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Posts Tagged ‘AIRS’

Celebrating Information and Referral Day

final I&R Day logo

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!

Learn more about Information and Referral:

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Latest Enhancements to Automated Resource Verification

check

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.

AVR Bounced email

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.

bounced email notification email

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.

Search for resources 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.

Initiate AVR while editing record

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.

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iCarol at the TAIRS Conference

TAIRS

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.

You can find out more about the conference here and on their event page. Be sure to follow us on Twitter to follow along with our activities at the conference!

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How to Document Needs by Taxonomy on Call Report Forms

Public Resource Directory

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.

Open Resource Search

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.

Terms searched

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.

Choose needs and make referral

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”.

Select whether need was met or unmet

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.

Unmet need 1

Unmet need 2

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.

Unmet need reason

If anyone has any further questions about the Needs by Taxonomy tool, please feel free to contact the iCarol Support Team via the online case management system.

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The new Public Resource Directory is here!

PRD2

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.

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Join us for the iCarol User Group Summit in Tampa

Treasure-chest-color

Following the success and positive feedback we received after last year’s iCarol Summit, we’d like to announce that on May 21st, the day before this year’s AIRS Conference officially kicks off in Tampa, Florida, our AIRS certified team members will again hold a User Group Summit at the same venue as the conference. Our Summit is an all-day event that includes training and informational sessions along with our traditional User Group session. While we do ask that you register to attend this even, there is no cost to participate.

This year we’re excited to cover the fundamentals for your I&R service, while also diving into topics we know are of increasing importance in your field. We’ll feature two main sessions to address both of these areas. Our first session of the day will focus on managing your resource database and the important basic tools such as editing, field visibility, filtering, managing regions, custom fields, verifying your records for accuracy, and more.

After a break for lunch (there are plenty of great choices for you to explore close to the conference venue) we’ll continue on learning about the growing need for services to participate in continuums of care within communities. Human service agencies can’t afford to operate in silos — they need to work together, communicate with one another, and share client information to ensure clients are engaging in the full spectrum of available services and that all providers are aware of their status and progress. Community organizations striving for this model often practice a “no wrong door” policy so that regardless of where a help-seeker begins their treatment journey, they’ll be able to smoothly enter the systems of care rather than getting turned around, improving their chances of success and greatly reducing the frustration or discouragement that they may encounter otherwise. In this session we’ll discuss potential ways your agency can become a leader in these care networks within your community using some unique strategies and iCarol tools.

Finally, we’ll end our day with a traditional User Group session to which all are invited, regardless if you registered and attended earlier sessions in the day. This is a chance to learn more about iCarol for those who may be considering use of our solution, and to hear more about our strategy, planned new features and enhancements in our product “roadmap.” Of course we’ll offer time for questions, comments, and discussion of challenges and priorities.

We’re working hard on prepping everything for our Summit as well as other fun and exciting activities at this year’s AIRS Conference. Don’t miss this chance to connect with us — our full agenda and other details are available by following the link below.

Learn More and Register

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Information and Referral Day

211

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 and statewide 2-1-1 networks 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 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, or text.

If you’d like to learn more about what iCarol does to support efficient referral management so you can better connect your clients with resources, check out this page of our website that goes over some of those features. You can also click here to read all of our blogs relevant to I&R and 2-1-1 helplines.

Happy I & R Day, everyone, and kudos on the awesome work you do connecting people with the services they need!

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iCarol team at the TAIRS conference

TAIRS

Next week, members of the iCarol team will head to the Texas AIRS (TAIRS) conference in Lubbock, Texas.

You may recall we announced last year that we were chosen to be the software provider for the Texas Information and Referral Network’s 2-1-1 program. Since that time we’ve enjoyed working with the service providers in Texas and remain proud and honored to have been selected by them. When considering the systems using iCarol prior to 2015, then with the addition of Texas last year, followed by several more networks in the year since welcoming Texas, approximately 42% of all 2-1-1 systems in North America now use iCarol.

It’s important to us that we connect with these service providers at events when possible and so we’re excited to be sending our team members Polly and Diana to represent us in Lubbock next week. We’ll be on hand to answer questions, meet and greet members of the Texas area information centers, and take part in sessions and conversations that help us better understand the needs of these centers so we can continue to provide the best service possible.

You can find out more about the conference here or download their mobile app. Be sure to follow us on Twitter to follow along with our activities at the conference.

