Rachel Wentink, Vice President, Operations
Polly McDaniel, Director of Business Development
Crystal McEachern, Senior Product Manager
Val Kozintsev, Development Team Manager
Sean Higgins, Executive Vice President of Cityview, the division of Harris of which iCarol is now a part, will also join us for the Summit and early portion of the conference so he can learn more about the information and referral industry and meet the 2-1-1 and other I&R clients we regularly work with.
We’ll start our time in Dallas with our annual User Group Summit, on Sunday, June 3 beginning at 9am. This free, all-day iCarol training is aimed at iCarol users and prospective customers with anywhere from beginner to advanced usage experience with iCarol. The day is a chance for our team to focus in on a few key areas of iCarol capabilities and teaching our users how to leverage their iCarol system for the biggest impact.
This year we’ll present two training sessions at the Summit. Our first session of the morning is called Build a Better Picture: Using iCarol Statistics. That session will help attendees identify their reporting needs so they can then build out their contact forms and work flows to support those needs. We’ll take users through an overview of iCarol Statistics with a heavy focus on the analysis tab of reports, discuss Met and Unmet Needs reporting, and talk a bit about how to access data for more advanced reporting needs.
Following a brief break, the second session of the morning is titled Do More Together: Are You Ready? and will focus collaboration with partners. There are a multitude of ways you can use iCarol to partner with both fellow iCarol users, and outside organizations that don’t use iCarol. The session will take attendees through the tangible steps to evaluate readiness and then prepare to communicate with potential partners about collaboration. Attendees will leave with an outline and use cases to help them begin to build successful sharing relationships.
Attendees will then be released for lunch on their own, and then we’ll reconvene at 1:45pm for a traditional User Group session. All are welcome to the User Group Session, even if they did not register for the sessions held earlier in the day. In the User Group session, we’ll share a summary of the enhancements made to iCarol in the previous year, and speak to the upcoming developments in the works and coming soon. We’ll gain feedback from attendees and use their account of trends, themes, and common requests to help us prioritize upcoming and future developments that will best meet the needs of our customers.
If you’re heading to Dallas and will be in town by Sunday morning, it’s not too late to register for the User Group Summit. You can learn more and register here.
From there, the AIRS Conference sessions officially begin on Monday morning. Attendees can come visit us at booths 103 and 104 where we’ll have some items to hand out, including a number of data sheet flyers on a variety of topics of interest to conference attendees, including resource data sharing, offering centralized intake, ensuring continuity of care, dispatching mobile crisis services, and information on iCarol data privacy and security. As always we’ll welcome your questions, comments, and conversation on what’s going on at your organization. We always enjoy the opportunity to talk to you about the projects and partnerships you’re engaging in and investigate how we could potentially contribute to that.
Beginning in 2011, when the United States Senate first recognized Information and Referral Services Day, November 16th was designated to raise public awareness and recognize the critical importance of the I&R field.
Every day thousands of people find the help they need quickly, conveniently and free of charge because of Information and Referral (I&R) services. I&R services come in all shapes and sizes, from crisis lines that provide their local community with a core set of human service referrals, to larger scale 2-1-1 centers providing comprehensive Information and Referral services to entire states or provinces covering many different topics and types of services.
Information and Referral is the art, science and practice of bringing people and services together and is an integral component of the health and human services sector. People in search of critical services such as shelter, financial assistance, food, jobs, or mental health and substance abuse support often do not know where to begin to get help, or they get overwhelmed trying to find what they need. I&R services recognize that when people in need are more easily connected to the services that will help them, thanks to knowledgeable I&R professionals, it reduces frustration and ensures that people reach the proper services quickly and efficiently.
The people who work these lines are consummate professionals who are often times like living, breathing encyclopedias; providing answers to questions ranging from, “Where can I get a free meal for my family” to “There’s a horse running loose in my neighborhood, who do I call?” We at iCarol are really honored to have so many Information and Referral services all across the world use our software to help provide these services to people who reach them via phone, chat, text, or through intake and screening forms or resource searches on their websites.
If you’d like to learn more about what iCarol does to support efficient referral management, check out this page of our website that goes over some of those features. You’re also welcome to watch a webinar that focuses solely on our Information and Referral solutions.
Happy I & R Day, everyone, and kudos on the awesome work you do connecting people with the services they need, and addressing the social determinants of health in your communities!
