Receiving Agency Maintenance - Managing Services and Destinations

Receiving Agency Related Guide (RARG)

Summary:
This guide has links to other specific guides. Overall, this guide is for Receiving Coordinators: how to add, edit or retire placement destinations (locations). Receiving Coordinators/Local Administrators are responsible for maintaining the data for their Site within HSPnet, and to ensure that schools have access to accurate information about the placement locations available for student placements. For a comprehensive review of how this data is structured in HSPnet, please see the Orientation for Receiving Coordinators to Data Structure on HSPnet.

Linked Documents:

Situations Described Below:

You need to rename a destination and do not need to track the date the name changed.

You need to remove the old destination and a new destination. (A Destination is closing permanently. It may be moving from one location to another, such as 4 West is relocating to a new unit call 4 North). You need to ~~track~~track the date the destination changed.

You need to switch one service for a different service at the same destination, such as a Medicine In Patient unit is now changing to a Surgical In Patient Unit. Destination does not need to be renamed.

~~Preplan~~:Preplan:

When will the change occur? Have you got a communication strategy to inform schools of the coming change?

Will the new destination have the same name as the old destination (but be on a different floor or at a new site)?

A database will not allow you to create a duplicate record. To re-use the same name in a different location, you first need to change the name on the existing destination. This can be done by adding XXX or some other indication to the beginning of the long name, and add an x in the short name. It is now sufficiently different that you can re-use the old name elsewhere.

Can I simply change the existing name of the destination to a new name?

Changing the name of an existing destination will change the destination name past, present and future. This will affect your permanent ~~records.~~records. If your records need to track the date the old unit closed and the activity on the new unit, renaming the destination is not a good option.

If the Service is changing but the name is not:

1. You can add the new service.

2. Move the placement requests to the new service at the same destination.

3. Remove the old service.

In some cases you need to create a new destination and “retire” the old destination.

Service is changing::

If only the service is changing:

Add the new Service. Please see: Add or remove a service from a destination (external document)

Update the service on all active placement requests and save the changes. Please see below: Move active requests from the closing destination to the new destination.

Remove the old Service. Please see: Add or remove a service from a destination

Rename the Existing Destination:

Rename with the new name if there is no need to track the name change. Or:

Rename the destination with XXX in the name for any of the reasons in the bullets below:

to indicate and track and that you are going to retire this destination.

to give the old/existing destination a new name so you can reuse the old name.

to add a visual indicator which destination is being retired (particularly useful when you start moving the placement requests).

Process:

Click: Maintenance/Setup/Lookup/Destinations.

On the Destination Maintenance Screen, select the correct site from the drop down list.

Click the edit icon next to the destination profile of the destination you wish to ~~rename.~~rename

Add XXX to the long name and X to the short name. Click the green check mark
to save the changes.

or enter the new name of the destination and click the green check mark
to save the changes.

Build a new Destination:

In Maintenance/Set up/Look Up/Destinations select the site from the drop down list. (If a new site needs to be created, please use e-mail help to request the new site and provide a full long name, and a 10 character maximum short name).

On the left side of the screen, (Where it says Destination name and short Name) use the add icon to create a new ~~destination.~~destination

When the add new entry screen opens:

Enter the destination name.

Enter the destination short name. (Max 10 characters. Short display on the drop down lists and on some screens that is all other users see. Common acronyms such as ER, ICU, etc are okay, but local acronyms such as MMH should be spelled out further. Is this Mission Memorial Hospital or Merit Memorial Hospital? MissionHos or MeritHosp may be clearer than MMH.

Select the service from the drop down list.

If known: you can select the destination contact (or use add new on the drop down list.

Save the changes with the green check ~~mark.~~mark

After the new destination has been saved, you can reopen this screen with the pencil icon to edit the information. You could simply switch the service on this drop down list if there are no active placement requests. Below we detail how to deal with active placement requests.

Add any other services this destination will need, and the destination contact for each service.

