risk is red

Intermediate Risk is yellow

Low Risk is green

How the risk assignment is determined is described in the next section, or click this link

to go straight to that section.

Fields in the Assessment Questions section

of this screen shows you the responses provided to each of the four questions of the daily survey.

To see the full question, hold your mouse over the information icon at the end of each question.

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How to Add an Assessment

NOTE: Staff with permissions to Add Assessments should not use the Case Management System to complete their own or their child(ren)’s assessments.

Staff should use their Mobile device to login to the ABC Science Collaborative App and complete the daily survey; or, have another staff member with permissions complete the Assessment for them using the Case Management System.

From the Navigation Bar,

1. Click on the down arrow to the right of Assessments.

2. Click on New Assessment. Or

1. Click on Assessments

2. To the right of the screen, click on New.

This will open a pop-up screen to complete an assessment.

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Start with the Assessment Info Section: 1. Type in the name of the individual you

want to complete an assessment for. 2. Leave Assessment Origin as Salesforce

Application.

3. Enter the date; in most cases, this should be the current date. Move to the Assessment Question section.

4. Complete each of the questions to

reflect the responses given by the person being screened.

Remember to hover over the information icon to see the full question text.

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5. If you are able to get answers to all questions, change the status to Complete.

If you are unable to complete the survey, change status to In Progress. 6. Go back to the Assessment Info section

and select the Decision that matches the results of the assessment questions. See next section for more help with this.

Determining if Assessment is Low, Intermediate or High Risk

Case Indicator Color>>> Low Risk Intermediate Risk High Risk

Daily Pass Color>>> GREEN RED RED

Question #1: Close contact OR advised to

quarantine? No Yes

Question # 2: Have symptoms? None of the Above Have listed 1 or more

Question #3: Positive diagnosis? No No Yes

NOTE: A response to Question #3 automatically makes the Assessment High Risk.

NOTE: In the ABC Science Collaborative App, if the user reports any symptom, they will receive a Red Pass. The

Intermediate Risk indicator can be used by staff to track and further document investigation into the person’s illness and whether they will be able to return to school/work.

7. Select Save to create the Assessment.

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When should I change an existing Assessment

The most common reason for making changes to an Assessment is due to date entry errors. Examples are:

1. ABC Science Collaborative App user reports they responded incorrectly to a question on current completed survey. 2. Case Management System user selected the wrong response as they were filling in a survey.

If a student or staff member needs to be re-screened, complete a new assessment.

How to Edit an Assessment

From the Navigation Bar, 1. Click on Assessments

You can change the view of the Assessments.

Here, All is selected.

2. Select the Assessment ID you want to edit.

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On the open Assessment screen

1. Select the Edit button on the right side.

OR

2. Click on the edit pencil beside the

question you want to change

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3. After you have finished making your changes, enter a comment briefly explaining the need for the change.

4. Click on the Save button.

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IV. CASES

How to Edit a Case Record

From the Navigation Bar, 1. Click on Cases.

You can change the view of the Cases. Here, All is selected.

2. Click on the Case Number you want to open

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3. On the left of the screen in the Person Details section there is information on the person and when their Assessment was completed.

4. The ’Related List Quick Links’ section contains links to other information that might be useful to this case.

In the middle of the screen

5. This section provides current information about the cases’ status.

Newly created cases are always ‘New’ status. ‘Closed’ can be used to indicate no further work will be completed on this record.

The decision to change to Assessment, Isolation or Closed is depended on how your school would choose to use this functionality.

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6. The Details section provides an overview of the Case’s severity and risk.

7. The Symptom Details section provides an overview of existing symptoms and a quarantine timeline.

How to Enter Case Records

There are two ways to create a case. From the Navigation Bar,

1. Click on Cases on the Navigation Bar. 2. On the right side of the screen, click on New.

OR

3. Click on the down arrow to the right of Cases Tab

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Next, fill in the Case information.

There are no specific requirements for which fields you must complete, but the minimal information you need to provide is:

1. Subject Line: This could be something like Confirmed or Suspected COVID Case.

2. Status: Choose the appropriate response from the dropdown.

3. Select Save.

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V. PERSONS

How to View a Person Record

From the Navigation Bar, 1. Click on Persons.

To see all Persons at your school, change your view to All.

2. Click on a name to view more details.

3. In this section at the top of the screen, you can see details about the person’s last assessment. 4. You also have the ability to add a

new assessment from this screen.

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5. The Details tab gives you a person’s contact information.

6. The Personal Information section captures school-specific user information.

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7. Fields in this section allow you to record specific COVID-19 Details.

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Sending a Message to a Mobile App User

From the Navigation Bar, 1. Click on the Persons tab. 2. Select a person from the list.

On the screen of the Person you want to send a message,

3. Click on Activity 4. Click on New Task

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Fill in the Message:

The following fields are required: 5. Enter a Subject for your

message.

6. Both the Assigned to and Name fields should be the person you want to send the message to. 7. Enter into the Comment field the message you want to send. 8. Priority defaults to Low, you can

change this if you want it to have a higher value.

All other fields are optional to complete.

9. Click Save.

NOTEe: The message will appear in the selected user’s ABC Science Collaborative App for two weeks or until the task is deleted/unassigned.

See below for how the message will appear in the App.

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VI. DASHBOARDS

There are two Reporting Dashboard available for use in the Case Management System. 1. From the Navigation Bar,

click on Dashboards

2. On the left of the screen under Folders, click on All Folders.

3. ABC Science Collaborative Dashboards should display; click on this link.

You will then see the two Dashboards.

School operations dashboard School trends dashboard Click on the either hyperlink to view the dashboard.

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