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The client notices feature allow center administrators to create queries across all clients, and Titanium Schedule will add notices to all clients who match the conditions of the query.
To use this feature, email Support@TitaniumSoftware.com to obtain a script that your IT group must run against the database.
What would you like to do?
Define Notice Rules
| 1. | From the calendar screen, click Settings > System Settings. |
| 3. | Click the Activate Notice Features check box. |
| 4. | Click the Notice Types button. |
| o | Choose the icon color from the pull down menu. (Note: Throughout the program, notices will appear as only white on green background or red background for notices you mark as critical. The notice color chosen in this step will appear on the notices notification screen. Notice colors in this step can be repeated.) |
| o | Enter the description of what action needs to be taken to clear the notice. |
| o | Click the Notification check box if you want users to see notifications when working with clients for whom the notice has been generated. |
| o | Click the check box if you want the notice to be generated and shown when appointment attendance status or mode is changed. |
| o | Click the Approval check box if you want notices to be shown on the approve incoming data screen for the web component. |
| o | Click the Critical check box to have the notice icon to display with a red background. |
| o | Click the Show on Appts check box to have the notice icon show on appointment blocks on the calendar screen. (Note: The default background color for notices is pale green.) |
| o | Check the Confidential box if you want the notices to only be visible to users who have access to confidential notes in the client file. |
6. Click Save on the menu bar.
7. Click Edit on the menu bar.
8. Click the Design button in the Rule column.
9. On the new window:
| o | Use the check the boxes to indicate whether the rule should apply to active or inactive clients, or both. |
| o | Check the box if the clients should also meet a specific condition. (Note: This will set additional criteria for Titanium Schedule to filter clients prior to running the notices query, beyond active or inactive.) |
| ▪ | Click the Edit Custom Condition button. |
| o | If the query should search for clients who have activity in their file after the start of the semester or year: |
| ▪ | Enter the number of days. |
| ▪ | If you don't want to include weekend, check the box to limit the days. |
| ▪ | Click the applicable days button and choose the correct weekend option. |
| ▪ | Use the pull down menu to select semester or weekend. |
| o | If the query should search for clients who have a certain number of appointments, notes, data forms or invoice items: |
| ▪ | Enter the number of days after item completion when the notice should be triggered. |
| ▪ | If you don't want to include weekend, check the box to limit the days. |
| ▪ | Use the pull down menu to switch from start to the number of items which should be created. |
| ▪ | Choose the type of item from the pull down menu. |
| ▪ | Use the pull down menu to select when the items should be completed. |
| ▪ | To limit to only certain items, check the limited set check box. |
| ▪ | Click in the Applicable types box. |
| ▪ | On the new window, select the applicable options. (Note: If you select multiple options, the condition must be satisfied for every item selected. For instance, if you set the number to 1 and select 2 appointment codes, the notice won't be triggered until one of each of the codes is created for the client.) |
| ▪ | If desired for appointments, check the box to limit to applicable attendance type (e.g. attended, no show.) |
| ▪ | Check the Applicable types box. |
| ▪ | On the new window, check the applicable attendance options. (Note: If you select multiple options, the condition must be satisfied for every option selected.) |
| ▪ | If desired, check the box to indicate that the specific condition must be consecutive. (Note: The "consecutive" condition will only apply if you have set limits to either appointment codes or attendance.) |
| o | Click the Edit Required Data Box for "generate a client notice for." (Note: This will establish the data that is required to be in the client file. To create the notice, Titanium Schedule will search the client file for this data based on the conditions you set. If the data is not found, a notice will be created.) |
| ▪ | From the pull down menu, select whether the client is required to have appointments, notes, data forms or invoice items. |
| ▪ | Click to set the number of custom items that must be added to the client file to meet the condition. (Note: Typically this would be set to 1.) |
| ▪ | To limit the rule to only certain types of appointments, notes, data forms or invoice items, check the box. |
| ▪ | Click in the Applicable types box. |
| ▪ | On the new window, select the applicable options. (Note: If you select multiple options, the condition must be satisfied for every item selected. For instance, if you set the number to 1 and select 2 appointment codes, the notice won't be triggered until one of each of the codes is created for the client.) |