Enter the new Destination Profile Information::

Re-enter and save all of the relevant information on the general tab, the pre-requisites tab, and re-upload any supporting documents.

Copy the capacity from the old profile to the new destination..

It may be easier to copy the capacity from the old destination, even if it is not 100% accurate, as it may be faster to edit (once copied), than to recreate the capacity again.

On the capacity tab of the new profile, select the old profile from the drop down list beside “Copy capacity profiles from:”

Click “Copy.”

Make any edits to the new capacity if needed.

Edit the capacity if it is different from where you copied from..

You will need to select group or individual capacity, and you need to select a single discipline from the drop down in order to get the edit icon to open the capacity wizard to edit it.

For a detailed overview of the capacity wizard, please go to the Destination profile guide and in the contents section, click the link: Capacity Wizard. See the section: 7. Capacity Tab/Capacity Wizard: Group Entry (6/10) - Edit and Enter Specific Capacity for groups (and the following instructions). The edit instructions are the same for groups and individual but the example shown is a group.

Move active requests from the closing destination to the new ~~destination~~destination..

Go to your inbox and sort to the old destination by choosing the site, service and destination from the drop down boxes.

Click to open the detailsClick to open the details
icon of each request you need to move. If you have large numbers (at least 20), you can connect with HSPnet support via e-mail help, to request our programmers move the placement requests.

Select the Placement Details tab.

At each of the drop down lists, you can update/change the site, or service or destination, or all of the 3 as needed.

Save the changes with the green check mark.

Click: Close window (instead of the X in the upper right) to see the updates (or use close window when you want to see the updates after updating several placement requests).

Try to Deactivate the ~~Destination~~Destination::

Once you have moved all the active placement requests you can see, you can attempt to deactivate the destination. First you must detach the service(s).

Click: Maintenance/Set up/Look up/Destination Maintenance.

Remove the destination contact: click the edit icon. Select the blank space at the very top of the destination coordinator drop down list. Save the changes with the green check mark.

On the right side ("Used by services" side) click the “inactivate” icon.

Click on the inactivate button to delete the service from the destination. (You can remove the destination contact with the edit icon ).

Repeat for each service, if more than one service is attached.

If you get an error message that there are still active placements:

Double check all placements have ended; if error message persists, contact HSPnet support to move any unreleased active requests from the old destination to the new destination (specify agency, site, service destination to move from and the site, service and destination to move them to).

After the services have been removed, the destination lettering will turn red and an inactivate icon will appear.

Click the inactivate icon to inactivate the destination.

Best Practice: Please remove all "other contacts" from the Contacts tab/Other Contacts section of the destination profile before inactivating it. The staff names assigned may not be inactivated when/if you go to inactivate the staff records, as they are still "assigned," to a destination, even though it has closed.

You can view and reactivate inactivated destinations by clicking to place a check mark in front of the box “Show Inactive Destinations.”

Click the Reactivate icon to reactivate a destination.

Deactivated destination activity will still be included in your reports for the period when the destination was still active, even if you run them after deactivating the destination..

