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iCarol strengthens security through enhanced user password requirements

At iCarol, we’re always looking to the most cutting edge and progressive ways of strengthening system security, protecting data, and preventing unauthorized system access. This always has been and will continue to be a top priority for us.

In addition to the security measures we take to protect data during its transmission and storage, ensuring good password strength is one simple way that each iCarol user can protect their system and the personal information stored within. That’s why, to help our users do this, we are proactively implementing advanced security protocols for passwords used to access the iCarol system. Once these new protocols are enacted, our users will be prompted to update their passwords to ensure they meet our new strength requirements.

We appreciate our users’ compliance with these new protocols. We want you to rest easy knowing we are doing our part to keep your iCarol system secure, while also helping ensure that each individual’s use of iCarol also upholds this security through tight password guidelines.

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The right service at the right time – using time restrictions in your Public Web Forms

There’s a lot to like about iCarol’s Flexible Public Web Forms (also known as Online Forms). You can do so much with this versatile tool that is, at its core, a public facing version of the same Contact Forms that iCarol users access within their systems to log interactions with the people they serve.

In case you’re asking “What’s an iCarol Public Web Form?” These forms are Contact Forms hosted in your iCarol system that can be enabled for the public to use. You’ll link to them when you wish to offer services on your website such as:

  • Intake forms
  • Volunteer applications
  • Satisfaction surveys
  • Self-assessments or screenings
  • Contact requests

Submitted forms are delivered to your iCarol system where you can then follow up yourself, securely send them to another agency if necessary, and of course since they are Contact Records you can export the data collected or run reports on the data within iCarol. Want to know more? Skip to the bottom of this blog post for even more information about Public Web Forms.

Enabling Time Restrictions.

If you have a service that is only available during certain days of the week, or certain hours of the day, then you may not want your Public Web Form open and available to be filled out on your website outside of those service hours. For example, a Mobile Crisis Intake Form — For better communication and clarity, and to reduce confusion or frustration, you would likely want to keep this form from appearing as an option on your website if the service was currently closed and the web visitor won’t receive a timely response.

Public Web Form time restriction is an option that allows you to make a form available only during the times you choose. The form is turned on or off based on whether or not you have an Online Form shift that is actively staffed at that time.

Add shift for Public Web Form

If there is no shift at that time, or if the shift is open and unstaffed, the form won’t be active and available on the website. If a service is going to become unavailable soon, a warning message and countdown timer can appear for any visitors who may be in the middle of filling a form. There is also the option for custom messaging to appear when the service is unavailable, which could include information such as alternative options for the visitor to pursue in absence of the target service (e.g. a number to call) or more information on the service’s normal hours of operation, and the next time web visitors can expect to see the form on and available.

By only having these Public Web Forms open when the target service is available, and guiding web visitors to other alternative services instead, people in need are directed to the right service at the time.

More Information

Why is it important to offer intakes and other forms on your website? Well for one, the people in your community are craving more communication options between themselves and the services they need to access. Whether out of convenience, personal preference, or greater ease of access for those with disabilities, diversifying available communication channels reduces barriers and opens doors for more people to receive the services they are entitled to, and get the help they need.

Using the forms doesn’t just help the people who use your services, but it helps you and your staff as well. You’ll be able to increase staff productivity since these forms can now be filled out directly by the user online, where they may previously have required manual staff time and assistance to the client. You’ll also be able to capitalize on potential volunteer interest — convert volunteer prospects into applicants easily, no more waiting to receive their application through email or snail mail. You’ll also shorten the recruitment and training life cycle, getting volunteers online faster. And because you can now direct so many clients to fill out their satisfaction surveys online, you can increase your outcome data, meet your goals, and get the funding you need.