As we mentioned in our recent blog about the iCarol Ideas Portal, quite a few recent and upcoming enhancements to iCarol are a direct result of contributions and engagement on the portal. That includes these recent enhancements to Automated Verification — the iCarol tool that helps you keep Resource records accurate on a regular basis, and helps maintain AIRS accreditation, with less manual work by your Resource Management staff.
Automated Verification Request Email Outcomes and Bounced Email Notifications
Whether you’re sending just a handful or a hundred of requests for verification out to service providers, it’s nice to know what happened to those emails and if they made it successfully to their destination. With this latest enhancement, you now know even more about the outcome of those emails, specifically whether or not they “bounced,” i.e. they encountered a problem along the way and did not make it to their intended destination. This would happen particularly if the email address wasn’t valid, which tells your Resource Managers they may need to contact that organization to verify a valid email to use for future Automated Verification Requests.
In addition to seeing the bounced status when viewing the original request page, the Resource Specialist who initiated the request will also receive an email notifying them that the request bounced and did not make it to the intended recipient. The additional notification via email will help alert them to the fact that the verifier did not receive their Automated Verification request, which could help them address and resolve the issue more quickly.
Initiate an Automated Verification Request While Editing a Resource Record
Sometimes you may want to initiate an Automated Verification Request for a single record in your database. You could certainly do this using the typical method of going to the main Resources search screen, choosing the “Verify” option, and searching for the record you wish to verify.
However, often when a single verification is needed it’s because the Resource Manager was actively reviewing the record and notices it needs an update. Or, perhaps another staff member has flagged the Resource and the Resource Manager is investigating. In these and many other cases, it would be very convenient to initiate an Automated Verification Request right then and there, for that single record, without having to go to the main Resource search page. Well, now you can do exactly that! While editing a record, in the section that outlines verification information, a link appears that can initiate the request. When clicked, the link takes the Resource Manager to the page where they configure the request settings.
We hope our Automated Verification users enjoy these two enhancements to the feature. We think they’ll help maintain Resource accuracy while saving your Resource Specialists some time in the process.
At the 2017 Startup in Residence Demo Day held this past month in San Francisco, participating groups were given 5 minutes to present their collaboration’s technological solutions to identified problems. iCarol and skyClutch were delighted to work together with the Our Children Our Families Council (OCOF) as one of the participating groups. skyClutch is an independent company which aims to help their clients with better resource delivery through user-friendly website integration. San Francisco’s Our Children Our Families Council works to make sure the resources of the city of San Francisco are directed toward helping children and families thrive.
The identified problem? Many of our youth and their families have the burden of searching multiple directories and portals for information but none of them are comprehensive. Most online directories provide basic health and human service listings, but do not include out-of-school activities, in-school services, child care openings, affordable housing listings, or information on medical support groups. The Our Children Our Families Council, a collaborative effort with the San Francisco Mayor’s Office and San Francisco Unified School District, seeks to create a comprehensive digital service directory, which would include all publicly-funded and publicly-administered services for children, youth, and their families including San Francisco Recreation and Parks, Department of Children Youth and their Families (DCYF), public safety resources, childcare, housing, health care, legal aid, and more. Currently, service data is decentralized and often inaccessible to the populations most in need. Much of the current service data is locked in proprietary silos maintained by individual organizations in different formats and is inaccessible to other departments, agencies, and stakeholders.
The proposed solution: A digital directory that connects disparate data sets into one holistic portal to increase accessibility and uptake of services to help San Francisco families thrive. Intended users are students, parents, teachers, counselors, youth, community based organizations, and city departments. The site would have front-end (e.g., homepage) that links to multiple search portals, which are unique to a particular data structure, user segment or issue such as transitional aged youth (TAY), child care, or housing. The goal is for the front-end to be user-friendly, translated into multiple languages, and mobile friendly. Users can search the service inventory via text field, location search, category search and bookmark, print, save, and share the resources they’ve identified and plan to access.
Moving forward: The Our Children Our Families Council is focused and committed on building, in partnership with iCarol and skyClutch, a centralized database of all San Francisco’s publicly-funded and publicly-administered services for children, youth, and their families. Through the use of the iCarol Resource API, skyClutch and the operational support from the Mayor’s Office of San Francisco and the San Francisco Unified School District, children and families awareness and ability to access needed resources will increase. The centralized database system will also allow the city to be more cost effective in how it can make residents aware of services and address resident needs. Behind the scenes, it also assists the city in knowing what types of services residents need most and what gaps there may be, ultimately helping the city strategize and improve response. And finally, it reduces frustration and builds trust between residents in need and their local government offices.
