The latest release to the iCarol web application includes a number of useful enhancements to Contact Forms!
One of the text-entry field types available on iCarol Contact Forms, used to document information about client interactions, is the Date field.
As part of the Contact Form editing tools, iCarol Admins and others with Contact Form Version editing permissions can now opt to have a calculated duration appear on the Contact Record, measured in their choice of Days, Weeks, Months, or Years, alongside the date that was entered.
While the most common use of the Date field is to record a person’s date of birth, there are a number of uses for this field, for example one could use it to note the date of a particular event related to the interaction or person’s need. Therefore, the calculated duration could refer to anything that may be of use to an organization—A person’s age in years, months spent without stable housing, weeks since a job loss, or days since someone was victimized in a crime, etc.
Calculated Duration allows Contact Specialists to quickly note the length of time passing since the entered date, which could influence the way they respond to the situation and provide helpful information that can be useful when providing support, referrals, safety planning, and more.
Area Median Income
iCarol Admins and others with Contact Form Version editing permissions can now edit their Contact Forms to include a table noting household sizes, and the corresponding local Area Median Income (AMI) amount for each household size. Once the local AMI table information is entered, related text entry fields can be added to the Contact Form. When documenting a client interaction, the specialist can enter the individual’s household size and annual income, which will result in a AMI% being calculated and shown on the form. This information is useful when determining an individual or family’s eligibility to participate in certain programs or receive assistance.
Contact Form History of Changes
Each time a change is made to a Contact Record, iCarol will automatically record who made the change, when this change was made, and information about what the change entailed. The History of Changes will be visible on the finished Contact Record, providing an audit trail for those who want to closely track these changes.
iCarol Customers can obtain setup and other instructions and information on these enhancements within the iCarol Help Center.
If you are not yet using iCarol but would like to learn more about these and other enhancements, please contact us.
Our customers take part in a variety of collaborative relationships with fellow not-for-profit agencies, governmental institutions, private companies, and others. This often requires sharing of information that they input and store in iCarol, and commonly includes (but isn’t limited to!) resource/referral information, or client interaction data collected in a Contact Record (aka Call Report Form). We heartily support such collaborations because they are the key not only to an agency thriving, but these partnerships also foster a continuum of care model that help create healthier, more connected communities. So we are always looking for ways we can encourage these partnerships and make them possible and easier to engage in using iCarol.
There are a number of ways our customers can share Contact Record data. Protecting confidential information is paramount and one should always be sure they are following their organization’s policies, protocols, and any pertinent regulations when sharing this data. Some examples of ways that our customers share Contact Record information include exporting data tables from iCarol to hand them over to a partner, printing records for faxing or hard copy delivery and storage, or using our Contact Record API to transmit data to their partner’s web service. The latest way we have enabled Contact Record sharing is be creating a feature that allows authorized personnel to send an email with a password protected PDF file of the Contact Record, right within the iCarol system.
In what scenarios might you want to email a Contact Record?
- When sending a warm referral to another agency
- When sending Contact Records to a funder who requires a copy of the contact
- While referring a Mobile Crisis Intake to a crisis specialist on duty
- For sending the details of a high risk interaction to the counselor or supervisor on duty so they can follow up
Here are a few other highlights and things to know about this feature:
You control who can use it
Access is granted in a user’s Advanced Security Settings, giving you granular control over who can and cannot email Contact Records.
How to access
The ability to send a Contact Record by email will appear whenever you create a PDF of a Contact Record, whether it is a single PDF or a batch of PDFs compiled within the Advanced Search on the main Calls page. First you must request that the PDF be made.
Once you click the “Make PDF” button, the options to print the PDF or send it in an email appear.
PDFs sent using this feature can be password protected so that the recipient must enter the correct password before viewing the PDF file, further securing sensitive information. The stronger and more complex the password, the better protection for your PDF to ensure only authorized recipients can view it.
Create a template
If the emailed Contact Records will regularly go to the same recipient(s), use the same subject line, body text, etc., you can create a template. This can save data entry time when preparing the email, and keep a consistent message if you are emailing records as a part of a specific contract or program at your organization. A single template can be created by taking the following steps:
Once the template is created, this information will be available automatically each time you create a PDF.
- From the left main menu of iCarol, click on ‘Admin Tools’
- Click the ‘Calls’ tab
- Click the link titled ‘Edit the template used for sending contact records by email’ and follow the instructions on the next page to create the template
There are no additional costs to turn on and use this feature, it is included and available to all of our subscribers who use Contact Records. For more information, please see the Help Articles in the Help section of your iCarol system. If you have additional questions or need assistance, please open a case with the Support Team.