Public Web Forms can be tailored to meet your needs in a variety of ways, including:

  • Customize the look and feel of the form to fit with your website and branding, using Cascading Style Sheets to give your form a highly stylized look. You may include your logo, choose your fonts, colors, and more for a cohesive fit within your website.
  • Edit the fillable fields and text on the form with our Contact Form Editing tools.
  • Pre-screen clients with questions before the user can proceed to the rest of the form.
  • Ensure data integrity with an integrated Captcha, protecting you from false or spam/bot submissions.
  • Enforce form timeouts and warn users of an impending timeout to make sure a form isn’t kept open for too long before submission, protecting the integrity of the data as well as your user’s privacy.
  • Notify key staff members by email when a form is submitted.
  • Analyze, track, export, and report on the information collected in the forms. Once the Public Web Form is submitted by the user, it becomes the equivalent to a finished Contact Record in your iCarol system.

To get started using these forms in your iCarol system, contact our Support Team. If you’re not yet an iCarol user, we’d be happy to speak to you about this and other solutions we offer. Please contact us.

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iCarol to attend the International Conference on Forensic Nursing Science and Practice

From Wednesday, October 24 through Saturday, October 27, our Solutions Expert Team Lead, Eliisa Laitila, will attend the International Conference on Forensic Nursing Science and Practice in Reno, Nevada. This conference is in association with the International Association of Forensic Nurses.

What is “Forensic Nursing” and what sets this field apart from nurses working in other areas? According to the International Association of Forensic Nurses:

    “A forensic nurse is a Registered or Advanced Practice nurse who has received specific education and training. Forensic nurses provide specialized care for patients who are experiencing acute and long-term health consequences associated with victimization or violence, and/or have unmet evidentiary needs relative to having been victimized or accused of victimization. In addition, forensic nurses provide consultation and testimony for civil and criminal proceedings relative to nursing practice, care given, and opinions rendered regarding findings. Forensic nursing care is not separate and distinct from other forms of medical care, but rather integrated into the overall care needs of individual patients.”

Forensic nurses practice in many industries that iCarol serves and they regularly engage with patients who have suffered sexual violence, intimate partner or domestic violence, abuse (from children to the aging/elderly), and those who have been victims of a crime. This field of nursing demands a great deal of skill on many fronts. Forensic nurses must not only assess and meet the medical needs of their patient, but they are also tasked with restoring the individual’s feeling of safety and are often one of the first professionals to help that individual through a traumatic event. Their delicate handling of sensitive situations plays a large role in patient recovery.

The conference sessions will fall into a variety of tracks including Intimate Partner Violence, SANE (Sexual Assault Nurse Examiner), Pediatrics, and Psychiatry and Corrections. We’re excited to be attending this conference for the first time and eager to have Eliisa share learned knowledge with our team so we can directly apply it to our work with the organizations that employ or frequently interact with forensic nurses.

“I am excited to learn more about this side of the support model that many of our clients work directly in, or coordinate with nurses to do. It will be interesting to hear more from the forensic nurse perspective, as well as overall leading thoughts on how to best support survivors, and how to overcome challenges when doing so.” — Eliisa Laitila, iCarol Solutions Expert Team Lead

To learn more about Forensic Nursing, specifically those who conduct SANE exams, check out the video below created by the International Association of Forensic Nurses.

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iCarol at the National Crisis Center Conference

From Wednesday, October 17 through Friday, October 19, Rachel Wentink, Vice President, Operations, and Mary Kruger, Client Training Coordinator, will attend the National Crisis Center Conference in St. Louis, Missouri.

The conference theme is “Gateway to Gold: Setting the Standard” with a focus on best practices for optimum success of the attending organizations and their clients. This year’s conference will offer sessions in two tracks focused either on Systems or Centers, with several workshops that satisfy both.

There’s no better group to speak to best practices than the two entities presenting this conference, CONTACT USA (CUSA) and the National Association of Crisis Organization Directors (NASCOD). Both organizations have a phenomenal history of supporting crisis work and we recommend considering membership for your service if you are a helpline, warmline, crisis center, suicide prevention service, or similar organization. By joining them you’ll discover fantastic networking and knowledge sharing from caring individuals who can relate to your day-to-day joys and challenges as a manager or executive director of a not-for-profit. Find out more about CUSA membership here and NASCOD membership here.

