WEBVTT 1 00:00:00.160 --> 00:00:05.140 Hi there. This is Ali Ryder from ACRE Consulting, and this is a training video about setting up your 2 00:00:05.520 --> 00:00:07.620 new service providers in HYPHUS. 3 00:00:08.000 --> 00:00:13.219 So in order to do that, we're going to click on the administration menu and then go to service provider. 4 00:00:13.675 --> 00:00:20.175 And that's going to bring us to the screen where we're looking at the details for the service provider that we're currently logged in at. 5 00:00:20.450 --> 00:00:22.555 HIFIS is not where we want to end up. 6 00:00:22.555 --> 00:00:28.175 We're going to use the service provider management menu and then click on list of service providers. 7 00:00:29.840 --> 00:00:33.860 Here we can see all of the service providers that exist 8 00:00:34.640 --> 00:00:39.860 already in our community, but there's also a button here to add a service provider. 9 00:00:40.240 --> 00:00:44.740 So let's click on the add service provider button in order to add a new one. 10 00:00:45.705 --> 00:00:50.285 Now the first thing that we'll need to do is give a name to this service provider. 11 00:00:50.745 --> 00:00:54.045 I'm going to call this service provider the Rent Bank. 12 00:00:56.825 --> 00:01:02.510 However, of course, you will use the name of the service provider in your real community. 13 00:01:02.770 --> 00:01:11.990 Next, we need to indicate whether we want this service provider to join an existing cluster, in which case there's a drop down menu and we can choose which one. 14 00:01:12.290 --> 00:01:17.425 So if we wanted them to join the main cluster integrated, we would choose that option. 15 00:01:17.885 --> 00:01:24.145 However, you can also at this point say nope we don't want to join an existing cluster. 16 00:01:24.605 --> 00:01:27.345 Instead, you could set up a brand new cluster. 17 00:01:30.930 --> 00:01:41.590 If you go ahead and proceed with adding the service provider and you choose these options, it's going to create a brand new cluster for you, which you're probably going to then want to modify the settings for. 18 00:01:41.890 --> 00:01:48.325 But for this case, I'm going to add this service provider, the Rent Bank, to the integrated cluster. 19 00:01:49.905 --> 00:01:53.444 Next, we need to indicate the service provider type. 20 00:01:55.520 --> 00:01:58.180 So I'm going to say that this is a housing support 21 00:01:58.560 --> 00:02:00.020 type of service provider. 22 00:02:00.720 --> 00:02:06.420 Note that this is a single select drop down menu. So if you're trying to add an agency 23 00:02:07.280 --> 00:02:09.139 that has multiple components, 24 00:02:09.514 --> 00:02:13.055 for example an agency that has an emergency shelter and also 25 00:02:13.355 --> 00:02:14.735 some transitional housing, 26 00:02:15.194 --> 00:02:18.575 you may need to think about your service provider configuration 27 00:02:19.755 --> 00:02:22.974 and set up the different branches of the organization 28 00:02:23.275 --> 00:02:24.655 as multiple service 29 00:02:26.880 --> 00:02:27.380 providers. 30 00:02:27.840 --> 00:02:30.580 Oh wait, I'm going to pick prevention diversion here, 31 00:02:31.040 --> 00:02:33.540 seeing as how this is preventing homelessness. 32 00:02:34.640 --> 00:02:35.940 Next, we can indicate 33 00:02:36.400 --> 00:02:38.580 the primary service provider. 34 00:02:39.614 --> 00:02:44.915 Now what this does is in the service provider tree, it allows you to sort of categorize 35 00:02:45.215 --> 00:02:46.355 and say that this, 36 00:02:47.215 --> 00:02:48.995 service provider is a 37 00:02:49.694 --> 00:02:52.834 sub service provider or a child service provider 38 00:02:53.534 --> 00:02:54.834 of this other one. 39 00:02:55.350 --> 00:03:00.410 And keeps things organized in your service provider tree, but most people don't see that. 40 00:03:00.790 --> 00:03:06.010 The main place that this becomes relevant is when you are trying to set up some 41 00:03:06.550 --> 00:03:07.050 settings 42 00:03:07.510 --> 00:03:08.010 like 43 00:03:08.475 --> 00:03:11.695 making certain fields mandatory or disabling fields, 44 00:03:12.475 --> 00:03:15.375 there are certain places where a parent 45 00:03:15.835 --> 00:03:18.415 service provider, the primary service provider, 46 00:03:18.715 --> 00:03:20.655 can set things up for a child. 47 00:03:21.670 --> 00:03:25.770 Now you can change this ACRE, and it's not the most important feature. 48 00:03:25.990 --> 00:03:29.930 So if you're a little bit confused, we can leave this blank and change it later. 49 00:03:31.830 --> 00:03:36.185 Now a lot of the fields on this screen, to be honest, are not particularly 50 00:03:36.965 --> 00:03:37.465 useful. 