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Profiles

In the Profiles tab found on the General Settings page, you can customize and delete Note Categories and Review Types that appear in profiles as well as create, edit, and delete the Roles you assign to your providers.

  • NOTES. To add, delete, and restrict access to a Note Category:
  1. In the Menu, click Settings.
  2. In the submenu that appears, click General.
  3. Click the Profiles tab.
  4. In the menu that appears, click NOTES.
  5. Do one of the following, depending on whether you want to add or delete a Note Category:
    • If you want to add a Note Category, go to Step 6.
    • If you want to delete a Note Category, click the Delete icon ().
    • Note: If you delete a Note Category, you will not delete the notes associated with that category.
  6. Click the ADD CATEGORY button. 
  7. In the New Category box, type the name of the Note Category.
  8. Click the SAVE button.
  9. (Optional) If you want to limit access to the Note Category, in the Restriction box, select the Role(s) that you want to give view and edit access.

Notes_Category.png

  • REVIEWS. To add, edit, or delete Review Types: 
  1. In the Menu, click Settings.
  2. In the submenu that appears, click General.
  3. Click the Profiles tab.
  4. In the menu that appears, click Reviews.
  5. Do one of the following, depending on whether you want to add, edit, or delete a Review Type:
    • If you want to add a Review Type, go to Step 6.
    • If you want to edit a Review Type, click the Edit icon (), make any necessary changes, and then click the SAVE button.
    • If you want to delete a Review Type, click the Delete icon ().
    • Note: If you delete a Review Type, you will delete all reviews completed for this Review Type.
  6. Click the ADD REVIEW TYPE button. 
  7. In the Review Type Label box, type the name of the Review.
  8. (Optional) If you want a *“Sticky” Review, check the Sticky? box.
  9. Click the SAVE button.

*Reviews can be Sticky or Non-Sticky.

    • A Non-Sticky Review will automatically revert to the No status when a change is made to any section of the Health Profile, so you know you need another review.
    • A Sticky Review will NOT revert to the No status when a change is made to the Health Profile.

  Review_Type.png

  • PERMISSIONS. Roles are a set of permissions that determine what providers can and cannot do. A Role is not uniquely associated with one provider. You can assign the same Role to multiple providers. To add, edit, or delete a Role:
  1. In the Menu, click Settings.
  2. In the submenu that appears, click General.
  3. Click the Profiles tab.
  4. In the menu that appears, click PERMISSIONS.
  5. Do one of the following, depending on whether you want to add, edit, or delete a Role:
    • If you want to add a Role, go to Step 6.
    • If you want to edit a Role, in the Select Role box, select the Role that you want to edit, make any necessary changes to the permissions associated with the Role, and then click the SAVE  ROLE button.
    • If you want to delete a Role, in the Select Role box, select the Role that you want to delete, and then click the DELETE ROLE button.
  6. Click the Name box, and then type the name of the new Role.
  7. Select the type and level of permissions that you want associated with the Role. 

Note: To view the description of a permission, hover your cursor over the Tooltip icon (mceclip0.png) for the permission.

  1. Click the SAVE ROLE button.

  CreateRole.png

 See the Power Tools article to learn how to assign a Role to a provider.

 

 

Notifications

Want to customize the type of emails, text, and frequency of the automatic notifications sent by your organization? You can include customized messages, headers, footers, and attachments in your notifications and change the frequency of the notifications that are sent. You can also select the email address that you want to be copied on the different types of notifications.

It is important to note that you must have the Edit permission for Notifications added to your Role in order to customize your notifications. Notifications will be sent to all authorized users for the relevant profiles.

You can hover your cursor over a Tooltip icon (ToolTipIcon.jpg) to see a brief description of the type of notification that you are customizing.

 

General Profile Notifications

Welcome

You can add custom text to the Invitation emails users first receive when they are invited to manage a profile.  

To customize the Invitation notification:

  1. In the Menu, click Settings.
  2. In the submenu that appears, click General.
  3. Click the Notifications tab.
  4. In the Welcome box, type your message.
  5. In the lower-right corner of the page, click the SAVE button.

WelcomeNotification__1_.jpg

Reminder

You can add custom text and set the frequency of notifications sent to remind users to complete their Health Profile(s).

To customize the Reminder notification:

  1. In the Reminder Frequency (Days) box, select the daily frequency that you want users to receive this notification.
  2. In the Text box, type your message.
  3. In the lower-right corner of the page, click the SAVE button.

ReminderNotification.jpg

Complete

You can customize the text for notifications sent to users when they complete their Health Profile.

To customize the Complete notification:

  1. In the Complete box, type the message.
  2. In the lower-right corner of the page, click the SAVE button.

CompleteNotification.jpg

Profile Photo Reminder

If you enable Profile Photo Reminders, you can customize the header, footer, body, attachment, and frequency of notifications sent to users to remind them to add a photo to their profiles.