We are proud to be the chosen technology platform for OCOF’s service inventory and are very excited for the positive impact this project will have on children and families in San Francisco.
What is the STIR Program?
Local governments are under increasing pressure to meet constituent needs and engage with the public in innovative and cost effective ways. But, spending time and money on innovation is not always easy for city governments already stretched thin and busy with the day-to-day work operations. The Startup in Residence (STIR) initiative began in San Francisco in 2014, with the goal of solving civic challenges and addressing residents’ needs by pairing up government agencies and startups.
The partnered startup and governmental department work together over the course of 16 weeks to address a specific challenge using a co-developed technological solution. While the STIR program originated in San Francisco, it has since expanded to the nearby cities of Oakland, San Leandro and West Sacramento, with plans to go nationwide in 2018. You can learn more about STIR’s origin and history by watching this brief video.
There are over 100 different “standard” fields available for use in your iCarol Resource Database which allow you to track and curate resource information you need to help your community. Some of these fields include Phone Numbers, Address, Languages Spoken, Description of services, etc. and are commonly used in the industry to describe what a service is, how it is offered and who it serves. But, you may not wish to have all of these fields appearing and populated on each level of the resource “hierarchy.”
For example, many people choose to have fields like Address and Phone number shown only for the Program, Site, or ProgramAtSite resource records, and not the Agency record level. There are probably several fields that you don’t wish to appear on the Public Resource Directory listing for the public, but you would like to have them appear in your internal iCarol system for your I&R and Resource Specialists. Customizing the fields being shown and editable at each level of the resource hierarchy is controlled using iCarol’s Resource Field Visibility tool, which recently underwent some very helpful enhancements.
Why the Changes?
These enhancements are a direct result of the feedback we’ve received from clients about this tool. Among this feedback was that the tool took too many clicks to operate, not all fields were available, some fields that were available shouldn’t be, and more. In addition to this feedback about what wasn’t working, clients offered some great suggestions on what could be added, such as ways to control the visibility of fields appearing on resource PDFs, and ways to enhance resource quality by requiring some fields to be required and always have values or text entered when editing.
Important note, we’re making the new Field Visibility tool available users now as a BETA feature. We welcome you to use it and test it out, and report any problems to the Support Team. Right now the new tool is available for configuration by Admins and those with Resource Manager security settings, but please note that the new Field Visibility settings and new version of the tool will not be applied to your system until you switch over to use the new tool (instructions below). Right now, these settings can only be used to control Resource Viewer, Resource Editing, Resource Auto-Verification, and Resource PDFs. Support for either version of the Public Resource Directory and Resource API are coming very soon.
The New Tool
To get to the Field Visibility tool, take the following steps:
On your left main menu in iCarol, click on ‘Resources’
Click on ‘Manage Resources’
In the far left column click on ‘Field visibility’
You will arrive at this page.
When you navigate to this Field Visibility Settings page, you’ll note that to the right is a setting which shows which version of the Field Visibility tool you are currently using. Until you switch to ‘BETA: New field visibility settings,’ your settings as they are on the old tool remain in place. Warning: If you click on ‘BETA: New field visibility settings,’ you will be switched over to the new tool. We advise that you first configure your new settings before making the switch.
To explore the new settings page and/or begin configuring settings using the new tool, click the link to the right that says ‘Setup my new field visibility settings.’
Like the old tool, the field names appear down the left, and there are four columns to represent each level of the resource structure hierarchy: Agency, Program, Site, and ProgramAtSite.
There are a few new key things to note on this page:
The new tool can currently be used to change the following areas: Resource Viewer, Resource Editing, Resource Auto-Verification, and Resource PDFs. To decide which of these you want to change the visibility settings for, select the appropriate one from the dropdown list.
Where appropriate, for instance the settings used for Resource Editing, you can note that a field should not only be visible, but should also be required to have a value or text entered. Some fields, like ‘Name,’ are already set to be required and this is not editable, as having a Resource name is necessary in every record. These requirement settings will help you ensure important and necessary fields are not left blank, and results in cleaner and more accurate resource data management.
There is a “Select all” or “Apply to all” setting at the top of each hierarchy column, allowing you to either turn visibility on or turn it off for every field* in the list with a single click.
