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Scheduling multiple follow-ups to a client

We recently enhanced the “Follow-up Activity” section of call report forms to allow for scheduling several follow-ups at the time that the original form is being filled out. Previously you could add just one initial follow-up activity when first filling out a new call form. Scheduling additional follow-ups was possible, but it required that you first submit and then view or edit the report form before adding additional activities. These additional steps are now unnecessary.

Here’s how this capability works:

    1. If you’re only scheduling one follow-up for the client, do what you have always done, which is to fill out your reporting form, fill out the Follow-up Activity information on the ‘Finish’ tab of the form, and then Submit the form.

    first follow up

    Important Note: If you only want to add one follow-up activity, follow the steps above as written. You DO NOT need to click the “Add New Follow Up” button. If you do, then enter the follow-up details again, two follow-up activities will be created. The Add New Follow Up button is only to be used if you want to add more than one follow-up activity at a time.

    2. If you know at the time the initial report form is being created that this client should receive not one, but several follow-ups, you can schedule several follow-ups at this time, before submitting the form. After scheduling the first follow-up, click the Add New Follow Up button to save this follow-up and create an additional follow-up.

    Add 1st addtl follow up

    3. Once the first follow-up has been scheduled, you’ll see it listed under the Scheduled Follow-ups area. Then, your follow-up activity will be clear once again and you can now schedule an additional follow-up. Once the information is complete, click the Add New Follow Up button as you did before to add this second follow up.

    fill out 1st addtl follow up

    4. You can follow steps 2 and 3 as many times as needed to scheduled a series of follow-ups for this client, before clicking the Submit button once finished. If at any point you make a mistake when filling out follow-up details, the Clear Follow Up button can be used to clear all details entered.

You’ll still be able to add additional follow-up activities in both View or Edit mode of report forms just as you always could, but these new capabilities allow for a more efficient process if you’d like to schedule several follow-ups right from that first, newly created form.

There are many scenarios in which you may know during the first interaction that a help-seeker will want or need several follow-ups. One example is shown in our screenshots above, where a caller presenting with thoughts of suicide may need several follow-ups to stay in touch and help them maintain a safety plan. In fact, many authorities on suicide prevention best practices suggest that ongoing follow-ups from crisis contact centers are an important part of successfully seeing someone safely through a period of intense suicide ideation.

Other examples of multiple follow-up planning during the initial interaction could be planning out a series of surveys with a caller, or a series of follow-ups to follow their progression through an application process or other ongoing activity.

By being able to set out and schedule these follow-ups all at once when completing the initial form documentation, your staff and volunteers will save some additional steps and clicks, which saves time and more quickly gets them back and available for the next call, chat, or text.

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Carmen Lovas

iCarol is your help line software company that is here to make your job easier as Executive Director or leader of a non-profit contact center. Whether you have a crisis, help or 211 referral line, we are here to help you help more people in your community. Read more...

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