Our history with this group and conference is our longest association, going way back to iCarol’s earliest days, and many of the helplines and crisis centers who host this conference were some of iCarol’s earliest users. It’s a long standing relationship that we value and we’re proud to not only attend but are also long-term sponsors of this important gathering organized by pillars of the helpline industry.

As with all conferences we attend, we welcome the opportunity to connect with old friends and new ones. We’re eager to hear about your latest projects and discuss ways iCarol can support you and the needs of your community. Both Mary and Rachel will be on hand throughout the conference to answer your questions and talk about how iCarol can help. We look forward to seeing you!

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iCarol Attending the National Sexual Assault Conference

From August 29th through 31st, Polly McDaniel, Director of Business Development, and Eliisa Laitila, Solutions Expert Team Lead, will both attend the 2018 National Sexual Assault Conference (NSAC) in Anaheim, CA.

We first attended this national conference in 2017, though organizations that address sexual violence and help sexual assault survivors have long been a part of the iCarol family. Our first experience at NSAC last year was exciting and inspiring; we were thrilled by the number of talented and passionate advocates we met. They do invaluable work toward awareness, breaking the silence around rape and sexual assault, preventing violence, and helping survivors heal. In the year that followed we welcomed a number of new organizations serving this space into the iCarol network of users. We’re eager to attend the conference again this year so we can meet more people doing this amazing work, reconnect with those we met earlier, and show everyone some of the latest solutions we offer to enhance service delivery to survivors.

So, if you’re going to be at the NSAC conference, please stop by our booth in the Platinum 5 exhibit room and say “hello.” We’re looking forward to the opportunity to answer your questions and hear more about the amazing work you’re doing for sexual violence survivors in your community and beyond.

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What is the iCarol Assessment Gauge, and How is it Used?

The iCarol Assessment Gauge is a highly configurable feature that is included with your core subscription to iCarol. It is most commonly used to assess two different situations: Eligibility or Risk.

What is it?

The Assessment Gauge is a series of questions you can embed into your iCarol Contact Form. Potential answers to each question are presented in a matrix format. Behind the scenes, the answers for each question have a weighted score. As a specialist goes through the assessment and marks an appropriate answer, these answers help form an overall quantitative measurement of either risk or eligibility, depending on how the form is being used.

The way you use and setup the Assessment Gauge is entirely up to your organization. Some examples of situations in which your organization might make use of the Assessment Gauge could be, but are not limited to the following:

Eligibility Assessment Examples:

  • Follow-Up Eligibility
  • Health Insurance Enrollment Eligibility
  • Tax Assistance Eligibility
  • Mobile Crisis Team Referral Eligibility

Risk Assessment Examples:

  • Mental Health Intake Priority
  • Suicide Risk Assessment
  • Disaster Risk Assessment
  • Domestic Violence Assessment
  • Homeless Diversion Program Assessment

This feature has been available for several years in iCarol, however we have made updates to the tool with the Contact Forms V5 Upgrade, including:

  • More user friendly with an updated look
  • Faster response as you answer questions
  • Scrolls with the page instead of being stationed in the top right corner

    You can choose to add the Assessment Gauge directly within an existing contact form:

    Or create a new related form for assessments that only take place during a sub-set of your interactions.

    You could also add the assessment in both contexts; one on the original or “parent” form, and others on related forms. It’s important to note that there can only be one assessment on each iCarol Contact Form.

    How it works

    As users answer the assessment questions, the gauge moves up or down depending on how the answers are weighted, something decided and set up by your organization. Below is an example of how a set of questions in a suicide assessment may add up to create the gauge shown below. Based on the weights of the answers, this person was assessed as being very high risk.

    To learn more about this feature and learn how to get started with setting it up in your system, read this help article and have a designated Support Contact from your organization submit a case requesting assistance.

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  • You’re invited to join our next Enhancement Review Webinar

    At iCarol, we’re constantly rolling our new features to our software, as well as enhancements to existing features. To ensure you’re up-to-date on all the latest you can do using iCarol, we regularly hold Enhancement Review Webinars so we can share information about those enhancements with you.