51 00:03:38.805 --> 00:03:43.625 There are things that we can enter, but they don't make a big difference in the software, 52 00:03:44.325 --> 00:03:48.745 and so it is also possible to change most of these things later. 53 00:03:49.470 --> 00:03:50.370 So for example, 54 00:03:50.909 --> 00:03:54.530 we can indicate which genders this service provider serves. 55 00:03:56.030 --> 00:03:57.330 We can also indicate 56 00:03:58.430 --> 00:03:59.730 some other attributes 57 00:04:00.750 --> 00:04:06.245 that this service provider has. To be honest, I'm really not sure the value of this field. 58 00:04:06.944 --> 00:04:09.364 We can indicate what services they offer, 59 00:04:14.864 --> 00:04:16.964 such as prevention and diversion services, 60 00:04:18.440 --> 00:04:21.100 And we can indicate the target clientele. 61 00:04:21.720 --> 00:04:23.020 This is a general, 62 00:04:24.600 --> 00:04:25.100 purpose 63 00:04:25.720 --> 00:04:28.060 service provider that doesn't serve a specific 64 00:04:29.080 --> 00:04:29.580 client's 65 00:04:30.280 --> 00:04:31.580 a demographic group. 66 00:04:33.045 --> 00:04:33.545 However, 67 00:04:34.005 --> 00:04:34.505 again, 68 00:04:35.045 --> 00:04:39.945 most of these fields do not have a significant impact on how the software works. 69 00:04:40.325 --> 00:04:45.145 So if you need to skip some of these or if you're not ACRE, worried about doing it wrong, 70 00:04:45.910 --> 00:04:50.569 many of these it's not really a big deal. However, I do want to indicate 71 00:04:51.270 --> 00:04:52.410 1 in particular. 72 00:04:53.909 --> 00:04:59.289 This field here, referrer category type, which is a bit of a strange name for a field. 73 00:04:59.985 --> 00:05:02.005 We can indicate what type 74 00:05:02.465 --> 00:05:02.965 of, 75 00:05:04.785 --> 00:05:07.605 agency this is. So I'm going to call this 76 00:05:08.545 --> 00:05:09.445 housing services. 77 00:05:11.585 --> 00:05:14.005 If we choose a value here, 78 00:05:15.010 --> 00:05:15.510 then 79 00:05:16.850 --> 00:05:17.350 this, 80 00:05:17.970 --> 00:05:20.790 service provider will be added automatically 81 00:05:21.250 --> 00:05:23.110 to the directory of services 82 00:05:24.130 --> 00:05:25.110 as a place 83 00:05:25.810 --> 00:05:29.750 that has the Ryder category type of housing services 84 00:05:30.995 --> 00:05:31.495 and 85 00:05:32.035 --> 00:05:33.575 is listed as delivering 86 00:05:34.035 --> 00:05:35.815 these services offered. 87 00:05:37.235 --> 00:05:41.415 If you leave this field blank, the referrer category type, 88 00:05:42.035 --> 00:05:44.430 then this service provider will not 89 00:05:44.910 --> 00:05:47.729 be added to the directory of services. 90 00:05:48.669 --> 00:05:51.810 The directory of services is often used for 91 00:05:52.350 --> 00:05:53.490 referral purposes. 92 00:05:54.190 --> 00:05:59.889 When you are doing an intake at a shelter, for example, you can indicate where the client was referred 93 00:06:00.575 --> 00:06:02.675 from, and that would be a list of places. 94 00:06:03.135 --> 00:06:05.235 So if you want this service provider 95 00:06:06.015 --> 00:06:08.755 to be available on those referral lists, 96 00:06:09.295 --> 00:06:10.515 it's more convenient 97 00:06:11.535 --> 00:06:14.355 for you to simply choose a referrer category 98 00:06:14.815 --> 00:06:15.555 right now. 99 00:06:16.080 --> 00:06:20.500 If you don't do that, then you can still manually add a place 100 00:06:20.960 --> 00:06:26.419 to the directory of services later, but that's an extra step, and I want to save you some time here. 101 00:06:27.199 --> 00:06:35.495 So if you choose a referrer category type, then it will be added as a place, and you can make referrals to or from this service provider. 102 00:06:37.235 --> 00:06:37.735 Next, 103 00:06:38.835 --> 00:06:44.569 are we going to allow concurrent stays? This is only relevant if this is a shelter 104 00:06:44.870 --> 00:06:48.069 or uses the admissions module in any sense. 105 00:06:48.069 --> 00:06:52.250 So that includes motel programs, domestic violence, transitional programs. 106 00:06:53.189 --> 00:06:56.729 Allowing a concurrent stay would allow the 107 00:06:57.655 --> 00:07:01.275 clients to be booked into more than one bed at the same time. 108 00:07:01.815 --> 00:07:09.035 For example, having a book bed at a motel and also staying at a shelter on a on a specific night. 109 00:07:09.539 --> 00:07:16.840 In most cases, we want this set to no unless there's a specific reason in your community why you want to allow that. 110 00:07:17.860 --> 00:07:21.240 Next, we do want the service provider to be active 111 00:07:21.699 --> 00:07:23.560 that will allow us to use it, 112 00:07:24.025 --> 00:07:25.164 and we can indicate 113 00:07:25.625 --> 00:07:27.724 if we want to copy the mandatories 114 00:07:28.425 --> 00:07:28.925 from 115 00:07:29.465 --> 00:07:33.085 and copy the lookups from another service provider. 