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TM Intake - View and Access Workload
Wednesday, July 25, 2018Copyright 2018 State of Colorado
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Purpose
This Job Aid provides you with a document that describes how to perform the task. You can print this document or save it to your local hard drive.
TM Intake - View and Access Workload
Wednesday, July 25, 2018Copyright 2018 State of Colorado
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Procedure
1. Follow the steps below to complete the task:
Home - Colorado Trails - Google Chrome
2. Click the Show Menu menu item.
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Home - Colorado Trails - Google Chrome
3. Opens the navigation panel on the left.
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This opens the navigation panel on the left.
Home - Colorado Trails - Google Chrome
4. Click the Workload menu item.
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Workload - Colorado Trails - Google Chrome
5. Workload page displays.
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The Workload page displays.
A Hotline, Child Welfare, or Resource worker or supervisor can see all the Hotlines, Referrals, and Providers where they are assigned as a primary or secondary worker.
Workload - Colorado Trails - Google Chrome
6. Click the Collapse (<) icon.
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For this activity, collapse the left navigation panel to aid in viewing the Workload table.
Workload - Colorado Trails - Google Chrome
7. Assigned To.
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The Assigned To field defaults to the worker that logged in.
Workload - Colorado Trails - Google Chrome
8. Section Header displays the count.
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The Section Header displays the total count of records shown in the table.
Workload - Colorado Trails - Google Chrome
9. Columns can be sorted or filtered.
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Each column of the table (with the exception of the first column, the Select checkbox), can be sorted or filtered using the icons to the right of the Column Title.
Workload - Colorado Trails - Google Chrome
10. Select Checkbox.
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The Select checkbox allows a Hotline, Child Welfare, or Resource Supervisor to quickly select a record to Transfer or Assign.
Workload - Colorado Trails - Google Chrome
11. Restricted.
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Restricted displays if the client information referred to in the record has been Restricted. If the record is restricted, both Restricted By and Restricted Start Date (shown later in the table) will also be completed.
Workload - Colorado Trails - Google Chrome
12. Trails ID.
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Trails ID displays the Hotline Detail, Referral Detail, or Provider Detail record ID.
The Trails ID number is also a link that opens the appropriate detail record.
Workload - Colorado Trails - Google Chrome
13. Record Type.
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Record Type identifies the type of record displayed in the row - Hotline, Referral, or Provider.
Workload - Colorado Trails - Google Chrome
14. Name.
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Name displays the family name for the record.
Workload - Colorado Trails - Google Chrome
15. Date Assigned.
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Date Assigned displays the date the record was assigned to the worker.
Records are sorted by Date Assigned with the oldest date at the top.
Workload - Colorado Trails - Google Chrome
16. Assigned To.
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Assigned To displays the name of the worker assigned to the record.
Workload - Colorado Trails - Google Chrome
17. Responsibility.
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Responsibility displays whether the Assigned To worker is the Primary or Secondary worker.
Workload - Colorado Trails - Google Chrome
18. Scroll to view additional columns and rows.
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Use the scroll bar at the right to move down to view additional rows.
Use the scroll bar at the bottom of the page to view additional columns.
Workload - Colorado Trails - Google Chrome
19. Section.
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Section displays the Section the record is assigned to.
Workload - Colorado Trails - Google Chrome
20. Unit.
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Unit identifies the Unit the record is assigned to.
Workload - Colorado Trails - Google Chrome
21. County.
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County identifies the responsible county.
Workload - Colorado Trails - Google Chrome
22. Type Detail.
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Type Detail displays the following:
Hotline - the call type Referral - call referral type of the primary associated hotline Provider - service type.
Workload - Colorado Trails - Google Chrome
23. Additional Info.
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Additional Info displays the following:
Hotline - the call duration (if there is no recording, this entry will be blank) Referral - identifies if a RED Team was held for this referral Provider - If OOH for service category, will display availability for
placement; otherwise this entry will be blank.
Workload - Colorado Trails - Google Chrome
24. Date Opened.
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Date Opened displays the following:
Hotline - call date Referral - referral date Provider - the effective date for the most recent approval record for the
service (each row will be one service for providers)
Workload - Colorado Trails - Google Chrome
25. Days Open.
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Days Open displays the count of days between the Date Opened and the system date (today's date).