*does not apply to the ‘Name’ field as this must always be visible.
If you use Custom Fields, they appear at the bottom of the fields list. This allows you to control Custom Field Visibility in the same place as all other Field Visibility, rather than needing to navigate to the Custom Fields settings area of iCarol’s resource management tools.
While changing your settings, it may help to have the field names appear alphabetically rather than having to sort through their typical groupings. Here you can change the field order from grouping to alphabetical and back again.
If you haven’t yet Saved your changes and would like to undo the settings changes you made, simply click the ‘Undo Changes’ button. After clicking this button and clicking through a warning message, all settings will revert to what they were at your last save point.
When you are ready to save the Field Visibility settings, click the ‘Save Field Visibility Settings’ button.
When you’re satisfied with the settings under the New Field Visibility Tool, and have saved your settings, you can then switch over to putting the new tool into use whenever you like. To do that, simply click the ‘BETA: New field visibility settings’ button.
We hope you enjoy the New Field Visibility tool and that you find it useful. Our goal was to apply all the helpful feedback we’ve received over time and make the process more streamlined and efficient, while offering even more options, control, and helping with clean data management. If you have questions or need to report any issue with the BETA of this tool, please contact the iCarol Support Team.
From October 1-3, our Director of Business Development, Polly McDaniel, will head to the Texas AIRS (TAIRS) Professional Development and Education Training Conference in San Antonio, Texas. This year’s gathering is extra special as TAIRS celebrates 40 years of supporting Texas I&R agencies.
In addition to the learning opportunities offered at the TAIRS Conference, this is a great time for us to recognize in person the amazing work the Texas Information and Referral Network accomplished during and following the devastation and flooding in southeast Texas, caused by historic Hurricane Harvey. We are honored to be the software supporting the TIRN network as they assist their neighbors in need.
At the TAIRS conference we’ll be on hand to answer questions, meet and greet members of the Texas Area Information Centers, meet additional information and referral providers from across the state and take part in sessions and conversations that will help us better understand the needs of those providing I&R across Texas so we can continue to provide the best service possible.
Like many others, we’ve been watching the effects of Hurricane Harvey in southeast Texas, stunned by the images of record setting flooding and the impact on residents. In particular we’ve been thinking of all of our friends and clients in this area. As is typical of helpline work, they have an important role to play in disaster planning, relief and recovery, all while their own homes and families are at risk. We’re told that 2-1-1 Texas has remained operational throughout — a truly amazing feat in the wake of this historic hurricane. As we hear from them and gain permission to share their experience and stories of those they helped, we hope to bring that information to you.
Harvey serves as a reminder to all non-profit services and particularly helplines, contact centers, and 2-1-1s that you have a role to play in your community’s disaster plan as government services look for partner organizations that can disseminate life-saving information, offload call volume to government switchboards, and provide information across a variety of communication methods to make sure everyone is reached. Meanwhile, these not-for-profits naturally have to concern themselves with the safety of their own staff and their own infrastructure in order to remain operational. With Hurricane Irma now making its way towards North and Central America, and months left in hurricane season, it’s time to consider your disaster plan. And of course disaster goes far beyond tropical storms and flooding. Wild fires, earthquakes, tornadoes, blizzards, and other forms of disaster threaten communities across the globe.
We’ve recently been made aware of a website that provides a number of free resources helpful to any organization as they plan and prepare for disasters. You can access these resources here.
If you are interested in aiding in Harvey relief efforts, the United Way has announced establishment of a Harvey Recovery Fund. In the midst of these events it’s usually recommended to donate money rather than items, as storage space tends to be in short supply but cash allows organizations to purchase items on the ground for immediate distribution. They’ve offered information on the various ways you can make meaningful contributions on their website.
We extend our warm thoughts to everyone impacted by Hurricane Harvey. If you have information about relief efforts or if your organization has been directly impacted by Harvey and you would like to share your stories, please .
Photo appears courtesy of the United States Department of Defense. U.S. Marine Corps photo by Lance Cpl. Niles Lee.
Congratulations to our friends at Ontario 211 (ON211) — recent winners of the 2017 Citizen and Community Global Impact Award for their website, along with partners BDO IT Solutions. This award is granted to an organization that exhibits excellence in creating solutions that improve communities.
