1.           USING THE WORKFLOW PROCESS

1.1.        Using the Workflow Monitor

1.1.1.     The Case Navigator

1.1.2.     The Workflow List

1.1.3.     Accessing the Workflow Status Update Form or File

1.1.4.     Exporting, Copying, or Printing the Workflow List

1.1.5.     The 30 Day Chart

1.1.6.     Using the Workflow Status Update Form

1.1.7.     Opening the Workflow Status Update Form

1.1.8.     Peeking at Information in the Workflow Status Update Form

1.1.9.   Using Actions to Perform Work on the Case or Service

1.1.10.   Moving a Workflow Directly to a Step

1.1.11.   Performing To Do Tasks in the Workflow Status Update Form

1.1.12.   Using the File Action Button in the Workflow Status Update Form

1.1.13.   Reviewing or Printing the History of a Workflow

1.1.14.   Using Roles in Workflows

1.1.15.   Reviewing and Changing the Workflow Role Assignments

1.1.16.   Accessing Special Client, Claimant, Doctor and File Notes



1.   USING THE WORKFLOW PROCESS


A workflow is a concept within W5 that allows you to describe what work and decisions go into a given process. The process can be as simple as preparing a client invoice or as complex as running a requested service from start to finish.

The Workflow Process Update form is used to move a case or service through the various steps in a workflow.  As you use this form, W5 will help you:

● Create notes
● Create or upload documents
● Create service charges
● Update diaries
● Select service providers (doctors)
● Book appointments
● Cancel appointments

You can access the workflow for a case or service from any of the following:

● In the Workflow Monitor
● In the Case Maintenance form

The primary objectives of using the Workflow Process Update form are:

● Guide the user through the specific requirements of various services
● Help the user create the appropriate notes and documents
● Keep W5 updated with the progress of a service 
● Help prevent being late for deadlines 

1.1.  Using the Workflow Monitor


1.   Click on the Home tab.


2.  Click on Workflow Monitor.


The workflow monitor lists all currently open workflows to which you have access.


Every case and every service that you add into W5 will have at least one workflow. This means that as long as a workflow is open on a case or service then that case or service will be listed in the workflow monitor.


The workflow monitor consists of three sections; the case navigator, the workflow list, the 30 day chart.


1.1.1.  The Case Navigator


Go to the Workflow Monitor - only if you’re not already there:
Home tab > Workflow Monitor



This panel lists all of the workflow steps that you have access to.  These are grouped by the workflow class and the steps are ordered by the step sequence.  The workflow classes are ordered as defined by the W5 administrator.


The workflow class items are aligned to the left side of the panel. The workflow step items appear directly under their respective workflow class items and are indented slightly.



Displaying Open Workflow Class Items and Workflow Steps


1.  Click on the Workflow Class item to display all open workflows.

– AND/OR –

Click on the Workflow Step item to display the files that are currently at that step (or stage) of the workflow.

Note:

Double-click on the Workflow Class item to collapse or expand the list of the workflow steps that are associated to it.



Every item will be shown in one of three colors:

Black

Black means that the item currently has no open workflows associated with it. So, for a step item, it means that there are no workflows currently at this step and for a workflow class item it means that there are currently no open workflows for this class.

Blue

Blue means that the item currently has one or more open workflows associated with it.

Red

Red means that the item currently has one or more open workflows associated with it and that at least one of the workflows is overdue.

 

The Special Items in the Case Navigator


The case navigator always includes the following special items:



ALL ACTIVE

This item allows you to get a complete list of the open workflows regardless of where they are in the case navigator.

Clicking on this item will simply list every open workflow.

Pending Action Queue”

This item provides a list of workflows that are still waiting for you to complete an action that you started but didn’t finish.  In other words, you started to work on a case or service using the Workflow Status Update form but you didn’t click on the Save button on the bottom toolbar before you exited the form.  This can happen if the action is asking you to create some documents and/or notes and you don’t have all of the information handy just yet or you have to put it aside for a while.

● For any item in this list you can simply open the Workflow Status Update
   form again and pick up where you left off.

Prepaid Charges

This item provides a list of services where you have booked an appointment and the doctor requires a prepayment. Anything on this list is therefore somewhat urgent to address.



1.1.2.  The Workflow List


This panel lists the workflows associated with the item that you clicked in the case navigator panel.



There is a lot of information that can be displayed for each workflow including the claimant name, doctor’s name and specialty, exam location, appointment date/time, report due date, client name and contact, comments, status, etc.