To customize the Profile Photo Reminder notification:

  1. Check the box to enable the Profile Photo Reminder.
  2. In the Daily Frequency box, select the daily frequency that you want users to receive this notification.
  3. Check the box(es) to select whether you want to add a custom header, body, footer, and attachment to the notification.
  4. (Optional) In the Send a copy to box, add the email address of the provider whom you want to be copied on these notifications.
  5. (Optional) Type your custom header, footer, and body text in any of the text boxes you selected to customize.
  6. (Optional) To add a custom attachment, click the Choose File button, select the file that you want to add, and then click the UPLOAD button.
  7. In the lower-right corner of the page, click the SAVE button.

ProfilePhotoReminderNotification2.jpg

Registration Notifications

If you enable Registration notifications, you can customize the header, footer, body, and attachment of notifications sent to users to alert them when one of the profiles they manage is registered for a new session or program, added to a waitlist, and promoted from a waitlist.

To customize any of the Registration notifications:

  1. Check the box next to the title of the type of notification that you want to enable.
  2. Check the box(es) to select whether you want to add a custom header, body, footer, and attachment to the notification.
  3. (Optional) In the Send a copy to box, add the email address of the provider whom you want to be copied on these notifications.
  4. (Optional) Type your custom header, footer, and body in any of the text boxes you selected to customize.
  5. (Optional) To add a custom attachment, click the Choose File button, select the file that you want to add, and then click the UPLOAD button.
  6. In the lower-right corner of the page, click the SAVE button.

NewRegistrationNotification.jpg

Financial Notifications

You can customize the header, footer, body, and attachment of notifications sent to users to alert them when the Account of one of the profiles they manage is updated, a payment is received, a payment plan has failed, or a balance is due. You can also customize the frequency of Balance Due Reminder notifications.

It is important to note that Account Update, Payment Received, and Failed Payment Plan notifications are automatically enabled. 

To customize the Account Update, Payment Received, and Failed Payment Plan notifications:

  1. Check the box(es) in each Notification Type section to select whether you want to add a custom header, body, footer, and attachment to the notification.
  2. (Optional) In the Send a copy to box, add the email address of the provider whom you want to be copied on these notifications.
  3. (Optional) Type your custom header, footer, and body in any of the text boxes you selected to customize.
  4. (Optional) To add a custom attachment, click the Choose File button, select the file that you want to add, and then click the UPLOAD button.
  5. In the lower-right corner of the page, click the SAVE button.

AccountUpdateNotification.jpg

To customize the Balance Due Reminder notification:

  1. Check the box to enable the Balance Due Reminder.
  2. In the Daily Frequency box, select the daily frequency that you want users to receive this notification.
  3. Check the box(es) to select whether you want to add a custom header, body, footer, and attachment to the notification.
  4. (Optional) In the Send a copy to box, add the email address of the provider whom you want to be copied on these notifications.
  5. (Optional) Type your custom header, footer, and body text in any of the text boxes you selected to customize.
  6. (Optional) To add a custom attachment, click the Choose File button, select the file that you want to add, and then click the UPLOAD button.
  7. In the lower-right corner of the page, click the SAVE button.

BalanceDueReminder.jpg

 

Registration

If you use our Online Registration module and frequently add Miscellaneous Line Items (e.g., scholarships), you can add preset Line Item descriptions to help save you time and standardize your records. 

To add or delete preset Miscellaneous Line Items:

  1. In the Menu, click Settings.
  2. In the submenu that appears, click General.
  3. Click the Registration tab.
  4. Do one of the following, depending on whether you want to add or delete a Miscellaneous Line Item description:
    • To add a Miscellaneous Line Item description, click the ADD DESCRIPTION button, type the new description, and then click the SAVE button.
    • To remove a Miscellaneous Line Item description, click the Delete icon (Delete_Icon.png). 

      Note:       You can continue to add free-text Miscellaneous Line Items.

Registration_Line_Item_Descriptions.png

 

 

Health Log

You can customize the Health Log by adding locations and dispositions specific to your organization. If you use the Triage feature, you can also customize the instructions that your participants see when they check in.

To add or delete Health Log Locations:

  1. In the Menu, click Settings.
  2. In the submenu that appears, click General.
  3. Click the Health Log tab.
  4. In the submenu that appears, click LOCATIONS.
  5. Do one of the following, depending on whether you want to add or delete a location:
    • To add a location, click the ADD LOCATION button, and then go to Step 6.
    • To delete a location, click the Delete icon (Delete_Icon.png).
  6. In the New Location box, type the name of a location in your organization.
  7. Click the SAVE button.

HealthLogLocations.png

To add or delete Health Log Dispositions:

  1. In the Menu, click Settings.
  2. In the submenu that appears, click General.
  3. Click the Health Log tab.
  4. In the submenu that appears, click DISPOSITIONS.
  5. Do one of the following, depending on whether you want to add or delete a disposition:
    • If you want to add a disposition, click the ADD DISPOSITION button, and then go to Step 6.
    • If you want to delete a disposition, click the Delete icon (Delete_Icon.png).
  6. In the New Disposition box, type the name of an available disposition.
  7. Click the SAVE button.

