Version 2.6 Overview

This release marks our second release for the academic year 2023-2024. We are aiming to schedule to release of new features quarterly. That means the next set of features would be released in March 2024. Highlights of release Version 2.6 include the option to utilize a wait-list and continued improvements to the look, feel, and workflows present in the system.

 New Feature: Wait-list

Help Article: Enable a wait list for a specific Service-Location pair

Impacted users: Clients, Provider Administrators, Caseworkers

There may be situations where providers would like to populate a wait-list for a specific service at a specific location (or multiple services at multiple locations). This feature is off by default. If the wait-list is enabled, then clients can add themselves to a wait-list.

A wait-list entry:

• will collect the same intake form information as a normal appointment.
• will not assign a date, time, service, or caseworker to the appointment.
• will send a confirmation email and SMS message to the client to confirm that they were added to a wait-list
  • The content of the email and SMS message can be edited in the Email Templates and SMS Templates area
• can be converted to a "regular appointment" by editing the appointment and adding service, date, time, and caseworker

 New Feature: Maximum daily appointment for a caseworker

Help Article: Set a maximum number of appointments per day for a Caseworker

Impacted users: Clients, Provider Administrators, Caseworkers

• It may be desirable to have more appointment options per day than a Caseworker can manage to allow for flexibility for clients. Yet, the caseworker load will need to be set at a maximum to avoid over-loading the caseworker. This can be done!
• For example: if there are 8 potential appointment slots, a maximum value of 6 can be set. This allows the client to choose from any available appointment slot until 6 appointments have been booked for a Caseworker. After the 6th appointment is booked, there will be no additional appointments available for that Caseworker on that day.

New Feature: Caseworkers can opt-in to a daily summary email

Impacted users: Caseworkers

• If opted-in to the daily summary email, this will be sent at the end of a day where appointments are booked
• The email summary will allow for reporting attendance of appointments or No Shows.
• This will improve the data on appointments booked in the Find Your Ally appointment portal
• Opting-in is found in the Caseworker/Availability edit screen and in the Caseworker details accordion.

🖥️ Enhancement: Speed of system

Impacted users: Clients, Provider Administrators, Caseworkers

• We worked to make adjustments that increase the speed of the system overall including appointment search and screen loading times.

🖥️ Enhancement: Streamlined user interfaces

Impacted users: Clients, Provider Administrators, Caseworkers

• We continued work with user experience designers to improve workflows and increase the consistency between the screens and various user interfaces.
• Some specific updates we made:
  • Filters for data are consistent across the system
  • Pagination is present and consistent across the system
  • Additional language and informational icons with hover text were added to clarify information and functions of settings
  • Linking a Zoom account process is streamlined
    • Help Articles on Zoom Connections

🖥️ Enhancement: Published Email and SMS message templates are summarized on the Service Screen

Impacted users: Clients, Provider Administrators, Caseworkers

If a new Service is enabled at a Location, there is an additional step of setting up emails and SMS messages for that service.

• The user is prompted to set up emails and SMS messages whenever a new Location is added to a service
• The Service summary screen provides a summary of emails and SMS messages that are in use and also includes a warning symbol if no emails or SMS messages have been set up.

🖥️ Enhancement: Improvements to the process for adding new Provider Administrators

Impacted users: Provider Administrators

Help Article: Add a new Provider Administrator

We streamlined the workflow and reduced the number of steps to add new Provider Administrator accounts and assign them to campus(es) at the same time.

🖥️ Enhancement: Improved Appointment search process

Impacted users: Clients

• We worked with a user experience designer to improve the appointment search process and allow clients to navigate back and forth between options with ease.

🐛 Bug Fixes

• We are always looking for bugs and adjusting the system. There are some fixes we implemented, but nothing of note for users.