Note:

Indicating the Column Headings Wanted

You can indicate the columns of information you want displayed by: (a) Right-mouse clicking over any column heading and select Column Chooser, then Choose Columns.  (b) Uncheck the columns that are currently selected that you no longer want displayed and checkmark the ones you want displayed. (c) Close from the Choose Columns dialogue box to save.

AND

Setting the Order of the Column Headings

You can place the columns into a preferred order by clicking, holding and dragging the column heading where you want it to appear, using the double arrows as a guide for placement.



1.1.3.  Accessing the Workflow Status Update Form or File


Go to the Workflow Monitor - only if you’re not already there:

Home tab > Workflow Monitor


1.  Click on the Workflow Class item to display all open workflows.


– AND/OR –


Click on the Workflow Step item to display the files that are currently at that step (or stage) of the workflow.



Accessing the Workflow Status Update Form


2.  Click n the E(dit) button that is in line with the workflow you wish to access the Process Action form for.


Note:

The Workflow Status Update form is also accessible by: (a) Going to Case Maintenance, (b) Clicking on the service in the navigator panel, (c) Clicking on the Launch button that is in the Workflow Status section of the window.


The Workflow Status Update form will display.



– OR –


Accessing the Case Maintenance Form


On every row listed on the workflow list is the file #.  For a case this is the case file number (for example, case # 021102).  For a service this is the service file number (for example, case # 021102-1 which is the first service on case number 021102).


3.  Click on the File that is in line with the workflow you wish to access Case Maintenance form of.



For a case file number, this will open the Case Maintenance form and take you to the case level information.  For a service file number, this will open the Case Maintenance form and take you to the information for that service.


You can use any of the information displayed to search for appointments, services, cases, etc.


1.1.4.  Exporting, Copying, or Printing the Workflow List


Go to the Workflow Monitor - only if you’re not already there:
Home tab > Workflow Monitor



This panel lists the workflows associated with the item that you clicked in the case navigator panel.


1.  Click on the Workflow Class item to display all open workflows.


– AND/OR –


Click on the Workflow Step item to display the files that are currently at that step (or stage) of the workflow.


2.  Right-mouse click anywhere over the workflow list to access the following options:



Export to Excel

Export the list to Excel.

·  Excel

·  CSV

·  Fixed Width File
Some programs require this type of file (e.g., importing into other programs).

Copy to Clipboard

Select and copy parts of the list into the clipboard. You can then paste the copied list section into a document.

·  Copy Selected Cells

·  Copy Active Row

·  Copy Entire Grid

Print Grid

Print the List.

· Print Preview

·  Print

Column Chooser

Specify the columns that you want (or don’t want) appearing.

·  Choose the columns to display in the list.

 

Grid Settings

Choose how the list data filter works.

Sets how the column headings provides filtering capababilities.

Using Filter Row


 

Using Heading Icons



 
 



1.1.5.  The 30 Day Chart


Go to the Workflow Monitor - only if you’re not already there:
Home tab > Workflow Monitor


This is a chart that represents a 30 day window into the workflows. The chart starts at day 0 (which would be today) and looks back 29 days.


For each day there can be up to 3 different points as follows:



 New

This represents the workflows that were added into W5 on that day.

 Waiting

This represents the open workflows that are at any step in the workflow and have been at that same step for more than one day.  For example, a point at day number 8 means that those workflows have been at the same step for the past 8 days.

 At Step 1

This represents the open workflows that are currently at the very first step in the workflow and have been at step 1 since that day.  For example, a point at day number 8 means that those workflows are still at the first step and have been at the first step for the past 8 days.

 Closed

This is a depreciated feature and will be removed in future versions.


The purpose of this is to provide an aid to help find potential problems. If the workflow for a service has been at step 1 for the past 8 days then perhaps this is OK or perhaps someone has forgotten to schedule the service.


It is expected that an exam service will at some point sit at the same step for one, two, or twenty days.  For example, a service could easily wait 2 or 3 weeks at the “Awaiting Appointment” step because the appointment was booked that far out.  However, a service waiting 20 days to receive medical records could be a problem.


1.1.6.  Using the Workflow Status Update Form


Go to the Workflow Monitor - only if you’re not already there:
Home tab > Workflow Monitor


The Workflow status update form allows you to take “actions” on the case or service that not only changes the status of the workflow but can cause the creation of; letters and other documents, notes, diary entries, service charges, appointments, and new workflows.


These actions can also record no shows, cancellations, appointment completions, service cancellations, contacts to clients or doctors or claimants, attempted contacts, and any other activity that you might want to keep record of.


This form contains the following information:


· The case or service file number that the workflow is attached to

· The claimant information

· The client contact information

· The service providers (doctor) information

· The workflow status


The form has three functional sections:



Action taking

· This section is where you tell w5 what you want to do. You can select an available    action or tell W5 to send the workflow directly to a step.