This award is a result of a partnership between ON211 and BDO IT Solutions to create a cost-effective, web-enabled solution aimed at transforming ON211’s online presence and among other goals, making their website easier for community members to navigate and find needed resources. BDO worked closely with Ontario 211 Services to develop the service on Microsoft’s technologies and implement in the Microsoft cloud, Azure. ON211 Resource records are curated in the iCarol database and that data is made accessible to the website via the iCarol Resource API.
Read ON211’s full press release about the project and award here.
Find out more about iCarol’s Resource API here and here, and please contact us if you’d like to learn even more about using the Resource API at your organization.
Many iCarol clients are required to collect and report on the needs of their help seekers. Those clients who use the AIRS taxonomy are able to do so using a tool called Needs by Taxonomy. There is no additional fee to use this tool as it is included for those who subscribe to the Taxonomy in iCarol, but a member of the iCarol Support Team will need to turn it on in your call reports forms. Once this tool is turned on, you may use the instructions below to document Needs by Taxonomy.
To begin, click the “Search for Resources” link in the upper right hand corner of the call report form. This will open the Resource search screen.
Next, conduct a search for a taxonomy term. Please note this tool only works when searching by Taxonomy, not when completing a Resources or a Keywords search. When the search results are returned, a box labelled “Terms searched” will appear indicating what taxonomy term was searched, as shown below.
When you view the details of a record, you will see a link at the top of the screen that says “Choose terms best describing the caller need for this referral”. If you click this link, you will see a list of all the taxonomy terms assigned to the resource. The taxonomy term you searched will already be checked, and you can choose additional terms or change the term checked if you would like. To make a referral to the resource, click the “Make referral” button.
On the Resources tab of the call report, the taxonomy term describing the need will now be at the top of the tab. You can check and uncheck which referrals met the need. By default, the Met/Unmet column will show “Need was met”.
In cases where a referral could not be found to meet the need of the help seeker, the need can still be documented and noted as unmet. To do so, conduct a taxonomy search. When the search results and the “Terms searched” box are shown, click the blue plus sign next to the taxonomy term search to change it to a green check mark.
Close the Resource Search screen and view the resources tab of the call report. There will now be a second Need noted, but with no referral. If you click the drop-down menu in the Met/Unmet column, you can choose a reason why the need was unmet. iCarol includes a default list of unmet need reasons, but this list can be customized by making a request to the iCarol Support Team.
One of the greatest challenges for non-profit services is adapting to the new and varied ways in which the people in your community want and need to access your services. We’re dedicated to helping our clients face those challenges head-on with innovative solutions that help you help your community through the methods that work for them.
One of those solutions is iCarol’s Public Resource Directory (PRD): A feature that takes your iCarol Resource Database and turns it into a public-facing, searchable directory of community services. By taking your internally curated database and placing it online for public access, you’re expanding your reach, helping more people, and accommodating the growing number of individuals who prefer self-service over engaging directly with your specialists.
Late last year we shared with you our plans to refresh the iCarol Public Resource Directory and add some new tools and other enhancements. We’re excited to say that this new version of the PRD has officially launched! When you use this PRD you’ll enjoy:
A built-in Guided Search builder that allows your Resource Specialists to bypass web developers and instead build a guided, graphical search right within the PRD. For more on guided searching, stay tuned to our blog for details on an upcoming webinar on that topic.
Intuitive geographic searching that is easy for your visitors to use. They can simply begin typing in their known geographic location, be it zip/postal code, city, county, or state/province, to produce results that are relevant to their location.
Expanded customization around the look and feel of the PRD using Cascading Style Sheets that allow you to blend the search seamlessly into your website with highly granular control over things like font sizes types and colors, background color, logo integration, and more.
Mobile responsive functionality, delivering a mobile-friendly experience that rivals that of more costly mobile apps and accommodating the many individuals using their mobile phones or other handheld devices as their primary means of accesing the internet.
Relevant search results that improve your clients’ outcomes over what they’d likely experience if they tried to search for helpful resources on their own via a regular internet search engine. When your web visitors search or browse your PRD, they’re benefitting from your expert curation of the resources, reducing their frustration and confusion as they try to address their challenges.
To see some of these benefits in action, check out our video about the Public Resource Directory.
The PRD is available now and we encourage you to contact our Support Team to learn more about the upgrade process. Also stay tuned to our blog for announcements on upcoming webinars that provide further insight on using the PRD.