IWeb logo IWeb Provider Recruitment and Tracking Module User Guide

Provider Recruitment - Activities Menu

When you first log on to the Provider Recruitment and Tracking module (and select an organization, facility, VFC PIN, etc.), the Open Activities page is the first main application page you see. In addition to this page, there are two additional links in the Activities menu:

The activities tasks are the method by which recruiters track their to-do items, such as recruitment calls, follow-up calls, and materials distribution, and how they generate lists of registry statuses for VFC field staff.

Here is some information about the different activity types:

Activity Type Level Creation Method Creation Reason Initial Status

New Site Created

Facility

Auto On facility creation Complete

Site Deferred

Facility

Auto On facility status change to deferred Complete

Scheduled for Training

Facility / User

Auto On user scheduled for training Complete

Fax-Back Received

IRMS

Auto On IRMS creation To-Do

Provider Agreement Received

IRMS

Auto On IRMS creation To-Do

Enrollment Packet Sent

IRMS

Auto On IRMS creation To-Do

User ID Assigned

Facility / User

Auto On facility / IRMS user creation Complete

Site Submitting Data

IRMS

Auto On IRMS status change to Submitting Data Complete

Other

 

User    

Follow up on New Site Creation

Facility

Auto On facility creation To-Do

Follow up on Enrollment Packet Sent

IRMS

Auto On Enrollment Packet Sent activity creation To-Do

Follow up on Site Deferred

Facility

Auto On facility status changed to Deferred To-Do

Follow up on Training No Show

Facility / User

User    

Follow up on Upcoming Training

Facility / User

Auto On user scheduled for training To-Do

Follow up on User Trained

Facility

User    

Follow up on Site Trained but Not Reporting

Facility / User

User    

Open Activities / To-Do

The Open Activities page is one of the first pages that appear after a user logs in. To return to the page from elsewhere in the module, click the Activities > To-Do menu link.

Activities with a creation method of Auto are created by the system in response to the entry listed in the Creation Reason field. Activities with a creation method of User are created by the Provider Recruitment administrators that have the ability to create new activity types. The user-defined types are not visible on the Recruitment Activity Report.

An initial status of Complete means that the task was automatically created and added to the Activity History. An initial status of To-Do means that the task was automatically created and added to the To-Do list.

To search for open activities, enter the search criteria (optional) and click View. (To clear the search fields and start over, click Reset.)

The search criteria fields and options are as follows:

Field/Option Description

Recruiter

To search for a specific recruiter's activities, select their name from the drop-down list (select All to view all open activities for all recruiters). The logged in user is the default name that appears.

Organization

To search for open activities for a specific organization, select it from the drop-down list. If the user selected an organization after logging in, it is the default. To change this to include all organizations, set the list to --select--.

Facility / Facility Group / Do Not Limit

To search for open activities for a specific facility or facility group, select it from the drop-down list, after which the option is automatically selected. Do Not Limit is the default.

VFC PIN

To search for open activities for a specific VFC PIN, select it from the drop-down list, after which the option is automatically selected.

Activity Type

To search for a specific activity type, select it from the drop-down list.

County

To search for open activities within a specific county, select it from the drop-down list (after which the option is automatically selected).

Date Range

To search for open activities within a specific date range, enter the From and Through dates (the current date is the default Through date).

Tasks/Comments (Louisiana only)

Use this field to enter any additional comments regarding the task.

The search results appear in the Open Activities section of the page, with the following fields and links/buttons:

Field/Button Description

Printable Page

Click this link to open the search results in a new browser tab or window. Use the browser's print feature to print the page.

(arrow button)

Click this button to view the activity details. Click Edit Record on the Activity Details page to edit the details. Click Cancel on the Activity Details page to return to the search results.

Type

The activity type.

Organization

The organization's ID and name.

Due Date

The date the activity is due.

Status

The status of the activity. Examples: New, Complete.

Recruiter

The username of the recruiter.

Facility

The facility name for the activity, if applicable.

User

Indicates whether or not the activity is user-created.

Add a New Activity

Note icon  Users in the state of Louisiana can view and add activities from the same page.