· You can also tell W5 to simply record a comment about the status of the workflow.

      Note:    When you make a comment on a workflow the comment will persist 
      indefinitely and always be displayed.  When a comment is no longer 
      relevant then you change it or clear it by simply deleting the comment text.

To Do’s

· This section will allow you to do specific tasks that are part of the action you have   selected.  For example, if you select an action that says “Scheduled Appointment”   then the TO DO section could ask you to assign a doctor and set the 
  appointment.  It might also want you to create a letter to the doctor confirming the
  appointment details and a letter to the client notifying them that an appointment 
  has been scheduled.

       · The TO DO section consists of a series of tabs where there is a tab for each task 
  that W5 wants you to do for the selected action.

       · The first tab labelled “To Do” is just a list of the possible to do tasks. There will 
  be a heck mark beside each to do task for this action.

      · Only tabs for the tasks that you need to perform for the selected action will be 
  shown.

User Instructions

This section will display instructions created for you by the W5 administrator. These instructions would be for the action that you selected and can provide guidance regarding the TO DO section and perhaps even client specific instructions.


1.1.7.  Opening the Workflow Status Update Form


Go to the Workflow Monitor - only if you’re not already there:
Home tab > Workflow Monitor


Opening the Workflow Status Update Form – From Workflow Monitor


1.  Click on the Workflow Class item to display all open workflows.


– AND/OR –


Click on the Workflow Step item to display the files that are currently at that step (or stage) of the workflow.


2.  Click on the Edit button located on the row for the workflow that you wish to work on.


– OR –


Opening the Workflow Status Update Form – From Case Maintenance


Go to the Case in Case Maintenance - only if you’re not already there:
Home tab > Load Case # (File Number) OR Load Name (Claimant) OR Case Search E(dit)


Accessing the Primary Workflow on a Service


1.  Click on the Workflow item in the navigator panel.


The workflows attached to the case will be listed.  The workflow checked as the primary is the workflow that controls the life of the case.


2.  Click on the Edit button located on the row for the workflow that you wish to work on.


The Workflow Status Update form displays.


Accessing Workflows Attached to a Service


Go to the Case in Case Maintenance - only if you’re not already there:
Home tab > Load Case # (File Number) OR Load Name (Claimant) OR Case Search E(dit)


1.  Click on the Services item in the case navigator panel.


The Services details will be displayed on the Services page.


The right-side portion of the exam page displays the service and workflow status and appointments list for the service.


2.  Click on the Workflow tab in the Workflows section.




The workflows attached to the service will be listed.  The workflow checked as the primary is the workflow that controls the life of the service.


3.  Click on the Edit button on the row containing the workflow that you wish to work on.


1.1.8.  Peeking at Information in the Workflow Status Update Form


Go to the Workflow Status Update form - only if you’re not already there:
Home tab > Workflow Monitor Workflow Class item > Work Step item > Edit the Workflow


Peeking at Workflows Across the Case


You can peek at the status of workflows on the case and every service on the case from within the Workflow Status Update form.


1.  Click on the Service Files button located beside the Appt Date field.


This will list all of the primary workflows and show the file #, the current step, the service, and the specialty. You can immediately open the file by clicking on the file link or you can go to the workflow by clicking on the current step link.


 

 


Peeking at Claimant Information


Go to the Workflow Status Update form - only if you’re not already there:
Home tab > Workflow Monitor Workflow Class item > Work Step item > Edit the Workflow


You can peek at the claimant information from within the Workflow Status Update form.


1. Click on the  (information) icon located beside the claimant name.


This will open an information window that will automatically close as soon as you click anywhere outside of that information window. Any of the field information displayed can be copied to the clipboard.

 



Peeking at the Service Provider Information

 

Go to the Workflow Status Update form - only if you’re not already there:
Home tab > Workflow Monitor Workflow Class item > Work Step item > Edit the Workflow

 

You can peek at the service provider (doctor) and service location information from within the Workflow Status Update form.

 

1.  Click on the  (information) icon located beside the Provider name.

 

This will open an information window that will automatically close as soon as you click anywhere outside of that information window. Any of the field information displayed can be copied to the clipboard.



Go to the Workflow Monitor - only if you’re not already there:
Home tab > Workflow Monitor


Accessing Workflows Attached to a Service

1.  Click on the Workflow Class item to display all open workflows.


 – AND/OR –


Click on the Workflow Step item to display the files that are currently at that step (or stage) of the workflow.