 Dispositions.png

Triage. A laptop or tablet with internet access may be placed in your clinic for participants to check in and provide basic details for their visit. 

To add or edit the instructional text that appears when participants are checking in: 

  1. In the Menu, click Settings.
  2. In the submenu that appears, click General.
  3. Click the Health Log tab.
  4. In the submenu that appears, click TRIAGE.
  5. In the Check-In Instructions box, add or edit the instructions that you want your participants to see.
  6. Click the SAVE button.

Triage.png

 

 

Medications

You can enable or disable Bulk Entry, Medication Tracking, and add Note Templates for the eMAR.

To enable Bulk Entry:

  1. In the Menu, click Settings.
  2. In the submenu that appears, click General.
  3. Click the Medications tab.
  4. Check the box to enable Bulk Entry in the eMAR.
  5. Click the SAVE button.

 

BulkEntryMedications.png 

To enable Medication Tracking Alerts: 

  1. In the Remaining Doses box, type the number of doses at which you want to receive an alert.
  2. Click the SAVE button.

MedicationTracking.png

To add, edit, or delete Note Templates:

  1. In the Menu, click Settings.
  2. In the submenu that appears, click General.
  3. Click the Medications tab.
  4. Click the Note Templates box, and then do one of the following, depending on whether you want to add, edit, or delete a note template:
    • If you want to add a note template, select New Template from the list that appears, and then skip to Step 5.
    • If you want to edit a note template, select the template from the list that appears, make any necessary changes, and then click the SAVE TEMPLATE button.
    • If you want to delete a note template, select the template from the list that appears, and then click the DELETE TEMPLATE button.
  5. In the Name box, type the name of the template.
  6. In the Template box, type the message that you want to appear in the eMar Notes section of a medication.
  7. Click the SAVE TEMPLATE button.

eMARNoteTemplates.png

 

 

Tags

Tags are miscellaneous pieces of data that can be attached to profiles and used for filtering and reports (e.g., Cabin, Bus Location, Graduation Year). 

To add, deactivate, or reactivate tags:

  1. In the Menu, click Settings.
  2. In the submenu that appears, click General.
  3. Click the Tags tab.
  4. Do one of the following, depending on whether you want to add, deactivate, or reactivate a tag:
    • If you want to add a tag, click the ADD NEW TAG button, and then skip to Step 5.
    • If you want to deactivate a tag, click the DEACTIVATE button. If any profiles include this tag, it will be removed.
    • If you want to reactivate a tag, click the REACTIVATE button.
  5. On the lower-left side of the page, in the Label box, type the name of the tag.
  6. Click the SAVE TAG button.
  7. (Optional) If you want to add options to the tag, click the Tag Edit icon (Edit_icon.png), in the Option box, type the name of the option, and then click the ADD OPTION button. Repeat Step 7 to add more options.

Tags1.png

To edit a tag or option, add an option, or delete an option:

  1. Click the Tag Edit icon (Edit_icon.png).
  2. Do one of the following, depending on whether you want to edit a tag or option, add an option, or delete an option:
    • If you want to edit a tag, in the Label box, make any necessary changes.
    • If you want to edit an option, click the Options Edit icon (Edit_icon.png), in the Options Label box, make any necessary changes, and then click the SAVE button.
    • If you want to add an option, in the Option box, type the name of the option, and then click the ADD OPTION button.
    • If you want to delete an option, click the Delete icon (Delete_Icon.png).
      Important: If you delete an option, tags including that option will be removed from all profiles.
  3. Click the SAVE TAG button.

EditTags.png

 

 

Emergency Plan

The Emergency Plan feature allows organizations to share their plan for communication, evacuation, reunification, and emergency authorities with their participants. Enabling the Emergency Plan tool allows authorized users to see this information when they log in to their account. 

Before you can use the Emergency Plan tool, you need to update your Permissions to include the ability to view or edit the Emergency Plan. You can use this link to find out more about Permissions. 

To enable the Emergency Plan: 

  1. In the Menu, click Settings.
  2. In the submenu that appears, click General
  3. Click the Emergency Plan tab. 
  4. In the "Would you like to enable the Emergency Plan for your organization?" section, click the Yes button.

Add your emergency information to each section of the plan, and then click the SAVE button. button. 

EmergencyPlanProvider.png

Participant View

EmergencyPlanParticipant.png

 

 

Attendance Types 

Attendance Types are used to designate the activities, sessions, and classes for which you take attendance. You can add and delete attendance types in General Settings. It is important to note that you must set up Attendance Types if you want to take attendance for more than one activity, session, or class.

To add Attendance Types:

  1. In the Menu, click Settings.
  2. In the submenu that appears, click General.
  3. In the right column, click the Attendance tab.
  4. Do one of the following, depending on whether you want to add or delete an Attendance Type:
    • To add an Attendance Type, click the ADD TYPE button, and then go to Step 5.
    • To delete an Attendance Type, click the Delete icon (Delete_Icon.png). 
  5. In the New Type box, type the name of the activity, session, or class for which you want to take attendance.
  6. Click the SAVE button.

AttendanceTypes__1_.png

 

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