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Creating ProgramAtSite records as a Link Only

Resources

Resources that are organized and have a hierarchical structure are going to be much easier to navigate, whether you are a Resource Manager looking to make updates, or an I&R Specialist finding referrals for a client. In iCarol we follow the structure put forth by the Alliance of Information and Referral Systems (AIRS) called Agency, Program, Site structure. You can read more about this structure here.

The most detailed and complex way of organizing your referral database is to include the ProgramAtSite record in your hierarchy. This record connects exactly one Program to exactly one Site. That is to say, at a particular Site location for an Agency, a Program may be offered at that Site. And details about the way this Program operates at this Site may vary from the way that Program operates at a different Site.

ProgramAtSite records can include detailed, nuanced information about the way this Program operates at this Site. Conversely, a ProgramAtSite record may simply contain only the information that this Program is offered at that Site, and nothing more. When you go into your iCarol system, edit a Program record, and designate which Sites offer this Program, you’re essentially creating ProgramAtSite records.

But sometimes these ProgramAtSite entries that describe a simple link between a Site and the Programs offered there may not be considered true, fully fledged ProgramAtSite records depending on your organization’s policies, and having them treated as such in your helpline software may unintentional skew your results when analyzing the number of records you maintain, the staff hours needed to keep records up-to-date, etc.

In a recent release to iCarol, we created the ability for our users to say whether a ProgramAtSite record is a Link Only, meaning it is not edited or maintained by your resource managers or editors. Link Only ProgramAtSite records cannot be edited and will not contain detailed information about how this Program operates at this Site, just that the Program is offered at the Site.

This feature is currently available to any of our users who employ the ProgramAtSite record level to their resource database. If you’re not yet using an Agency, Program, Site structure in your iCarol resource database, please contact our support team for assistance.

Initial Set Up

First you need to be sure you have ProgramAtSite records turned on for editing, and turn on the Link Only feature. To do this, take the following steps:

  • Log into iCarol as an Admin
  • Click on “Admin Tools” from the left menu
  • Click on the “Resources” tab
  • If not already enabled, click on the checkbox for “Can edit ProgramAtSite records”
  • Click on the checkbox for the “Enable LinkOnly ProgramAtSites”

  • Enable LinkOnly ProgramAtSite

  • Click the “Save all settings” button
Note: If in the future you disable the Link Only ProgramAtSites feature, all existing Link Only records will be automatically converted to standard ProgramAtSite records.

Creating Link Only Records

Now that you’ve turned on this feature, you can start creating these Link Only records. To do that, take the following steps:

  • Click on “Resources” from the left menu
  • Find or create a new Agency, Program, and Site record
  • From the Program record, select a Site from the “Available sites” list
  • Click the “Create ProgramAtSite as a Link Only record. Editing will be restricted” checkbox
  • Then click “Add >>”

  • Create a Link Only ProgramAtSite record

  • Click the “Save” button
Note: Not selecting the Link Only setting will create a standard ProgramAtSite record by default.

Converting Records

Now that you’ve created these records that are Links Only, you may find from time to time that you’ll need to convert them back to being full, editable ProgramAtSite records. Link Only and Standard ProgramAtSites can be converted from one to the other when editing the ProgramAtSite record. When converting from a Standard to Link Only ProgramAtSite all field values on the record will be cleared, and editing of the Link Only record will be restricted.

  • From the Edit page of the ProgramAtSite record
  • Click on the “Convert to [record type] ProgramAtSite” link above the ProgramAtSite Name field.
  • Click “Ok” from the confirmation dialogue window that opens, and the record will automatically convert.

  • Convert ProgramAtSite record

  • Click the “Save” button

Impact on Automated Verification

You may be asking, how does this new enhancement impact my Automated Verification requests? Link Only ProgramAtSites will be sent merged with the Program record, even when the Automated Verification Request, Setting #6 “Send verification request to ProgramAtSite contact if one exists, otherwise Program Contacts” is selected. If Standard and Link Only ProgramAtSites exists for a Program, both separate and merged ProgramAtSite records will be sent to verifiers.

Example: Program “Fruit Collection”, is offered at three sites: 5221 60 Street (Standard), Southeast Community Centre (Link Only), and Northeast Family Centre (Link Only). When the AVR request is sent for “Fruit Collection” and setting 6 “Send verification request to ProgramAtSite Contact if one exists…” is selected, the Program verifier receives the Program and both Link Only ProgramAtSite merged, and the Standard ProgramAtSite separately to the verifier listd on the ProgramAtSite record (if available).