2.  Click on the Edit button located on the row for the workflow that you wish to work on.


Note:

The Workflow Status Update form is also accessible by: (a) Going to Case Maintenance, (b) Clicking on the service in the navigator panel, and (c) Clicking on the Launch button that is in the Workflow Status section of the window.


Taking an Action (Moving the Workflow)


From the Workflow Status Update form:


3.  Click on the Take Action button.

 

This will set the action to the default action.  By setting the action to the default W5 will display the instructions for this action and the To Do’s for this action.


Note:

If you need to simply move the workflow directly to a step without having to deal with the TO DO’s then click on Go Directly To Step radio button and select the step from the With Action drop-down menu.


If the default action is what you want:


The To Do Tasks


4.  Do the tasks list in the To Do section (bottom left corner).




There will be a tab displayed for each task you need to do.


The tabs and/or buttons will be labelled “Create …” or “Assign …” or “Change”. Fill in the information or complete the requirements for each tab.


Once the task is performed the tab will disappear.


Note:

Some tasks may be optional and some may be required.  If there are any required tasks then the Save button on the bottom of the Workflow Status Update form will NOT be available until you have performed the required tasks.

ALSO

Some of the tasks to perform may not be associated with any tab because the task may involve operations on the case or service file itself.  For example, if you need to enter questions to be addressed by the doctor then there isn’t a tab for this.  Instead, you would simply leave the workflow update status form open and go back to the service file, go to the questions tab in case maintenance and add the questions.  You would then return to the already open Workflow Status Update form and continue working through the tasks.


An Example Scenario:


The Current Status is Scheduling.



The To Do tasks for this status are to Assign Provider and Set Appointment.



Per this example, you would click on the Assign/Appt tab and Assign a Provider and Set an appointment using one of the options or buttons that are available.


Note

Please refer to the Performing To Do Tasks in the Workflow Status Update Form section of this guide for details on the following Workflow To Do task options:

·  Assigning a Doctor without Setting an Appointment

·  Assigning a Doctor and Setting an Appointment

·  Setting an Appointment if a Doctor is Already Assigned

·  Generating Letters

·  Using the Documents To Do item to Upload an Existing Document

 

5.  Click on the Save button (bottom of Workflow Status Update form) once the tasks have been completed.


W5 will move the workflow to the step indicated by the action.


1.1.10.  Moving a Workflow Directly to a Step


Go to the Workflow Monitor - only if you’re not already there:
Home tab > Workflow Monitor


It may happen that you need to just move the workflow to a step with regard to any specific action and without having to perform any tasks. For example, an action was taken and the workflow was moved to a step BUT, the action was taken prematurely or by mistake and you need to go back to where you were before the action.


Accessing Workflows Attached to a Service


1.  Click on the Workflow Class item to display all open workflows.


- AND/OR –


Click on the Workflow Step item to display the files that are currently at that step (or stage) of the workflow.


2.  Click on the Edit button located on the row for the workflow that you wish to work on.


Note:

The Workflow Status Update form is also accessible by: (a) Going to Case Maintenance, (b) Clicking on the Service in the navigator panel, and (c) Clicking on the Launch button that is in the Workflow Status section of the window.

 

Taking an Action (Moving the Workflow Directly to a Step)


From the Workflow Status Update form:


3.  Click on the Take Action button.


This will set the action to the default action.


4.  Click on the Go Directly to Step radio button.


Note:

There are some tasks that may happen automatically as defined by the W5 administrator when an action is taken.  For example, when an appointment is cancelled or completed W5 marks the appointment as cancelled or completed and that appointment is now closed.  Moving directly to a step that was relevant when the appointment was still pending (i.e.: Awaiting Appointment) does NOT reopen the appointment and will probably not provide the desired results.  In this scenario you will have to go directly to whatever step allows you to schedule the appointment.


5.  Select the step to jump to from the GoToStep drop-down menu.


6.  Click on the Save button.


1.1.11.  Performing To Do Tasks in the Workflow Status Update Form


·  Assigning a Doctor without Setting an Appointment

·  Assigning a Doctor and Setting an Appointment

·  Setting an Appointment if a Doctor is Already Assigned

·  Generating Letters

·  Using the Documents To Do item to Upload an Existing Document


Assigning a Doctor without Setting an Appointment


In the Workflow Status Update form – you are likely already there, if not:
Home tab > Workflow Monitor > click on the Workflow Class item and/or the Workflow Step item > click on the Edit button for the workflow


Note:

The Workflow Status Update form is also accessible by: (a) Going to Case Maintenance, (b) Clicking on the Service in the navigator panel, and (c) Clicking on the Launch button that is in the Workflow Status section of the window.


