Standard Operating Procedure Call_Mgr

Agenda Introduction Overview of Call Mgr Screen How to Change Views How to Filter the View Saving a Custom View Merging Calls Additional Information Quiz

Purpose The purpose of this document is to explain the Call Mgr area of VinCENT.

Scope This document contains information on the Call Mgr section and all procedure completed in this area of VinCENT.

General Requirements The following requirements must be met. The user must have access to VinCENT and the Call Mgr section of the program. If the user does not have access please contact the Agency System Administrator.

Agenda Introduction Overview of Call Mgr Screen How to Change Views How to Filter the View Saving a Custom View Merging Calls Additional Information Quiz

Overview of Call Mgr Screen Purpose The below is an explanation of the different icons found on the Call Mgr Screen.

Overview of Call Mgr Screen Mode Viewing Filters Date Range Refresh

Overview of Call Mgr Screen Add 1 Add 1+ Mass Edit Update Print

Overview of Call Mgr Screen Mode The default Mode is Normal. This mode allows the user to add schedules, adjust schedules, merge calls and review exceptions.

Overview of Call Mgr Screen Viewing The default View is Monthly Calendar. The view can also be changed to Detailed Listing, Google Map and if applicable Custom Views that have been created.

Overview of Call Mgr Screen Filters The default Filter is to list every day of the week. To change the filters click on the Add + icon. There are a variety of Filters to choose from to most efficiently view the screen for the task to be accomplished.

Overview of Call Mgr Screen Date Range The user can select a month within the View of Monthly Calendar or any date range within the Detailed Listing view.

Overview of Call Mgr Screen Refresh By selecting the Refresh Icon the user will refresh the screen and update the schedules with the calls that have been made since the last refresh. VinCENT automatically performs a refresh.

Overview of Call Mgr Screen Add 1 By selecting the Add 1 icon the user will be able to add a schedule for one day.

Overview of Call Mgr Screen Add 1+ By selecting the Add1+ icon the user will be able to add a schedule for a custom date range.

Overview of Call Mgr Screen Mass Edit Be selecting the Mass Edit icon the user will be able to change a group of items on multiple schedules at one time.

Overview of Call Mgr Screen Update By selecting the Update icon all data on the screen will be Updated to current bill rates, pay rates and call information.

Overview of Call Mgr Screen Print By selecting the Print icon the user will be able to create a printable version of the schedules on the screen in list format.

Agenda Introduction Overview of Call Mgr Screen How to Change Views How to Filter the View Saving a Custom View Merging Calls Additional Information Quiz

How to Change Views Select Call Mgr from Menu Default View Select Viewing Menu Select Detailed Listing Review Detailed Listing Sort Columns Quick Search

How to Change Views Select Call Mgr from Menu Select the Call Mgr icon on the top left portion of the screen. This will take the user to the Call Mgr default view.

How to Change Views Default View

How to Change Views Select Viewing Menu Click on the box Monthly Calendar

How to Change Views Select Detailed Listing Select the required View. Detailed listing will default to current day and allows the user to select the date range to view. Monthly calendar shows one complete month. Custom views are just that, views custom to the agency.

How to Change Views Review Detailed Listing Detailed listing view can be changed to reflect any date range.

How to Change Views Sort Columns By clicking on the column header the user will be able to sort the column in ascending or descending order.

How to Change Views Quick Search Utilizing the Search feature on the right side will further limit the data on the screen.

Agenda Introduction Overview of Call Mgr Screen How to Change Views How to Filter the View Saving a Custom View Merging Calls Additional Information Quiz

How to Filter the View Purpose How to find the exact information the user is searching for.

How to Filter the View Select Call Mgr Select Add + Select desired Filters Filters are visible on the left side Delete the filters by clicking red X

How to Filter the View Select Call Mgr Select the Call Mgr from the Main Menu on the top left.

How to Filter the View Select Add + Select the Add + icon to bring up the list of Filter Option

How to Filter the View Select desired Filters Select the desired filters to narrow the search. Example filter by Call In: Not present to view all schedules with no call in present.

How to Filter the View Filters are visible on the left side Once the filters are selected they are visible after the Filter option. Above the filters are for Call in and Service.

