Web MOHSIS Tips and Tricks

WEBSURV INSTRUCTIONS

Locator Instructions Print Date: 11/15/2011 Page 1 of 22

LOCATOR INSTRUCTIONS Overview Add Locator Guidance Add Postal Address Add Institution Address Add Location Address Add International Address Change Primary Address Edit Address Remove Address View/Add/Edit Telephone Numbers View/Add/Edit Email Addresses

OVERVIEW Locators in WEBSURV refer to ways to locate a person or organization. The locator may be an address (postal, institution, location or international), telephone number or email address. Add Locator Guidance Several types of address may now be entered: • Postal – address that include street, city, state, zip information • Institution – person resides in a facility so the search is on the facility name and the

address of the facility is associated to the person. • Location – complete address information is not known; may only have the county,

city or state for where the person resides. • International – if the person lives outside the USA.

Address Type - Postal 1. Postal Addresses are reviewed and standardized at entry by the system. Please

accept a standardized address if available and appropriate. Users can override address by providing the county name and using the address as entered.

2. Entry of Postal Address Guidance: Street Names w/ abbreviations - Street names containing abbreviations will

frequently return without a match from the geocoder. For example, please use Martin L King (not MLK) in the street name. Also, if a street has a state name, please spell it out as well, ex. MO should be Missouri.

Number Named Streets - Where streets are named with numbers instead of names, the numbers should always be listed as a number. Frequently numbers from 1 – 10 are spelled out (First, Second etc). These will return without a match from the geocoder. Change these names to their numeric equivalent (1st, 2nd etc).

Directional prefixes - Use directional prefixes whenever one is available. If there is an available directional prefix (N S E W), and a prefix isn’t provided, possible duplicate locations may be found. (e.g. 123 N Main St, 123 S Main St are the same if you exclude the direction).



City Names - Always use a city name that is in the dropdown list. Standard abbreviations for Saint and Mount are used (St and Mt). No punctuation is used in the city name list.

State - Always use the state abbreviation from the dropdown list. No punctuation is used in the state name list.

All Address Types 3. Locator Roles: Home – assigned to the Person’s Home address, telephone, or email. Home

should not be assigned to Organizations. Business – assigned to Person’s or Organization business address, telephone, or

email Mailing – assigned to PO Boxes only; do not enter street address with PO Box,

enter two addresses. Medical Practice – assigned to Person’s or Organization address, telephone, or

email for a medical practice Message – assigned to locators for message purposes Work – assigned to Person’s or Organization work address, telephone, or email.

1. It is helpful to enter begin date and end dates. You can use the date of report or the

current date as the begin date (as of date) when adding the locator. If you add a second address, you should end date the first one. If multiple locators are associated to the person/organization, it is hard to determine which is the current locator.

2. Addresses, Telephones and Email Addresses cannot be changed. Items on a locator record that can be changed are Type, Primary Indicator, Sensitive Indicator, Begin Date, and End Date.



Add Postal Address The following preconditions must be met:

1. Successful log into WEBSURV application. 2. Search and select party

Steps Screens 1. Click the + next to Locators to

expand the Locators tree.

2. The tree is expanded. 3. Click on Addresses



4. The Addresses screen for the person is displayed.

5. Click on Add Address

6. The screen is expanded to include

address entry fields. 7. Enter Address Type (POSTAL)

8. Select Type 9. Check Save As Primary if

appropriate 10. Check Save As Sensitive if

appropriate. 11. Enter Begin Date and/or End Date

if known 12. Enter Address Information 13. Click Save



14. Validation of address information is performed and messages returned if needed.

Address Verification NOTE: If the address that was entered has already been verified and entered into the database, the application will go straight to Step 16. 15. Validations passed. The address

verification screen is returned. a. If an address is available in

the verification results and the address is appropriate, click the address link to select it and go to step 10.

b. If the address in the verification results is not appropriate or there are no verification results, enter the county and select Use this address.

16. The Data Saved for … Screen is

returned.