The functions available are based on the Current Status in the Workflow Status Update form.  The options described in this section are based on a Current Status of Scheduling or Rescheduling.



1.  Click on the To Do Assign/Appt tab.



2.  Click on the Provider Lookup button.



The Provider Search form will open showing the service criteria needed to find an appropriate provider from your roster and it will also list the service providers and service locations who meet the criteria.


3.  Adjust the search criteria and redo the Search.


– OR –


Click on the Show All button to get a full list of providers without regard to the search criteria.


4.  Click on the Provider link to select the Provider.


The Provider Search form will close and you will be back on the Workflow Status Update form.


5.  Click on the Assign Provider button.


6.  If that is the last or only To Do item then click the Save button (on the bottom toolbar).


Assigning a Doctor and Setting an Appointment


In the Workflow Status Update form – you are likely already there, if not:
Home tab > Workflow Monitor > click on the Workflow Class item and/or the Workflow Step item > click on the Edit button for the workflow


Note:

The Workflow Status Update form is also accessible by: (a) Going to Case Maintenance, (b) Clicking on the Service in the navigator panel, and (c) Clicking on the Launch button that is in the Workflow Status section of the window.


The functions available are based on the Current Status in the Workflow Status Update form.  The options described in this section are based on a Current Status of Scheduling or Rescheduling.



1.  Click on the To Do Assign/Appt tab.


2.  Click on the Assign Provider / Set Appointment (From Search) button.


The Provider Search form will open showing the service criteria needed to find an appropriate provider from your roster and it will also list the service providers and service locations who meet the criteria.


3.  Adjust the search criteria and redo the Search.


– OR –


Click on the Show All button to get a full list of providers without regard to the search criteria.


4.  Checkmark the Assigned check box for the Provider.



(a)  Click the Search button in the Location Search section if this is for an examination type service.


The list of the locations attended by the selected service provider is displayed.


(b) Checkmark the Assigned check box in the location row to select a service location.




(c) Click the Set Appointment button (on the bottom toolbar).


The Set Appointment form will display.


(i) Enter the Start Date and Time.


If this is an examination type service then you may change the duration which is shown in hours and minutes.


The Provider Search form will close and you will be back on the Workflow Status Update form.


5.  Click on the Save button (on the bottom toolbar).


This creates the appointment.


The Provider Search form will close and you will be back on the Workflow Status Update form.


6.  If that is the last or only To Do item then click the Save button (on the bottom toolbar).



Setting an Appointment if a Doctor is Already Assigned


In the Workflow Status Update form – you are likely already there, if not:
Home tab > Workflow Monitor > click on the Workflow Class item and/or the Workflow Step item > click on the Edit button for the workflow

 

Note:

The Workflow Status Update form is also accessible by: (a) Going to Case Maintenance, (b) Clicking on the Service in the navigator panel, and (c) Clicking on the Launch button that is in the Workflow Status section of the window.


If you take an action that involves Scheduling or Rescheduling, To Do Assign/Appt options will be made available.



1.  Click on the To Do Assign/Appt tab.


2.  Click on the Set Appointment (From Search) button.


The Provider Search form will open showing the service criteria needed to find an appropriate provider from your roster and it will also list the service providers and service locations who meet the criteria.


If a service provider (doctor) and or a service location have been previously assigned to the service then they will be listed at the top of each section (service providers, service locations), highlighted in yellow and check marked.


3.   If you wish to use these selections, then go directly to step 7 below.


– OR –


If you wish to change the selected doctor or location:


(a) Uncheck the old choice(s).


(b) Checkmark your new choice(s).


4.  Adjust the search criteria and redo the Search.


– OR –


Click on the Show All button to get a full list of providers without regard to the search criteria.


5.  Checkmark the Assigned check box for the Provider.



(a) Click the Search button in the Location Search section if this is for an examination type service.


The list of the locations attended by the selected service provider is displayed.


(b) Checkmark the Assigned check box in the location row to select a service location.




(c) Click the Set Appointment  button (at the bottom of the form).


The Set Appointment form will display.


(i) Enter the Start Date and Time.


If this is an examination type service then you may change the duration which is shown in hours and minutes.


The Provider Search form will close and you will be back on the Workflow Status Update form.


6.  Click on the Save button (on the bottom toolbar).


This creates the appointment.


The Provider Search form will close and you will be back on the Workflow Status Update form.


7.  If that is the last or only To Do item then click the Save button (on the bottom toolbar).


Generating Letters


In the Workflow Status Update form – you are likely already there, if not:
Home tab > Workflow Monitor > click on the Workflow Class item and/or the Workflow Step item > click on the Edit button for the workflow


Note:

The Workflow Status Update form is also accessible by: (a) Going to Case Maintenance, (b) Clicking on the Service in the navigator panel, and (c) Clicking on the Launch button that is in the Workflow Status section of the window.