How to Filter the View Delete the filters by clicking red X To remove a filter click the Red X to remove the selected filter.

Agenda Introduction Overview of Call Mgr Screen How to Change Views How to Filter the View Saving a Custom View Merging Calls Additional Information Quiz

Saving a Custom View Purpose VinCENT allows the user to create a custom view and then have One-Click access to the saved view for ease of information.

Saving a Custom View Choose desired Viewing & Filter(s) Select Save As Enter Name & Description Select options for viewing Custom view location Click Clear to remove custom filter

Saving a Custom View Choose desired Viewing & Filter(s) Select filters for custom view. The user can select as many as needed to view only what is required.

Saving a Custom View Select Save As From the Viewing Menu select Save As to save the custom view created for future viewing.

Saving a Custom View Enter Name & Description Enter the Name and Description of the custom view.

Saving a Custom View Select options for viewing If the first option is selected all users within the agency will be able to utilize the custom filter. If the second option is selected this option will be the Default View for the user.

Saving a Custom View Custom view location The custom view will appear next to the Viewing option when selected.

Saving a Custom View Click Clear to remove custom filter By selecting the Clear option the user will remove the custom filter and return to the default view of the Call Mgr screen.

Agenda Introduction Overview of Call Mgr Screen How to Change Views How to Filter the View Saving a Custom View Merging Calls Additional Information Quiz

Merging Calls Purpose This procedure will explain how to merge two calls into one schedule.

Merging Calls Find the two call schedules to merge Click the + icon to view the call detail Click on the sprocket to view call menu Select the Merge This Call option Call Merge Candidates will appear Select the call to merge The result is one schedule with both calls attached Review call detail for merged calls Complete the required information on the schedule

Merging Calls Find the two call schedules to merge Within Detailed Listing viewing for the client with the two calls to merge.

Merging Calls Click the + icon to view the call detail By clicking on the + icon next to the schedule with the call attached the detail of the call will appear.

Merging Calls Click on the sprocket to view call menu Select the Sprocket on the right side to view the call merge option. Other options on the menu include: open call, open schedule, and remove this call.

Merging Calls Select the Merge This Call option From the Call Menu select the Merge This Call option

Merging Calls Call Merge Candidates will appear Review the Call Merge Candidates for the call you wish to merge together. If the anticipated call does not appear review the schedule to ensure there is a call to merge.

Merging Calls Select the call to merge Highlight the call you wish to merge and click the Save icon in the upper left of the pop up box.

Merging Calls The result is one schedule with both calls attached After the calls are merged there will be one schedule line item with both calls attached.

Merging Calls Review call detail for merged calls By clicking on the + sign to the left of the schedule the detail of the two calls will appear and the user can review that the calls were merged under the Merged column.

Merging Calls Complete the required information on the schedule Add the required Service and Activity to the schedule to complete the required information for the schedule.

Agenda Introduction Overview of Call Mgr Screen How to Change Views How to Filter the View Saving a Custom View Merging Calls Additional Information Quiz

Contact Information Direct questions about this document to the Agency System Administrator.

Agenda Introduction Overview of Call Mgr Screen How to Change Views How to Filter the View Saving a Custom View Merging Calls Additional Information Quiz

How do I add filters to my Detailed Listing View? A. The user cannot change their view B. Click on the Add + Icon by Filters C. Click on the column header D. Change to Monthly View Correct. Click on the Add + icon and then select the appropriate filter.

How does a user locate the Call Detail? A. The call detail is found within the reports section B. Click on the schedule C. Click on the sprocket D. Click on the + icon to open Call Detail Correct. With the Detailed Listing view click on the + icon next to the schedule line to open the Call Detail

The Mass Edit Icon allows the user to: A. Change a group of items on multiple schedules at one time B. Assign the call to the schedule C. Review the schedules D. This Icon does not work Correct. The Mass Edit icon should be used to adjust a group of schedules with the same adjustment. Example: Change all schedules for Client A on Monday to a new staff member.

The Add 1+ Icon allows the user to: A. Enter one schedule B. Utilize a calculator to add up time C. Add a schedule for a custom date range D. View one schedule at a time