Introduction
This article is meant to assist you with the details in adding and maintaining Program Activity Types. Program Activity Types control your list of available Activities within a particular Program. Activities are events that occur at a certain point in time and need to be documented. These are typically social work contacts such as a home visits or collateral contacts such as phone calls, letters, or email. Activities usually have an associated case note or narrative and may also have associated file attachments.
Prerequisites
You must be an Agency Administrator to access the “Administration” menu on the left side of your Workspace. Go to “Program Settings” and click on “Program Activity Types”.
Demo
Instructions
Image: “Program Activity Types Access Screen”
Adding and Maintaining Program Activity Types
Once in “Activity Types, select an existing activity from the list or create a new one by clicking “Add Activity Type”.
Click on “Edit” if editing an existing Activity Type. Within the General screen, complete the fields. Required fields are highlighted, while optional fields are not.
Image: “Activity Type: General Screen”
Activity Type Information
Activity Type Information | Description |
---|---|
Activity Name | Name of the activity |
Program (if applicable) | Name of the program using the activity |
Create Trigger(s) | If you would like an activity to be triggered based on the occurrence of another event, you can select one of these options. See Due Dates in Related Articles for more detail. |
Menu Order | The number you assign will determine the order in which this activity appears in the activity menu found within a specific program. (The top 12 activities appear if you hover over “Add Activity”, however you can click on “More” to view all activities in alphabetic order.) |
Inactive | Only inactivate if you no longer wish to use this activity type |
Configuration
For the Activity Category, select either Medical or General Activity. Most activities will fall under the General category; however, activities relating to child wellness (eye doctors, psychiatrists, dentists, etc.) should use the Medical Activity Category.
Configuration | Description |
---|---|
Due | For more details on Due Dates, see Related Articles. |
Expires after | For more details on Expiration Dates see Related Articles. |
Can mark as “Missed” | Activity does not need to always be completed and can be marked as missed |
Stop repeating if foster care case closed | Prevents due date from repeating if the case has been closed/discharged |
Delete if due after close date and foster case closed | Deletes the due activity if the due date is after the closed date and the case has been closed |
Delete if due after close date and adoption case closed | Deletes the due activity if the due date is after the closed date and the adoption case has been closed |
Track Start Time | Records the start time of the activity |
Track End Time + Duration | Records the end time and duration of the activity |
Requires Proof + Approval for Some Agencies (advanced) | Requires being proof read and needs supervisor approval before being marked complete |
Requires Approval | Activity must be approved reviewed and approved by a supervisor before being marked complete |
Require Review by Funding Organization (advanced) | Funding Organization must review before activity is marked as complete |
Foster Home Visit | Indicates there was a visit to the foster home |
Bio/Aftercare Home Visit (only enable if you want this to update Last Home Visit date on case) (advanced) | Indicates there was a biological family or aftercare home visit |
Unannounced Home Visit | Indicates there was an unplanned, unannounced home visit |
Prompt if Announced or Unannounced Home Visit | Before activity can be completed, worker must indicate whether there was an announced or unannounced home visit |
Adoption Worker Visit (advanced) | Indicates an adoption worker visited the client |
Client Face-to-Face Contact | Client had in person contact |
Include in Case Note Summary | Includes the activity in the Case Note Summary |
Copy this activity if case is readmitted | Copies the completed activity if the case is readmitted to a program |
Required Activity (advanced) | Activity is required by workers to complete |
Show [Add Another] button (will automatically complete activity) | Allows the worker to complete the activity and automatically create a new one |
Warn if two in the same day | Warns the user if there are two of the same activities filled out in the same day |
Share Completed Activity Files on the Family Website | Shares the completed activities on the foster family website |
Show in Compliance Checklist | Shows the activity as an item in the compliance checlikst |
Billable Service (advanced) | Mark the activity as a billable service |
Associate with a foster home and show in home file | Shows the completed activity in the home file of the associated foster home |
Associate with a Treatment Goal (when activated and available) (advanced) | Allows the activity to be associated with an existing treatment goal |
Prompt to Copy to Siblings | Asks the worker if they want to copy the completed activity over to the siblings |
Prompt to Copy to all of Worker’s Active Cases (advanced) | Copies the completed activity to all of the workers active cases |
Hide for “Adoption Only” cases (advanced) | Hides activity for adoption only cases |
Hide for “Foster Care Only” cases (advanced) | Hides activity for foster care only cases |
Hide for “Non-Residential” facilities (advanced) | Hides activity for non-residential facilities |
Hide for “Residential” facilities (advanced) | Hides activity for residential facilities |
Update Case Field on “Complete” (advanced) | Updates the case field once the activity is marked as complete |
Require file attachment to submit, approve, or complete | File must be attached in order to submit, approve, or complete the activity |
Show guidelines/help text | Displays any guidelines or help text provided |
Use formula on Properties (advanced) | Formula is used to calculate due date |
Image: “Activity Types: Program Configuration Options”
Template
Image: “Activity Types: Template Screen”
Template Type Information | Description |
---|---|
Text – Use Field Codes | Enter in text into the narrative box using field codes. Once completed, the narrative box will display the field code information |
Text and User Attached File | Allows users to add a text narrative as well as attach a file |
File – Use Field Codes | Upload documents that use extendedReach field codes to populate the fields |
File – No Field Codes | Upload documents without field codes |
File – User Will Attach | User will attach a file (PDF or Word) |
Photo – User Will Attach | User can attach a photo(s) |
This narrative format is mandatory | Check the box if this format is required when workers make notes in this Activity Type |
Narrative | Add the narrative with Custom Field Codes, from the “Custom” Tab, if you wish. This narrative will appear when you access this Activity Type in the eR system |
Image: “Activity Types: General: Template Screen”
Once you save your work, the Activity Type will be complete and usable. Your new activity is now accessible from your workspace within a home or a case, and usable in your agency’s workflow.
Image: “Usable Activity”