Workflows can allow the creation of letters using W5 Document Templates.  In fact, you can create most any kind of document, not just letters.  If you take an action that includes this To Do item then you will see a TO DO labelled Documents.  You may be required to create more than one document using the templates.  If that is the case then you will create the documents one at a time as follows:


1.  Click on the To Do Documents tab.


The Create Documents from Templates list is displayed.



·  The list may contain one or more templates.

·  Some or all of the templates may be marked as required.

·  As you create documents from this list they will be check marked as Complete

·  The list will contain templates based upon a set of rules defined in workflow management that may include templates based upon classification, client requirements, case type, service type, specific services, venue (jurisdiction), etc.


2.  Click on the Create Now button for the document you wish to generate.


– OR –


(a) Click on the Add Other button.


(b) Click on the From Template link.


(c) Select a template from the Template list.


The name of the template will be copied into the Reference field and this will be used as the Document Reference (title).


(d) Optional - Change the name if desired.


(e) Click on the Save button (on the bottom toolbar) to generate the document.


W5 will:


· Create a new document from the selected template (any W5 macros will be filled in).


· Attach the document to the case or service file.


· Open the W5 Document Maintenance form and download a copy of the document to a temporary folder on your workstation.


· Start the program that is normally used to edit or view the kind of document (Microsoft Word, Excel, etc.) and tell it to open the document.


· Switch your view to that other program.

   Depending upon the version of Microsoft Windows and your security setting within Microsoft Windows, the other program (i.e., Word) may not actually become visible.  If this is the case then you will probably see a flashing icon on the bottom of your screen.  Click on that icon to open the document.


Note:

At this point you are working on a copy of the document.  Any changes you make to the document are only on the copy found in the W5 temporary document folder on your workstation.  However, you can save those changes back to the original document in W5.

Also, while you are working in the other program you can do perform whatever tasks it offers such as print and email.


Saving the Document (MS Word, MS Excel, etc.)

3.  Click on the Save button (for MS Word, MS Excel, etc.) to save changes made to the document.


4.  Close from the document.


Saving the Document to W5


5.  Go back to the W5 Document Maintenance form.


6.  Click on the Save button (on the bottom toolbar) if changes made.


– OR –


Click on the Exit button (bottom of the form) if no changes were made and you wish to close the document.


To Be Mailed List


This is a list that you can print for a given date (usually today) to get a list of all of the documents that should be mailed.


7.  Checkmark the To Be Mailed  checkbox if you want this document included in the to be mailed  list.


8.  If changes were made to the document, click on the Save button (on the bottom toolbar) to save the document to W5.


– OR –


Click on the Exit button if there were no changes made to the document.


Using the Documents To Do Item to Upload an Existing Document


In the Workflow Status Update form – you are likely already there, if not:
Home tab > Workflow Monitor > click on the Workflow Class item and/or the Workflow Step item > click on the Edit button for the workflow


Note:

The Workflow Status Update form is also accessible by: (a) Going to Case Maintenance, (b) Clicking on the Service in the navigator panel, and (c) Clicking on the Launch button that is in the Workflow Status section of the window.


In addition to allowing you to create new documents using W5 document templates you can also simply upload already existing documents. Also, if the rules in this workflow permit it, you can use the upload feature add a document instead of using a template.


If the To Do item labelled Documents is visible then:


1.  Click on the Documents tab.


2.  Click on the Add Other button.


3.  Click on the Browse link.


4.  Navigate to and select the document  you want to upload.


5.  Click on the Open button.


The name of the template will be copied into the Reference field and will be used as the Document Reference (title).


(a) Optional - Change the name if desired.


(b) Click on the Save button (on the bottom toolbar) to generate the document.


W5 will:


·  Upload the document.

·  Attach the document to the case or service file.

·  Open the W5 Document Maintenance form and download a copy of the document to a temporary folder on your workstation.

·  Start the program that is normally used to edit or view the kind of document (Microsoft Word, Excel, etc.) and tell it to open the document.

· Switch your view to that other program.
Depending upon the version of Microsoft Windows and your security setting within Microsoft Windows, the other program (i.e., Word) may not actually become visible.  If this is the case then you will probably see a flashing icon on the bottom of your screen.  Click on that icon to open the document.

Note:

At this point you are working on a copy of the document.  Any changes you make to the document are only on the copy found in the W5 temporary document folder on your workstation. However, you can save those changes back to the original document in W5.