    Our next webinar is coming up soon — July 17, 2018 at 3pm EDT. We hope you can join us! For those who would like to attend but cannot, we will have a recording available.

    Learn More and Register

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    The terms they are a changin’ – an update on going beyond “calls”

    Awhile back we shared our intentions to make some changes to the terminology we use when talking about certain iCarol features and capabilities. Namely, referring to “callers” or “calls” as the standard when talking about the people served and how you serve them. Before we go any further, let’s backup and review…

    Recap – Why the changes?

    iCarol was inspired by the volunteer experiences of our founders in a helpline environment, which were, at the time, very much rooted in call taking as the method of engaging with and helping people in need. Over the years, new technologies that lend themselves to different and expanded ways of communicating only grew in popularity and availability, and iCarol adapted as a result by enabling into the software communication channels like Live Chat, Texting/SMS, and connecting clients with services through a public website, for example Online Forms and the Public Resource Directory.

    The fact is, iCarol is such a flexible solution that since the very beginning our customers have used it for far more than just phone-based work. But, much of the terminology we use when talking about our software centers around calls. For example, the functionality used to document interactions with clients and collect necessary information has historically been called “Call Reports” or “Call Report Forms,” and the area of your system where these interactions are logged is titled “Calls.” There are other examples like “Caller Profile” and “Phone Worker” being used throughout our public website and web application (aka “web app”).

    We want to be more inclusive and consider the broad scope of how iCarol is actually used by our clients by using terminology that actually reflects its full potential. It’s important that we do this so that our current customers feel their work is understood and respected by the iCarol team, but also so that potential clients understand that iCarol is the solution for them, and ensuring they don’t mistakenly think its capabilities are limited and can’t meet their organization’s needs.

    What is changing?

    After surveying our clients and having internal discussions, we have settled on some new terminology to transition to:

      Current term New term(s)
      Calls (as seen on the left main menu of iCarol) Contacts
      Call Report or Call Report Form Contact Form/Contact Record
      Caller Profiles Profiles
      Phone Worker Vol/Staff, Volunteer or Staff, Worker
      Caller Help seeker, Person in need, Client
    It’s important to note that these changes are cosmetic only, and none of these changes should impact the way iCarol works or how you use the software to complete tasks.

    When will these changes occur?

    We have already begun making changes throughout our public website to reflect the broader scope of how people can and do use iCarol. You may also notice these newer terms on our blogs and other public-facing content, and they may be used by members of our team when they’re answering your questions or working with you on Support cases.

    In regards to the iCarol software that you sign into and use each day, changing terms there will take longer to implement. We are still in the process of analyzing all the areas that need to change, and we will then decide what areas to prioritize and organize our efforts before any changes will begin. When we do begin changing terms in web app, you will find these changes will happen in phases and for a time there may be some inconsistencies, i.e. some pages use the new terms while others still use the old ones. We appreciate your patience through the process. When we know more about when you can expect to start seeing these changes in iCarol, we will communicate that on the blog and the iCarol Dashboard.

    Read past blogs on this topic:

    New feature: Scheduled Exports

    iCarol offers multiple ways for you to retrieve the data you put into your system. You can use our Statistics area to access dozens of available-on-demand charts and graphs that present information that our clients most commonly need to meet their reporting requirements. You can also apply numerous filters to these reports, drilling directly in to uncover the desired information. This area is a sufficient source of information for most of your basic reporting needs.

    But, we understand that others may want or need to run cross tabulations, pivot tables, or otherwise customize their reporting experience a bit further. Our users can extract their raw data files for further analysis in external programs like Microsoft Access or Excel, or simply export the data for offline storage. These data tables contain every last detail about activities like your shifts, volunteer and staff profiles, the records in your resource database, and contact records including the data from contact record text entry fields, among other activities.

    Our philosophy is this: The data you put into iCarol is YOUR data— we are simply the stewards of it by keeping it stored and protected for you, and so of course you should have access to it as needed. Many of our users choose to go to the Admin Tools area of iCarol to export this data on a regular basis. However, this does require taking a few steps to initiate the download, then waiting for the export to complete before you can begin your analysis.