| ▪ | If desired for appointments, check the box to limit to applicable attendance type (e.g. attended, no show.) |
| ▪ | Check the Applicable types box. |
| ▪ | On the new window, check the applicable options. (Note: If you select multiple options, the condition must be satisfied for every option selected.) |
| ▪ | If desired, check the box to indicate that the specific condition must be consecutive. Note: The "consecutive" condition will only apply if you have set limits to either appointment codes or attendance.) |
| o | Click in the check box to create a calendar related event for "if the data is not present." (Note: This will establish creating notices after a specific time frame related to a change in semester or year. Semester and year dates are entered on the Reports tab in system settings.) |
| ▪ | Click the Edit Calendar Event button. |
| o | If the notice should be activated after the start of the semester or year: |
| ▪ | Enter the number of days after the event when the notice should be triggered. |
| ▪ | If you don't want to include weekend, check the box to limit the days. |
| ▪ | Click the applicable days button and choose the correct weekend option. |
| ▪ | Use the pull down menu to select semester or weekend. |
| o | If the notice should be activated for clients who have a certain number of appointments, notes, data forms or invoice items: |
| ▪ | Enter the number of days after item completion when the notice should be triggered. |
| ▪ | If you don't want to include weekend, check the box to limit the days. |
| ▪ | Use the pull down menu to switch from start to the number of items which should be created. |
| ▪ | Choose the type of item from the pull down menu. |
| ▪ | Use the pull down menu to select when the items should be completed. |
| ▪ | Use the pull down menu to select when Titanium should start searching for the applicable items: start of every new semester, start of every new year, or if the items have ever been created. |
| ▪ | To limit to only certain items, check the limited set check box. |
| ▪ | Click in the Applicable types box. |
| ▪ | On the new window, select the applicable options. (Note: If you select multiple options, the condition must be satisfied for every item selected. For instance, if you set the number to 1 and select 2 appointment codes, the notice won't be triggered until one of each of the codes is created for the client.) |
| ▪ | If desired for appointments, check the box to limit to applicable attendance type (e.g. attended, no show.) |
| ▪ | Check the Applicable types box. |
| ▪ | On the new window, check the applicable attendance options. (Note: If you select multiple options, the condition must be satisfied for every option selected.) |
| ▪ | If desired, check the box to indicate that the specific condition must be consecutive. (Note: The "consecutive" condition will only apply if you have set limits to either appointment codes or attendance.) |
| o | Click in the check box to create a custom event for "upon or after a custom event." (Note: This will establish creating notices at the time when an event occurs or any time after a set number of events appear in the client file. For instance, after three consecutive attended appointments, or when the third appointment is marked attended.) |
| ▪ | Click the Edit Custom Event button. |
| ▪ | On the new window, if desired, enter the number of days after the event occurrence when the notice will be created. |
| ▪ | If desired, click in the box to limit the day count by excluding weekend days. |
| • | Click the Applicable Days button. |
| • | Click the desired weekend option. |
| ▪ | If desired, enter the number of events after which the notice should be created. |
| ▪ | From the pull down menu, select whether the condition is related to appointments, note, data forms or invoice items. |
| ▪ | If desired, click the check box to limit the set of event options. |
| ▪ | Click in the Applicable types box. |
| ▪ | On the new window, select the applicable options. (Note: If you select multiple options, the condition must be satisfied for every item selected. For instance, if you set the number to 1 and select 2 appointment codes, the notice won't be triggered until one of each of the codes is created for the client.) |
| ▪ | If desired for appointments, check the box to limit to applicable attendance type (e.g. attended, no show.) |
| ▪ | Check the Applicable types box. |
| ▪ | On the new window, check the applicable options. (Note: If you select multiple options, the condition must be satisfied for every option selected.) |
| ▪ | If desired, click to set the events as consecutive. (Note: The "consecutive" condition will only apply if you have set limits to either appointment codes or attendance.) |
| o | Click Ok to exit the Design window. |
10. Repeat Step 9 for all notices.
11. Click Save and Exit.
12. Click Ok on the message that there has been a change in notices and Titanium may take a few minutes to process the change.