Workload - Colorado Trails - Google Chrome
26. Restricted.
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Restricted By and Restricted Start Date display the name of the worker who added the restriction and the date that the restriction started.
Workload - Colorado Trails - Google Chrome
27. Scroll to the left.
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Use the scroll bar at the bottom of the page to return to the leftmost columns.
Workload - Colorado Trails - Google Chrome
28. Assigned To.
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The Assigned To field allows you to select additional workers to view their workload.
Workload - Colorado Trails - Google Chrome
29. Click the Assigned To drop-down arrow.
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Workload - Colorado Trails - Google Chrome
30. List of workers to view.
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This displays a list of workers you are authorized to view. Click in the checkbox next to the name of the worker to view the records for that worker.
The Select option is a multi-select field, so more than one choice can be made. To select all of the workers to view, click in the Select all checkbox.
When your selection(s) are complete, click outside of the box to distribute the records in the table.
Workload - Colorado Trails - Google Chrome
31. Select checkbox.
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The Select checkbox allows a Hotline, Child Welfare, or Resource worker to quickly select a record to Transfer or Assign.
Click in the checkbox next to the record to select it.
Workload - Colorado Trails - Google Chrome
32. Click in the checkbox for 1375693.
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Workload - Colorado Trails - Google Chrome
33. Click the Transfer/Assign button.
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Workload - Colorado Trails - Google Chrome
34. Transfer/Assign pop-up window.
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This opens the Transfer/Assign pop-up window.
This window also includes the Transfer/Assign History for the record.
Workload - Colorado Trails - Google Chrome
35. Scroll down in the window.
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Use the right scroll bar to bring the full Transfer/Assign window into view.
Workload - Colorado Trails - Google Chrome
36. Transfer a record.
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Transfer a record to a different county by selecting a county under Recipient County*.
If the record is transferred to a different county, it cannot be assigned to a Primary Worker.
Workload - Colorado Trails - Google Chrome
37. Assign a record.
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Assign a record to a different Primary Worker by selecting the Recipient Primary Worker* field and typing in the name.
If the record is assigned to a new Primary Worker, it cannot be transferred to a different county.
Workload - Colorado Trails - Google Chrome
38. Click the Recipient County* drop-down arrow.
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For this activity, view the Recipient County list.
39. Select a county from the list.
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You would then select a county from the list. There is a scroll bar at the right to move up or down the list.
For this activity, we will only be viewing the list, not selecting a county.
Workload - Colorado Trails - Google Chrome
40. Click in the Recipient Primary Worker* text box.
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For this activity, assign the record to a new Primary Worker.
Workload - Colorado Trails - Google Chrome
41. As required, complete/review the following fields: Field DescriptionStart Typing...
Example: Mod
Begin typing the name of the new Primary Worker. The system will provide a list of names that match what you have entered.
For this activity, type Mod in the Recipient Primary Worker* field.
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Workload - Colorado Trails - Google Chrome
42. Select the appropriate worker.
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Workload - Colorado Trails - Google Chrome
43. Click in the Comments field.
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Comments are required when a record is transferred or assigned.
Click in the Comments field and enter your comments.
Workload - Colorado Trails - Google Chrome
44. As required, complete/review the following fields: Field Description
Example: Comments
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Workload - Colorado Trails - Google Chrome
45. Click the + Add Secondary Worker link.
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To add a Secondary Worker for this record, click the Add Secondary Worker link.
This will open the Add Secondary Worker pop-up window.
Workload - Colorado Trails - Google Chrome
46. Add Secondary Worker pop-up window.
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Complete the fields for the Secondary Worker.
All fields within the Add Secondary Worker pop-up window are required.
Workload - Colorado Trails - Google Chrome
47. Click Cancel.
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Click Add when finished or Cancel to close without saving.
For this activity, click Cancel.
Workload - Colorado Trails - Google Chrome
48. Click the Transfer/Assign button.
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When all fields are completed, click the Transfer/Assign button.
Workload - Colorado Trails - Google Chrome
49. Click Yes.
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Workload - Colorado Trails - Google Chrome
50. Completes the Transfer or Assign.
This completes the Transfer or Assign and returns you to the Workload page.