    We’ve created an enhancement to the Admin Tools export area: Scheduled Exports. Using this feature, our users can schedule an automatic export to occur. This export can be delivered in your iCarol system just as the manual exports, or you can set a path to a S/FTP that you’ve provided for this data to be delivered to.

    Each iCarol customer is allotted one free monthly scheduled export to use in their system.

    This feature is also available as a subscription — you may add on several scheduled exports to your iCarol system for a nominal monthly cost. When you subscribe to this feature, you may choose from multiple time frames for the scheduled exports to occur: Weekly, Monthly, Quarterly, or Annually. If you find yourself needing to export information on a repeat basis throughout your reporting cycles, having these files exported automatically is a convenient and time-saving solution.

    To add your free monthly scheduled export, log into iCarol and navigate to the Help area to read our detailed Help Articles with step-by-step instructions (simply search for “Scheduled Export”).

    And, if you want to save even more time and have more exports automatically delivered on a recurring basis, open a case with the Support Team to get started!

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    US Supreme Court declares federal ban on sports betting to be unconstitutional

    A lot of you may be wondering about the potential impacts of the recent Supreme Court decision in Murphy v. National Collegiate Athletic Association. On May 14, 2018 the US Supreme Court declared the federal ban on sports betting to be unconstitutional. By repealing the Professional and Amateur Sports Protection Act (PASPA), the Supreme Court opens the door for any state to legalize sports betting. The National Council on Problem Gambling believes the ruling by the Supreme Court is the largest potential expansion of gambling in our nation’s history now that an additional 49 states have the opportunity to legalize sports betting. We believe the expansion of legalized sports gambling in the United States will likely increase gambling participation and gambling problems unless serious steps are taken to minimize harm.

    Approximately 85% of Americans either gamble or approve of it. We know that there is already a vast amount of illegal sports betting occuring across America. And kids are already frequently exposed to parental gambling plus advertising and promotion for unregulated offshore gambling in media and online outlets. Expansion will likely increase availability and acceptability of sports gambling and thus increase participation, which may lead to more gambling problems. Unfortunately, this has not been uniformly accompanied by appropriate—or in some cases any—funds to prevent or treat gambling addiction. As a result current public problem gambling prevention and treatment services—especially for youth—are insufficient in most states and nonexistent in many. Approximately 2% of adults experience gambling problems, or approximately 5 million people. Gambling addiction is a rare but serious public health concern similar to other disorders that can ultimately lead to psychological, financial and legal problems. Additionally, gambling problems are strongly associated with increased incidence of suicide attempts, substance use disorders, and other behavioral health conditions. These social and economic impacts must not be ignored.

    The NCPG Board of Directors issued a Resolution on the Legalization of Sports Gambling in February 2017 that included specific recommendations on preventing problem gambling and encouraging responsible gaming for three key stakeholder groups: legislators and regulators; leagues and teams; and the media. In March 2018 the Board followed up by issuing Responsible Gaming Principles for Sports Gambling Legislation. Over 20 states have filed legislation to legalize sports betting, few with the types of consumer protections we recommend. Sadly it looks like we may see a rise in gambling addiction over the next few years, which affects all of us.

    About National Council of Problem Gambling

    NCPG is the national advocate for problem gamblers and their families. NCPG is neutral on legalized gambling and works with all stakeholders to promote responsible gaming. If you or someone you know has a gambling problem in the United States, call or text the National Problem Gambling Helpline Network at 1-800-522-4700 or visit www.ncpgambling.org/chat for confidential help. We are proud to use iCarol for our text and chat program.

    Guest blogger Keith Whyte has served as Executive Director of the National Council on Problem Gambling (NCPG) since October 1998. NCPG is the national advocate for programs and services to assist problem gamblers and their families.

    Guest blogger views and opinions expressed are those of the author and do not necessarily reflect the official position of CharityLogic and iCarol

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