13. Click Ok to exit system settings.
Notice Examples:
Below are Design settings (step 9 above) for commonly used notices.
1. Remind staff to have clients complete outcome measures after every X attended appointments. This notice will be triggered regardless of appointment code.
| o | Check the Edit Required Data Button. |
| o | Enter 1 as the required number. |
| o | Use the pull down menu to select Data Forms. |
| o | Check the From Limited Set check box. |
| o | Click the Applicable Data Form Definitions button. |
| o | Click on the desired outcome measure and click Ok. |
| o | Check the box for "upon or after a custom event." |
| o | Click the Edit Custom Event button. |
| o | For "after the last of" enter the number of appointments. |
| o | Check the From a Limited Set next to attendance types. |
| o | Click the Applicable Attendance Types button. |
| o | Click attended and click Ok. |
| o | Click Ok to save the settings. |
2. Remind staff to have clients complete a new copy of a data form every new semester (e.g. privacy/consent or demographics).
| o | Check the box for clients "and meet a custom condition." |
| o | Click Edit the Custom Condition button. |
| o | Change the After The box to 1. |
| o | Check the box to limit to a set of attendance types. |
| o | Click the Applicable Attendance Types button. |
| o | Check Attended and click Ok. |
| o | Click the Edit Required Data button. |
| o | Use the pull down menu to select Data Forms. |
| o | Click the Applicable Data Form Definitions button. |
| o | Check the data form to be completed and click Ok. |
| o | Click Ok to save the settings. |
3. Remind staff to create a specific data form (e.g. treatment plan) after the first attended appointment of the new semester, or when the first attended appointment is marked as attended. (Note: If a treatment plan is created before the first appointment is marked as attended, the notice will still be triggered. Consider marking this notice as "confidential" so that it will only be visible to staff who can add a note to the client file.)
| o | Click the Edit Required Data button. |
| o | Enter 1 as the required number. |
| o | Use the pull down menu to choose Data Forms. |
| o | Check the box for "from a limited set" |
| o | Click the Applicable Data Form Definitions button. |
| o | Choose the required data form and click Ok. |
| o | Check the box for "after a custom calendar related event" |
| o | Click the Edit Calendar Event box. |
| o | Use the pull down menu to select 1st for the "after the" box. |
| o | Click the "from a limited set" next to attendance types. |
| o | Click to select "attended" and click Ok. |
| o | If the rule will apply to only a certain appointment code being attended, click the "from a limited set" check box next to applicable appointment code. |
| o | Click the Applicable Appointment Code button. |
| o | Click Ok to save the settings. |
4. Remind staff to create a specific note type after every X attended appointments. (Note: Consider marking this notice as "confidential" so that it will only be visible to staff who can add a note to the client file.)
| o | Click the Edit Require Data button. |
| o | Enter 1 as the required number. |
| o | Use the pull down menu to select Notes. |
| o | Check the box for "from a limited set." |
| o | Click the Applicable Case Note Types button. |
| o | Select the applicable note and click Ok. |
| o | Check the box for "after a custom event." |
| o | Click Edit Custom Event button. |
| o | Enter the number of appointments after which the notice should be generated. |
| o | For "after the last of" select the number of appointments. |
| o | Check the From a Limited Set next to attendance types. |
| o | Click the Applicable Attendance Types button. |
| o | Click attended and click Ok. |
| o | Click Ok to save the settings. |
If you need assistance in creating notice settings, please email Support@TitaniumSoftware.com with a description of how you would like the notice to function.
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