116 00:07:33.944 --> 00:07:38.125 Now the mandatories and lookups are covered in different videos, 117 00:07:38.585 --> 00:07:39.405 but basically, 118 00:07:40.400 --> 00:07:42.419 we're copying some configuration 119 00:07:43.600 --> 00:07:44.639 from these 120 00:07:45.360 --> 00:07:48.900 this other service provider that is presumably already configured. 121 00:07:49.360 --> 00:07:50.020 The mandatories 122 00:07:50.400 --> 00:07:52.340 is what fields are mandatory 123 00:07:52.720 --> 00:07:53.460 or disabled, 124 00:07:54.005 --> 00:07:57.305 and the lookups is the options in the drop down menus. 125 00:07:57.525 --> 00:08:01.145 So if we wanna copy those values from another service provider, 126 00:08:01.764 --> 00:08:04.345 then we should choose that service provider here. 127 00:08:06.580 --> 00:08:07.640 Now the next 128 00:08:08.020 --> 00:08:09.160 several fields, 129 00:08:09.700 --> 00:08:10.840 are really only 130 00:08:11.220 --> 00:08:17.240 for information purposes. As I mentioned, they a lot of the fields on the screen don't do much. 131 00:08:17.460 --> 00:08:19.720 So you can indicate a cutoff time, 132 00:08:20.180 --> 00:08:22.745 like we stop accepting referrals 133 00:08:23.045 --> 00:08:24.185 after 11 134 00:08:24.485 --> 00:08:27.945 pm, like we stop doing intakes at that point. 135 00:08:29.045 --> 00:08:33.304 We can enter a phone number for this service provider. 136 00:08:35.269 --> 00:08:39.850 We can add an extension, put in a fax number, put in an email address 137 00:08:41.750 --> 00:08:42.649 and a website, 138 00:08:44.949 --> 00:08:47.050 and optionally add some comments. 139 00:08:47.475 --> 00:08:49.735 However, this is not prominently displayed, 140 00:08:50.195 --> 00:08:54.135 and so, as I mentioned, it's not necessary and we can change it later. 141 00:08:54.995 --> 00:08:58.915 Now at this point, it looks like we should be able to click the save button. 142 00:08:58.915 --> 00:09:01.415 We're at the bottom of the page, but there's a trick. 143 00:09:01.770 --> 00:09:05.630 We haven't put in the the address of the service provider yet. 144 00:09:05.850 --> 00:09:09.630 In fact, it's on a different tab, so we need to go back up to the top. 145 00:09:10.010 --> 00:09:11.870 Notice that there are 2 tabs. 146 00:09:12.330 --> 00:09:15.210 I know. This is a little bit weird, but it's the way it is. 147 00:09:15.975 --> 00:09:19.995 Luckily we are not going to be adding service providers very often, 148 00:09:20.375 --> 00:09:27.995 so we do need to go to the address tab and notice that there is a red star indicating there are some mandatory fields on it. 149 00:09:29.810 --> 00:09:35.030 So here we now need to add our address information for this particular service provider. 150 00:09:36.530 --> 00:09:39.430 I'm going to say it is at 123 Main Street 151 00:09:40.690 --> 00:09:41.190 in 152 00:09:42.210 --> 00:09:43.110 British Columbia 153 00:09:44.595 --> 00:09:45.575 in Abbotsford. 154 00:09:47.075 --> 00:09:50.935 You can provide the postal code and under geographic region, 155 00:09:51.555 --> 00:09:53.175 this is where you would indicate 156 00:09:53.635 --> 00:09:54.135 which 157 00:09:54.595 --> 00:09:55.735 geographic regions 158 00:09:56.355 --> 00:09:57.800 this service provider 159 00:09:58.500 --> 00:10:05.080 provides services to. Now presumably, you will have configured your geographic regions 160 00:10:05.620 --> 00:10:10.074 in HIFIS before you have set up this service Ryder, 161 00:10:10.340 --> 00:10:16.825 but if you have not, then you should go set up your geographic regions and then remember to come back and edit this service provider. 162 00:10:17.045 --> 00:10:21.625 This will be particularly relevant if you're using the geographic region filter, 163 00:10:22.085 --> 00:10:23.865 which not every community does. 164 00:10:24.120 --> 00:10:27.960 But there's our geographic region, and that's why it's a multiple select. 165 00:10:27.960 --> 00:10:29.660 We're not indicating which region 166 00:10:30.200 --> 00:10:34.060 this service provider is in. We want to indicate what they provide 167 00:10:34.440 --> 00:10:35.580 services to. 168 00:10:36.384 --> 00:10:40.324 Now once we've done all of that, we're going to click on the save button, 169 00:10:40.785 --> 00:10:45.125 and we have now created our brand new service provider in HIFUS. 170 00:10:47.584 --> 00:10:50.641 There it goes. So we have our green data save notification, 171 00:10:51.421 --> 00:10:58.001 and under Grandview, which was the primary service provider, we now have a rent bank listed.