Also, while you are working in the other program you can do perform whatever tasks it offers such as print and email.


Saving the MS Word Document


6.  Click on the MS Word Save button to save changes made to the document.


7.  Close from the MS Word document.


Saving the Document to W5


8.  Go back to the W5 Document Maintenance form.


To Be Mailed List


This is a list that you can print for a given date (usually today) to get a list of all of the documents that should be mailed.


9.  Checkmark the To Be Mailed checkbox if you want this document included in the to be mailed list.


10. If changes were made to the document, click on the Save button (on the bottom toolbar) to save the document to W5.


– OR –


Click on the Exit button if there were no changes made to the document.


1.1.12.  Using the File Action Button in the Workflow Status Update Form


In the Workflow Status Update form – you are likely already there, if not:
Home tab > Workflow Monitor > click on the Workflow Class item and/or the Workflow Step item > click on the Edit button for the workflow 


Note:

The Workflow Status Update form is also accessible by: (a) Going to Case Maintenance, (b) Clicking on the Service in the navigator panel, and (c) Clicking on the Launch button that is in the Workflow Status section of the window.


On the toolbar at the bottom of the Workflow Status Update form is a File Action button.  This allows you to perform any of the following tasks ad hoc at any time in this form:

·  Add Note

·  Add Document

·  Add Charge

·  Add Diary

Adding a Note from the Workflow Status Update Form


1.  Click on the File Action button (on the bottom toolbar).


2.  Select Add Note button.


3.  Complete the Note.


Note:

Please refer to the Adding Notes manual for details on Notes.


4.  Click on the Save button (on the bottom toolbar).


Adding a Document from the Workflow Status Update Form


1.  Click on the File Action button (on the bottom toolbar).


2.  Select Add Document.


3.  Select the required option:


· New Document

· Browse

· From Template

· Scan

· Copy From Library

· Link From Library

· Link From Other Doc

Note:

Please refer to the Adding Documents to a Case manual for details on documents.


Adding a Charge from the Workflow Status Update Form


4.  Click on the File Action button (on the bottom toolbar).


5.  Select Add Charge.


6.  Complete the Charge Entry form.


Adding a Diary from the Workflow Status Update Form


1.  Click on the File Action button (on the bottom toolbar).


2.  Select Add Diary.


3.  Complete the Appointment form.


Note:

Please refer to the The W5 Diary Calendar manual for detailed information on this feature.


Adding a Time Keeping Entry from the Workflow Status Update Form


1.  Click on the File Action button (on the bottom toolbar).


2.  Select Time Keeping Entry.


3.  Complete the Time Keeping Entry form.


1.1.13.  Reviewing or Printing the History of a Workflow


In the Workflow Status Update form – you are likely already there, if not:
Home tab > Workflow Monitor Workflow Class item and/or the Workflow Step item > the Edit button for the workflow

 

Note:

The Workflow Status Update form is also accessible by: (a) Going to Case Maintenance, (b) Clicking on the Service in the navigator panel, and (c) Clicking on the Launch button that is in the Workflow Status section of the window.


Every time you use the Workflow Status Update form to take an action W5 makes an entry in the history log for that workflow indicating who did what action when.


Viewing the Workflow History


1.  Click on the History button (on the bottom toolbar).


The Workflow Status Update form will switch to the history view.


All of the actions taken will be listed in chronological order.


Printing the Workflow History


2.  Click on the Printing History button to create a printable history report.


A Case History for the file will be generated.


            To send it to print to your default printer.

                 Navigate to Previous Page or Next Page

    Zoom Value


3.  Click on the General button (bottom of the form) to switch back to the Workflow Status Update view.

 

Note:

The Workflow history is also available from within the Case Maintenance form:  (a) go to Case Maintenance, (b) click on the Service in the navigator panel, and (c) click on the Launch button that is in the Workflow Status section of the window.


1.1.14.  Using Roles in Workflows

In the Workflow Status Update form – you are likely already there, if not:
Home tab > Workflow Monitor > click on the Workflow Class item and/or the Workflow Step item > click on the Edit button for the workflow

 

Note:

The Workflow Status Update form is also accessible by: (a) Going to Case Maintenance, (b) Clicking on the Service in the navigator panel, and (c) Clicking on the Launch button that is in the Workflow Status section of the window.


The role assignments are visible from the workflow monitor. Because of this, a user can see if they have been specifically assigned to a particular service file or case file in a given role.


The workflow monitor will display the user assigned to the role that is defined for the step that the workflow is currently at.


Because the workflow monitor allows you to search for workflows by any column a user could quickly locate all of the workflows to which they have been assigned and prioritize their workload.


