IWeb 5.17.5 Provider Recruitment and Tracking Module User Guide

Provider Recruitment - Activities Menu

When you first log on to the Provider Recruitment and Tracking module (and select an organization, facility, VFC PIN, etc.), the Open Activities page is the first main application page you see. In addition to this page, there are two additional links in the Activities menu:

To-Do (Open Activities)
History

The activities tasks are the method by which recruiters track their to-do items, such as recruitment calls, follow-up calls, and materials distribution, and how they generate lists of registry statuses for VFC field staff.

Here is some information about the different activity types:

Activity Type	Level	Creation Method	Creation Reason	Initial Status
New Site Created	Facility	Auto	On facility creation	Complete
Site Deferred	Facility	Auto	On facility status change to deferred	Complete
Scheduled for Training	Facility / User	Auto	On user scheduled for training	Complete
Fax-Back Received	IRMS	Auto	On IRMS creation	To-Do
Provider Agreement Received	IRMS	Auto	On IRMS creation	To-Do
Enrollment Packet Sent	IRMS	Auto	On IRMS creation	To-Do
User ID Assigned	Facility / User	Auto	On facility / IRMS user creation	Complete
Site Submitting Data	IRMS	Auto	On IRMS status change to Submitting Data	Complete
Other		User
Follow up on New Site Creation	Facility	Auto	On facility creation	To-Do
Follow up on Enrollment Packet Sent	IRMS	Auto	On Enrollment Packet Sent activity creation	To-Do
Follow up on Site Deferred	Facility	Auto	On facility status changed to Deferred	To-Do
Follow up on Training No Show	Facility / User	User
Follow up on Upcoming Training	Facility / User	Auto	On user scheduled for training	To-Do
Follow up on User Trained	Facility	User
Follow up on Site Trained but Not Reporting	Facility / User	User

Open Activities / To-Do

The Open Activities page is one of the first pages that appear after a user logs in. To return to the page from elsewhere in the module, click the Activities > To-Do menu link.

Activities with a creation method of Auto are created by the system in response to the entry listed in the Creation Reason field. Activities with a creation method of User are created by the Provider Recruitment administrators that have the ability to create new activity types. The user-defined types are not visible on the Recruitment Activity Report.

An initial status of Complete means that the task was automatically created and added to the Activity History. An initial status of To-Do means that the task was automatically created and added to the To-Do list.

To search for open activities, enter the search criteria (optional) and click View. (To clear the search fields and start over, click Reset.)

The search criteria fields and options are as follows:

Field/Option	Description
Recruiter	To search for a specific recruiter's activities, select their name from the drop-down list (select All to view all open activities for all recruiters). The logged in user is the default name that appears.
Organization	To search for open activities for a specific organization, select it from the drop-down list. If the user selected an organization after logging in, it is the default. To change this to include all organizations, set the list to --select--.
Facility / Facility Group / Do Not Limit	To search for open activities for a specific facility or facility group, select it from the drop-down list, after which the option is automatically selected. Do Not Limit is the default.
VFC PIN	To search for open activities for a specific VFC PIN, select it from the drop-down list, after which the option is automatically selected.
Activity Type	To search for a specific activity type, select it from the drop-down list.
County	To search for open activities within a specific county, select it from the drop-down list (after which the option is automatically selected).
Date Range	To search for open activities within a specific date range, enter the From and Through dates (the current date is the default Through date).
Tasks/Comments (Louisiana only)	Use this field to enter any additional comments regarding the task.

The search results appear in the Open Activities section of the page, with the following fields and links/buttons:

Field/Button	Description
Printable Page	Click this link to open the search results in a new browser tab or window. Use the browser's print feature to print the page.
(arrow button)	Click this button to view the activity details. Click Edit Record on the Activity Details page to edit the details. Click Cancel on the Activity Details page to return to the search results.
Type	The activity type.
Organization	The organization's ID and name.
Due Date	The date the activity is due.
Status	The status of the activity. Examples: New, Complete.
Recruiter	The username of the recruiter.
Facility	The facility name for the activity, if applicable.
User	Indicates whether or not the activity is user-created.

Add a New Activity

NOTE: Users in the state of Louisiana can view and add activities from the same page.