Reporting and Other Changes

For a number of reasons you may want to exclude Link Only ProgramAtSite records when running certain reports or other queries inside of iCarol. Here’s a quick breakdown of the areas where you can choose to do that, and ways to otherwise be aware of these records when analyzing your database.

  • From the “Manage Resources”, “List all Resources” tool LinkOnly ProgramAtSites can be excluded from the list by clicking “Exclude LinkOnly ProgramAtSites”.
  • From the “Statistics”, “Resources” reports LinkOnly ProgramAtSites can be excluded from results by clicking the “Exclude LinkOnly ProgramAtSites.”
  • In Resource Exports, LinkOnly ProgramAtSites are flagged as LinkOnly in the “IsLinkOnly” column.
  • LinkOnly records can also be excluded from Resource API results

We hope that this new ability to create ProgramAtSite records as Links Only rather than full, standard records will be useful to your agency. Should you have additional questions about this feature, please contact our Support Team.

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Link your Taxonomy terms to your custom categories

Search

Searching for the right resource in iCarol is quick and easy, and can be done in two basic ways: either by its name or how it’s categorized. Searching for something by its name is typically most helpful to Resource Managers or other specialists who need to find an exact listing because they want to do a quality check or make changes. When it comes to assisting help seekers, it’s much more fruitful to search for something based on how it’s categorized, that is, the list of keywords or categories assigned to that resource that help describe what types of problems or issues the referral can assist with.

And then, there are two different types of categorizations one can use in iCarol: Categories or the Taxonomy. Each iCarol system will let you build your own hierarchy, as simple or complex as you like, of custom categorizations to assign to your community service provider listings to describe what they do. The Taxonomy is typically used by I&R helplines, 2-1-1′s, or other AIRS accredited information and referral providers, as this is an extremely detailed and complex categorization tree, which AIRS takes the time to maintain to keep everything consistent. This requires additional subscriptions both from AIRS and within iCarol, which you can read more about here.

Many of our users, for a variety of reasons, prefer to use both Categories and the Taxonomy in their iCarol systems. This allows for greater flexibility and other benefits, if requiring some additional time to categorize each resource with the proper terms using both categorization methods.

For these users, we’ve devised a new way that helps you ensure these varying types of categorization are ultimately working together well and producing great search results. Beginning with our next release, slated to occur on Tuesday July 19th, you can link one or more Taxonomy terms to your custom categories. This way, when someone is searching a certain custom category for a help seeker, the system ensures that not only will they be shown resources which have been coded with that category assigned, but also returns results that have been coded with a certain Taxonomy term or series of terms.

This can really speed up the process of collecting appropriate referrals for your caller, eliminating the need to do multiple searches by essentially creating Taxonomy groups. Here’s how to turn this feature on, once available:

  • Log in to iCarol as an Admin, or other user who has been granted access to Admin Tools
  • Click on “Admin Tools” from the left menu
  • Click on the “Resources” tab
  • Under the AIRS/211 Taxonomy section, click the checkbox for the setting “In category searches, also look in taxonomy terms linked to the category”

  • Enable linking taxonomy terms to custom categories

Next, you’ll want to begin linking your Categories to Taxonomy terms. To do that…

  • Click on “Resources” from the left menu
  • Click on “Manage Resources” to the right of the geographic filters
  • Click on “Customize your categories” from under the Taxonomy and categories section
  • Click on an existing category to view the Taxonomy terms assigned to this category configuration menu
  • Using the same process as assigning a Taxonomy Term to a resource, search for, or drill down to select taxonomy terms to link to the category.
  • Once terms are selected, click “Save taxonomy selections below” to add terms to the Category. To delete existing terms from a category, select the term to delete and click “Delete taxonomy selections above”

  • Linking taxonomy terms to custom categories

As shown in the example above, one way you can use this tool to group together similar Taxonomy terms to create Taxonomy groups, which are then linked to a single custom category. In the example above, an I&R Specialist can search for the category of Holiday Meals, and all records that have been assigned any of the singular and specific listed Taxonomy terms (Christmas Meals, Easter Meals, etc.), will be returned in that search. A note that while Resource Managers can create these groupings at any time, this tool will only work and actually return the proper results if the feature is turned on in Admin Tools, as shown in the first set of instructions.

We hope this new feature will help save your specialists time as they’re working with your clients, getting them even more appropriate referrals quickly, and without having to recall as many individual Taxonomy terms as they do so. If you have questions about this new tool that isn’t answered in our Help Articles or this blog, please reach out to our Support Team.

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