can print this document or save it to your local hard …...Trails ID displays the Hotline Detail, Referral Detail, or Provider Detail record ID. The Trails ID number is also a link

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.



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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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3. Opens the navigation panel on the left.



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This opens the navigation panel on the left.


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.


6. Click the Collapse (<) icon.



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For this activity, collapse the left navigation panel to aid in viewing the Workload table.


7. Assigned To.



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The Assigned To field defaults to the worker that logged in.


8. Section Header displays the count.



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The Section Header displays the total count of records shown in the table.


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.


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.


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.


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.


13. Record Type.



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Record Type identifies the type of record displayed in the row - Hotline, Referral, or Provider.


14. Name.



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Name displays the family name for the record.


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.


16. Assigned To.



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Assigned To displays the name of the worker assigned to the record.


17. Responsibility.



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Responsibility displays whether the Assigned To worker is the Primary or Secondary worker.


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.


19. Section.



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Section displays the Section the record is assigned to.


20. Unit.



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Unit identifies the Unit the record is assigned to.


21. County.



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County identifies the responsible county.


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.


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.


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)


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).


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.


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.


28. Assigned To.



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The Assigned To field allows you to select additional workers to view their workload.


29. Click the Assigned To drop-down arrow.



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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.


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.


32. Click in the checkbox for 1375693.



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33. Click the Transfer/Assign button.



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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.


35. Scroll down in the window.



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Use the right scroll bar to bring the full Transfer/Assign window into view.


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.


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.


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.


40. Click in the Recipient Primary Worker* text box.



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For this activity, assign the record to a new Primary Worker.


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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42. Select the appropriate worker.



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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.


44. As required, complete/review the following fields: Field Description

Example: Comments



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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.


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.


47. Click Cancel.



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Click Add when finished or Cancel to close without saving.

For this activity, click Cancel.


48. Click the Transfer/Assign button.



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When all fields are completed, click the Transfer/Assign button.


49. Click Yes.



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50. Completes the Transfer or Assign.

This completes the Transfer or Assign and returns you to the Workload page.

Documents

can print this document or save it to your local hard …...Trails ID displays the Hotline Detail, Referral Detail, or Provider Detail record ID. The Trails ID number is also a link