Add Institution Address 17. Click Add Address.


address entry fields. 19. Enter Address Type

(INSTITUTION)




if known 24. Click Search



25. The Search Organization Screen is returned.

26. Enter Search Criteria and click Search

27. Select the organization by clicking

the name in the grid.

28. The Address Screen is returned

with the institution shown. 29. Click Save



30. The Data Saved Screen is returned.

Add Location Address 31. Click on Add Address


address entry fields. 33. Enter Address Type (LOCATION)






if known 38. Select Location

39. The screen is refreshed with

appropriate fields available. a. If IN STATE, state is set to

MO. City and/or County must be entered.

b. If OUT STATE, State must be selected. City and/or County may be entered.

c. If OUT OF COUNTRY, Country must be entered.

40. Enter appropriate information and click Save.

41. The Data Saved Screen is

returned. HINT: Click Refresh Tree to update the count on the Addresses node.



Add International Address 42. Click on Add Address


address entry fields. 44. Enter Address Type

(INTERNATIONAL)




if known 49. Select Country 50. Enter Address Information 51. Click Save



52. The Data Saved Screen is returned.

HINT: Click Refresh Tree to update the count on the Addresses node.

Change Primary Address Change Primary Address 53. Click the ‘N” in the grid.

54. The record is changed to a Y and

the previous primary was set to N. The new Primary Address is moved to the first record in the grid.



Edit Address (any type) 55. Click Edit in the grid.

56. The address screen is expanded

and the address information is shown in entry fields.

57. Enter new information. 58. Click Save. NOTE: The only items that can be changed are Type, Save as Primary, Save as Sensitive, Begin Date, End Date, and Routing.

59. The Data Saved Screen is

returned. 60. Click on Addresses in tree.



61. The Address Screen is returned. You can see that the changed information is shown in the grid.

Remove Address (any type) Only available to Admin and QA Users) 62. Click Remove in the grid.

63. A popup dialog is returned. 64. Click OK.



65. The address is removed from the grid.

View/Add/Edit Telephone Numbers 66. Click on Telephones in the tree.

67. The Telephone screen is returned. 68. Click Add Telephone



69. The Telephone Screen is expanded to include entry fields.

70. Enter information and click Add to List.

71. Validation of telephone

information is performed and messages returned if needed.

72. Validation passed. 73. The telephone is added to the list. 74. Repeat step 15 until all

telephones are entered. 75. Click Save.



76. The Data saved for … screen is returned.

Edit Telephone 77. Click edit in the grid.

78. The Telephone screen is

expanded to include the information in the entry fields. NOTE: The only items that can be changed are Type, Save as Primary, Save as Sensitive, Begin Date, and End Date.

79. Enter new information. 80. Click Save.



81. The information is saved to the grid.

Remove Telephone (after initial save, remove is only available to Admin and QA Users) 82. Click Remove in the grid.

83. A pop up dialog is returned. 84. Click OK.



85. The telephone is removed from the grid.

View/Add/Edit Email Addresses Email Addresses 86. Click on Email Addresses in the

tree.

87. The Emails screen is returned. 88. Click Add Email button.



89. The Emails screen is expanded to include entry fields.

90. Enter email information and click add to list.

91. Validation of email information is

performed and messages returned if needed.

92. Validation passed. 93. The email address is added to the

list. 94. Repeat step 15 until all emails are

entered. 95. Click Save.



96. The Data saved for … screen is returned.

Edit Email Address 97. Click Edit in the grid.

98. The Email screen is expanded to

include the information in the entry fields. NOTE: The only items that can be changed are Type, Save as Primary, Save as Sensitive, Begin Date, and End Date.

99. Enter new information. 100. Click Save.



101. The information is changed in the grid.

102. Click Save.

103. The Data Saved for … screen

is returned.

Remove Email Address (after initial save, only available to Admin and QA Users) 104. Click Remove in the grid.

105. A popup dialog is returned. 106. Click OK.



107. The address is removed from the grid.

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