Service is changing:: If only the service is changing: Add the new Service. Please see: Add or remove a service from a destination (external document) Update the service on all active placement requests and save the changes. Please see below: Move active requests from the closing destination to the new destination. Remove the old Service. Please see: Add or remove a service from a destination
Rename the Existing Destination: Rename with the new name if there is no need to track the name change. Or: Rename the destination with XXX in the name for any of the reasons in the bullets below: to indicate and track and that you are going to retire this destination. to give the old/existing destination a new name so you can reuse the old name. to add a visual indicator which destination is being retired (particularly useful when you start moving the placement requests). Process: Click: Maintenance/Setup/Lookup/Destinations.
On the Destination Maintenance Screen, select the correct site from the drop down list. Click the edit icon next to the destination profile of the destination you wish to ~~rename.~~rename
Add XXX to the long name and X to the short name. Click the green check mark to save the changes. or enter the new name of the destination and click the green check mark to save the changes.
Build a new Destination: In Maintenance/Set up/Look Up/Destinations select the site from the drop down list. (If a new site needs to be created, please use e-mail help to request the new site and provide a full long name, and a 10 character maximum short name). On the left side of the screen, (Where it says Destination name and short Name) use the add icon to create a new ~~destination.~~destination
When the add new entry screen opens: Enter the destination name. Enter the destination short name. (Max 10 characters. Short display on the drop down lists and on some screens that is all other users see. Common acronyms such as ER, ICU, etc are okay, but local acronyms such as MMH should be spelled out further. Is this Mission Memorial Hospital or Merit Memorial Hospital? MissionHos or MeritHosp may be clearer than MMH. Select the service from the drop down list. If known: you can select the destination contact (or use add new on the drop down list. Save the changes with the green check ~~mark.~~mark After the new destination has been saved, you can reopen this screen with the pencil icon to edit the information. You could simply switch the service on this drop down list if there are no active placement requests. Below we detail how to deal with active placement requests. Add any other services this destination will need, and the destination contact for each service.
Enter the new Destination Profile Information:: Re-enter and save all of the relevant information on the general tab, the pre-requisites tab, and re-upload any supporting documents.
Copy the capacity from the old profile to the new destination.. It may be easier to copy the capacity from the old destination, even if it is not 100% accurate, as it may be faster to edit (once copied), than to recreate the capacity again. On the capacity tab of the new profile, select the old profile from the drop down list beside “Copy capacity profiles from:” Click “Copy.” Make any edits to the new capacity if needed.
Edit the capacity if it is different from where you copied from.. You will need to select group or individual capacity, and you need to select a single discipline from the drop down in order to get the edit icon to open the capacity wizard to edit it. For a detailed overview of the capacity wizard, please go to the Destination profile guide and in the contents section, click the link: Capacity Wizard. See the section: 7. Capacity Tab/Capacity Wizard: Group Entry (6/10) - Edit and Enter Specific Capacity for groups (and the following instructions). The edit instructions are the same for groups and individual but the example shown is a group.

Move active requests from the closing destination to the new ~~destination~~destination.. Go to your inbox and sort to the old destination by choosing the site, service and destination from the drop down boxes. Click to open the detailsClick to open the details icon of each request you need to move. If you have large numbers (at least 20), you can connect with HSPnet support via e-mail help, to request our programmers move the placement requests. Select the Placement Details tab. At each of the drop down lists, you can update/change the site, or service or destination, or all of the 3 as needed. Save the changes with the green check mark. Click: Close window (instead of the X in the upper right) to see the updates (or use close window when you want to see the updates after updating several placement requests).
Try to Deactivate the ~~Destination~~Destination:: Once you have moved all the active placement requests you can see, you can attempt to deactivate the destination. First you must detach the service(s). Click: Maintenance/Set up/Look up/Destination Maintenance. Remove the destination contact: click the edit icon. Select the blank space at the very top of the destination coordinator drop down list. Save the changes with the green check mark. On the right side ("Used by services" side) click the “inactivate” icon. Click on the inactivate button to delete the service from the destination. (You can remove the destination contact with the edit icon ). Repeat for each service, if more than one service is attached.
If you get an error message that there are still active placements: Double check all placements have ended; if error message persists, contact HSPnet support to move any unreleased active requests from the old destination to the new destination (specify agency, site, service destination to move from and the site, service and destination to move them to).
After the services have been removed, the destination lettering will turn red and an inactivate icon will appear. Click the inactivate icon to inactivate the destination. Best Practice: Please remove all "other contacts" from the Contacts tab/Other Contacts section of the destination profile before inactivating it. The staff names assigned may not be inactivated when/if you go to inactivate the staff records, as they are still "assigned," to a destination, even though it has closed.
You can view and reactivate inactivated destinations by clicking to place a check mark in front of the box “Show Inactive Destinations.” Click the Reactivate icon to reactivate a destination. Deactivated destination activity will still be included in your reports for the period when the destination was still active, even if you run them after deactivating the destination..