To add an activity, click the Add Activity button (located directly above the search results list). The Add Activity page opens. Enter at least the required information and click one of these buttons:

The available fields and options on the Add Activity page are as follows:

Field/Option Description

Activity Type

Select the activity type from the drop-down list. This field is required. If Other is selected, enter activity in the Other Type field.

Recruiter

Select a recruiter from the drop-down list. This field is required in that All is not a valid choice.

Follow-up Date

Enter the follow-up date for the activity.

Contact Type

Select the contact type from the drop-down list. This field is required.

Mail Method

Select the mail method from the drop-down list.

Mail Tracking #

If available, enter the mail tracking number.

Due Date

Enter the activity due date.

Date Completed

If applicable, enter the date the activity was completed.

Organization (IRMS)

Select the organization from the drop-down list. This field is required.

Facility

If applicable, select the facility from the drop-down list.

Task Comments

Enter any additional information about the activity.

Schedule Reminder

Select this option and the reminder timeline from the drop-down list to define the time period for an email reminder to be sent. Examples:

  • On due date

  • Two days before due date

  • One week before due date

Edit an Activity

To edit an activity, first search for it, then click the arrow button for the activity in the list. On the Activity Details page that opens, click Edit Record. Make the necessary changes and click one of the buttons:

Note that once a task is in the Completed status, there is no method in the application to edit or delete the item.

Activity History

The historical view of activities can be limited by recruiter, organization, and facility. You can also log a completed activity from the History page.

To view the activity history, click the Activities > History menu link. Enter search/filter criteria and click View.

The search/filter criteria fields and options are as follows:

Field/Option Description

Recruiter

To search for a specific recruiter's activities, select their name from the drop-down list (select All to view all open activities for all recruiters). The logged in user is the default name that appears.

Organization

To search for open activities for a specific organization, select it from the drop-down list. If the user selected an organization after logging in, it is the default. To change this to include all organizations, set the list to --select--.

Facility / Facility Group / Do Not Limit

To search for open activities for a specific facility or facility group, select it from the drop-down list, after which the option is automatically selected. Do Not Limit is the default.

VFC PIN

To search for open activities for a specific VFC PIN, select it from the drop-down list, after which the option is automatically selected.

Activity Type

To search for a specific activity type, select it from the drop-down list.

County

To search for open activities within a specific county, select it from the drop-down list (after which the option is automatically selected).

Date Range

To search for open activities within a specific date range, enter the From and Through dates (the current date is the default Through date).

The search results appear in the Activity History section of the page, with the following fields and links/buttons:

Field/Button Description

Printable Page

Click this link to open the search results in a new browser tab or window. Use the browser's print feature to print the page.

(arrow button)

Click this button to view the activity details. Click Edit Record on the Activity Details page to edit the details.

Completed

If the activity has been completed, the completed date appears in this field.

Type

The activity type.

Organization

The organization's ID and name.

Status

The status of the activity. Examples: New, Complete.

Recruiter

The username of the recruiter.

Facility

The facility name for the activity, if applicable.

User

Indicates whether or not the activity is user-created.

Log Completed Activity

To log a completed activity, click the Log Completed Activity button on the Activity History page. The Add Completed Activity page opens. Enter the information and click Quick Complete or Quick Cancel to log the activity as completed:

The available fields and options on the Add Activity page are as follows:

Field/Option Description

Activity Type

Select the activity type from the drop-down list. This field is required. If Other is selected, enter activity in the Other Type field.

Recruiter

Select a recruiter from the drop-down list. This field is required in that All is not a valid choice.

Follow-up Date

Enter the follow-up date for the activity.

Contact Type

Select the contact type from the drop-down list. This field is required.

Mail Method

Select the mail method from the drop-down list.

Mail Tracking #

If available, enter the mail tracking number.

Due Date

Enter the activity due date.

Date Completed

If applicable, enter the date the activity was completed.

Organization (IRMS)

Select the organization from the drop-down list. This field is required.

Facility

If applicable, select the facility from the drop-down list.

Task Comments

Enter any additional information about the activity.

Schedule Reminder

Select this option and the reminder timeline from the drop-down list to define the time period for an email reminder to be sent. Examples:

  • On due date

  • Two days before due date

  • One week before due date

STC | One logo