Learn how to track internal notes, communications & supportive services for participants one participant at a time.
User Types: Regulators, Sponsors, Employer Administrators, Supervisors, Mentors & Providers
Notes:- If you need additional information on what Case Management is, please read our article Overview: Case Management & Communication
- The Case tab allows you to log notes on and communications with participants. All logged notes and communications are internal, meaning they are only viewable to non-participants. However, the Communications card also can be used to send communications directly to participants in the form of notifications or emails.
- For non-participant user types with Batch Action access, identical Notes & Communications can be created for multiple participants simultaneously (see How to Use Batch Action Case Management). Only individual Case Management is discussed below.
- Standard Reports (for those with access) exist for Participant Case Notes and Participant Case Communications (see Overview: Case Management & Communications).
Step 1: Navigate to a Participant's Profile Details page & Click the Case Tab
- Scroll down to Notes, Communications, or Substantive Services depending on which you need to track.
Step 2: Log a Note by Clicking NEW+ on the Notes Section
- Complete the note box and hit submit.
- The Notes section will retain a running list of each note submitted.
Step 3: Log a Communication with a Participant or Send a Communication to a Participant by Clicking NEW+ on the Communications Section. Then select Log a communication or Send a Communication.
Log Communication - Logging a communication allows you to document a communication you already had with a participant. Note that if you select the type of communication as a Reminder or Email, it will not send anything out. It will only allow you to document external reminders or emails that you had with participants. Use Send Communications below to actually send such communications out and log them at the same time.
Send Communication - Sending a communication allows you to send out a reminder or an email to a participant & track that communication as well.
Reminders
- Are received by participants in their ApprentiScope platform as a notification and via email.
- They can be set to go out immediately on the current date or a future date (at 8am CST).
- They do NOT allow participants to respond.
- They are logged in the communication card.
Emails
- Are received by participants in their ApprentiScope platform as a notification and via email.
- They are sent out immediately upon clicking the send button.
- They DO allow participants to respond, which will send a notification to the sender and are synced with the communication card.
- The sender and participant can continue a back and forth email via the communication card.
Sample Communications - The first documents a notification scheduled to go on March 1, & the second, with the mail icon, is an email that was sent on Feb 21.
Once a reply is received from a participant, it can be reviewed & responded to in the communication card. All responses will be documented in the card.
Step 4: Record Supportive Services Provided to a Participant by Clicking NEW+ on the Supportive Services Section
- Complete the supportive services box and hit submit.
- You will only be able to complete the GRANT field if you have the Grants Management package, which allows you to assign grants to participants and collect grant-related data directly from them.
- Without the package, you can still indicate the grant in the service name or justification fields, and download a standard Participant Supportive Services csv report to view these recordings for all participants.
Step 5: To Edit a Case Note, Communication, or Substantive Service hover over & click the listing, make the changes, and click Update.
Step 6: To Delete a Case Note, Communication, or Substantive Service, click the 3 vertical dots to the right of the listing and click Delete.
- Note: This will delete the note, communication, or substantive service record for this participant only.
- If you are deleting a Communication - REMINDER that has already been sent, it will not pull back that reminder.
- In addition, if a recorded note or reminder is based on a batch action or is a recurring reminder, it will not change it for any other participant's record or change the pre-set recurring reminder; it will only delete the documentation for this particular participant.
