Foster Care - Staff Training and Documentation

Introduction

 

This article is meant to provide you with an overview of adding staff training and documentation in extendedReach.  extendedReach provides you with the ability to create a custom “Compliance” checklist, which ensures your staff are meeting training and documentation requirements.

 

Prerequisites

 

You must be an Agency Administrator to access this checklist which appears on the “Staff” screen on the “Compliance Tab”.

 

Instructions

 

Image: Compliance Tab: Staff Screen

 

Configuring Your Staff Compliance Checklist

 

1. Go to the Organization Preferences screen.

2. Click the “Keywords” tab and then click the “Staff” sub-tab.

Image: Compliance Tab Configuration

You will see four boxes on this screen:

  • Staff Documents (Mandated)
  • Staff Documents (Other)
  • Staff Training (Mandated)
  • Staff Training (Other)

3. Enter information

  • Type the document name (one per line) you wish to track on the checklist in the “Staff Documents (Mandated)”
  • Type training topics (one per line) you wish to track on the checklist in the “Staff Training (Mandated)”
  • You can add other commonly used document title and training topics in the respective “(Other)” list boxes. (You can always add miscellaneous documents and training topics during data entry – so you don’t need to make this an exhaustive list)

Add predetermined expiration dates and hours by adding “|# Months|# Hours” to the end of the staff training title. These predetermined dates and hours prevent all users from modifying them when a document or training is added. However, you can also opt to leave out the predetermined dates and hours.

So for example, adding a CPR class with a 2 year expiration and 2 credit hours would be “CPR|24|2”.   
 
If the training does not have an expiration, use 0. For example, a Cultural Diversity training with no expiration date, and 3 credit hours would look like “Cultural Diversity|0|3”.
 
For documents that do not require training hours, use “ |# Months ” . For example, a Background check that expires in 1 year would be “Background Check|12”.
 

4. Click “Save” to save the document and training lists.

Image: Setting up predetermined trainings and documents 

 

Two Ways To Begin Using the Staff Compliance Checklist:

 

Option 1. Add a New Staff Document

 

  • Go to the Staff Directory and click on the name of any of your staff
  • Click the “Add Document” button

 

Image: “Add New Staff Document”

  • Select the document “Title” or click the green “+” icon to add a new type
  • If the document expires, type in the expiration date (otherwise leave the “Expires” date blank
  • If you wish to add an attachment to the document screen, click the paperclip icon to attach the file. Only Administrators and Restricted Staff Administrators can access attachments on the Document screen
  • Click “Save”
  • The saved document will appear on the “Documents” tab
  • If the saved document title appears on the “Mandated” list it will also appear on the “Compliance” tab

 

Option 2. Add a New Staff Training

 

  • Go to the Staff Directory and click on the name of any of your staff
  • Click the “Add Training” button

 

Image: “Add New Staff Training”

  • Select the training “Topic” or click the green “+” icon to add a new type
  • If the training expires, type in the expiration date (otherwise leave the “Expires” date blank
  • If you wish to add an attachment to the document screen, click the paperclip icon to attach the file
  • Click “Save"
  • The saved training will appear on the “Training” tab
  • If the saved training topic appears on the “Mandated” list it will also appear on the “Compliance” tab

 

Staff Access to Compliance Checklist

 

Click the “Compliance Tracking” option on the side menu. This list is exportable to Microsoft Excel.

 

Image: “Compliance Checklist Staff Access”

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