To add an activity, click the Add Activity button (located directly above the search results list). The Add Activity page opens. Enter at least the required information and click one of these buttons:

Cancel - To cancel the adding of a new activity without saving the changes
Reset Values - To clear all of the fields and start over
Add Activity - To save the details and add the activity. Returns the user to the Open Activities page with the new activity added to the list
Quick Cancel - To automatically populates the name of the logged-in user in the Assigned To and default Contact Type fields, then saves the activity with a status of Cancelled. Follow-up and child activities are generated
Quick Complete - To automatically populate the name of the logged-in user in the Assigned To and default Contact Type fields, then saves the activity with a status of Completed. Follow-up and child activities are generated

The available fields and options on the Add Activity page are as follows:

Field/Option	Description
Activity Type	Select the activity type from the drop-down list. This field is required. If Other is selected, enter activity in the Other Type field.
Recruiter	Select a recruiter from the drop-down list. This field is required in that All is not a valid choice.
Follow-up Date	Enter the follow-up date for the activity.
Contact Type	Select the contact type from the drop-down list. This field is required.
Mail Method	Select the mail method from the drop-down list.
Mail Tracking #	If available, enter the mail tracking number.
Due Date	Enter the activity due date.
Date Completed	If applicable, enter the date the activity was completed.
Organization (IRMS)	Select the organization from the drop-down list. This field is required.
Facility	If applicable, select the facility from the drop-down list.
Task Comments	Enter any additional information about the activity.
Schedule Reminder	Select this option and the reminder timeline from the drop-down list to define the time period for an email reminder to be sent. Examples: On due date Two days before due date One week before due date

Edit an Activity

To edit an activity, first search for it, then click the arrow button for the activity in the list. On the Activity Details page that opens, click Edit Record. Make the necessary changes and click one of the buttons:

Cancel - To cancel without saving the changes
Reset Values - To clear all of the fields and start over
Update Follow-Up - To save the details and update the follow-up status. Returns the user to the Open Activities page with the new activity added to the list
Quick Cancel - To automatically populates the name of the logged-in user in the Assigned To and default Contact Type fields, then saves the activity with a status of Cancelled. Follow-up and child activities are generated
Quick Complete - To automatically populate the name of the logged-in user in the Assigned To and default Contact Type fields, then saves the activity with a status of Completed. Follow-up and child activities are generated

Note that once a task is in the Completed status, there is no method in the application to edit or delete the item.

Activity History

The historical view of activities can be limited by recruiter, organization, and facility. You can also log a completed activity from the History page.

To view the activity history, click the Activities > History menu link. Enter search/filter criteria and click View.

The search/filter criteria fields and options are as follows:

Field/Option	Description
Recruiter	To search for a specific recruiter's activities, select their name from the drop-down list (select All to view all open activities for all recruiters). The logged in user is the default name that appears.
Organization	To search for open activities for a specific organization, select it from the drop-down list. If the user selected an organization after logging in, it is the default. To change this to include all organizations, set the list to --select--.
Facility / Facility Group / Do Not Limit	To search for open activities for a specific facility or facility group, select it from the drop-down list, after which the option is automatically selected. Do Not Limit is the default.
VFC PIN	To search for open activities for a specific VFC PIN, select it from the drop-down list, after which the option is automatically selected.
Activity Type	To search for a specific activity type, select it from the drop-down list.
County	To search for open activities within a specific county, select it from the drop-down list (after which the option is automatically selected).
Date Range	To search for open activities within a specific date range, enter the From and Through dates (the current date is the default Through date).

The search results appear in the Activity History section of the page, with the following fields and links/buttons:

Field/Button	Description
Printable Page	Click this link to open the search results in a new browser tab or window. Use the browser's print feature to print the page.
(arrow button)	Click this button to view the activity details. Click Edit Record on the Activity Details page to edit the details.
Completed	If the activity has been completed, the completed date appears in this field.
Type	The activity type.
Organization	The organization's ID and name.
Status	The status of the activity. Examples: New, Complete.
Recruiter	The username of the recruiter.
Facility	The facility name for the activity, if applicable.
User	Indicates whether or not the activity is user-created.

Log Completed Activity

To log a completed activity, click the Log Completed Activity button on the Activity History page. The Add Completed Activity page opens. Enter the information and click Quick Complete or Quick Cancel to log the activity as completed:

Quick Complete - To automatically populate the name of the logged-in user in the Assigned To and default Contact Type fields, then saves the activity with a status of Completed. Follow-up and child activities are generated
Quick Cancel - To automatically populates the name of the logged-in user in the Assigned To and default Contact Type fields, then saves the activity with a status of Cancelled. Follow-up and child activities are generated

The available fields and options on the Add Activity page are as follows:

Field/Option	Description
Activity Type	Select the activity type from the drop-down list. This field is required. If Other is selected, enter activity in the Other Type field.
Recruiter	Select a recruiter from the drop-down list. This field is required in that All is not a valid choice.
Follow-up Date	Enter the follow-up date for the activity.
Contact Type	Select the contact type from the drop-down list. This field is required.
Mail Method	Select the mail method from the drop-down list.
Mail Tracking #	If available, enter the mail tracking number.
Due Date	Enter the activity due date.
Date Completed	If applicable, enter the date the activity was completed.
Organization (IRMS)	Select the organization from the drop-down list. This field is required.
Facility	If applicable, select the facility from the drop-down list.
Task Comments	Enter any additional information about the activity.
Schedule Reminder	Select this option and the reminder timeline from the drop-down list to define the time period for an email reminder to be sent. Examples: On due date Two days before due date One week before due date