Example #1:


A workflow is at step “QA Review Report” and the role responsible for that step (as defined in the workflow definition) is “QA”.  Mary is a member of the QA role and was pre-assigned to do the QA on this workflow.  Now that the workflow is at a step that is the responsibility of the QA role the workflow monitor will display Mary as the user who is now responsible to handle the workflow step.


Once Mary does the QA and moves the workflow to another step then Mary’s user ID will no longer be displayed in the workflow monitor.  However, we can always see who currently handles the QA role by looking at the roles information in the Workflow Status Update form.


Example #2:


A workflow is at step “QA Review Report” and the role responsible for that step (as defined in the workflow definition) is “QA” but no QA user has been pre-assigned to the role on this workflow.  Mary is a member of the QA role and seeing that there is something to do for “QA Review Report” opens the workflow and QA’s the report.  Mary then takes an action on the workflow and moves it to another step.  Since Mary is a member of the QA role and Mary was the first QA person to take an action on the workflow while it was on a QA step then Mary will be automatically assigned as the QA role.  Why? Because when roles are defined for workflows W5 wants to know who the “user of record” is for a role on a workflow.


1.  Click on the Roles button (on the bottom toolbar).


The Workflow Status Update form will switch to the roles view.  The roles that are used in the workflow will be listed and the user assigned to each role will be shown.


2.  Click on the + button at the end of the user column to assign or reassign a role.


The user list will be displayed.


3.  Click on the user Code link to select the user you wish to assign to that role.


4.  Click the Save button (on the bottom toolbar).


5.  Click on the General button (on the bottom toolbar) to switch back to the Workflow Status Update view.


1.1.15.  Reviewing and Changing the Workflow Role Assignments


In the Workflow Status Update form – you are likely already there, if not:
Home tab > Workflow Monitor > click on the Workflow Class item and/or the Workflow Step item > click on the Edit button for the workflow

 

Note:

The Workflow Status Update form is also accessible by: (a) Going to Case Maintenance, (b) Clicking on the Service in the navigator panel, and (c) Clicking on the Launch button that is in the Workflow Status section of the window.


Workflow roles are used to determine what person or groups of people (i.e., a department) are responsible for certain parts of a workflow.


Departments and the users within departments are defined using the W5 User Reporting Structure Maintenance form.  The user reporting structure simply lists the company structure (i.e., company – division – department – users within the department).  Each point in the structure can have a designation (called node type) that is used within the workflow.  This designation is usually a something simple like accounting, customer service or administration.


Each step in a workflow can be assigned to a role from the user reporting structure. This can then be used to identify not only the department or group responsible for a step but also a specific person.


The Workflow Status Update form can be used to pre-assign responsibilities, review existing responsibilities, and reassign responsibilities.


1.  Click on the Roles button (on the bottom toolbar).


The Workflow Status Update form will switch to the roles view.  The roles that are used in the workflow will be listed and the user assigned to each role will be shown.


2.  Click on the + button at the end of the user column to assign or reassign a role.


The user list will be displayed.


3.  Click on the user Code link to select the user you wish to assign to that role.


4.  Click the Save button (on the bottom toolbar).


5.  Click on the General button (on the bottom toolbar) to switch back to the Workflow Status Update view.


1.1.16.  Accessing Special Client, Claimant, Doctor and File Notes


In the Workflow Status Update form – you are likely already there, if not:
Home tab > Workflow Monitor > click on the Workflow Class item and/or the Workflow Step item > click on the Edit button for the workflow

 

Note:

The Workflow Status Update form is also accessible by: (a) Going to Case Maintenance, (b) Clicking on the Service in the navigator panel, and (c) Clicking on the Launch button that is in the Workflow Status section of the window.


The Workflow Status Update form provides instant access to a special collection of notes so that the user can see if there is any special instructions for performing any of their tasks.


The notes come from:


· Clients listed on the file (Adjusters, Insurers, Employers, Attorneys, etc.).

· The contacts for each of the above mentioned clients.

· The claimant.

· For a service file, the service provider (doctor) and service location assigned to the service.

· The file itself (service or case).


The notes that are included are those which are classified (using the note class code on the note) as; Scheduling, Reporting or Billing.


To access these notes click the notes icon located to the right of the comments box just above the user instructions.


1.  Click on the special Notes    button (right-side of the Workflow Status Update form).


A notes side-bar window will display.


The Entity Type radio button is selected by default offering information on:


Notes for:


· Claimant

· Client

· File



2.  Click on the special Note Class radio button to see information on:


Note Classifications:


· Billing

· Reports

· Scheduling

· Claimant