1 2 Where would you go to look up this information? Edit Person. - - PDF document

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Where would you go to look up this information? Edit Person. Are there any memos? Are three any hotline records? Was a survey completed? 3

Please search for Susan Smith Can anyone tell me what is going on? This is just a way to show you how you can utilize memos, surveys and hotline to keep track of interactions that are made between you and the public. PetPoint is a great animal management system, but it can also be a great person management system 4

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On any person or animal memo subtypes, whether pre populated or created by an administrator, you have the option to choose that it is a special alert memo. For special alerts, when searching for and selecting the person or animal record, a pop up will appear with the memo text on it. Read more about memos here. 6

Associations are used to define the relationships that people in your database have with your organization. You can list one or more associations to group a person record, and have it appear when needed in drop down lists. Several changes have been made to the Association section. The is now an Association Subtype drop down

• menu. Administrators can add to this drop down by going to Admin Options

Add/Edit Field Value, selecting the new Customer Field: Association Subtype. Here you will select the group you wish to work with (the Association) to add additional sub types to the group. An example of how you might use this field is shown

• below. The Association information can also be edited on the Details tab.

Databases do not come pre-populated with Association Subtypes. 7

When they are done, go back to the express tab. Notice summit participant in the association box. 8

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The Hotline module is available in PetPoint Professional and PetPoint Enterprise. It is designed to keep record of behavior hotlines, post-adoption follow up hotlines, and

• ther opportunities for contact with and impact on the community.

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Video Demo: http://www.youtube.com/watch?v=oTQ39gYASlc&feature=player_embedded 11

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Creating a New Hotline Record Video Walkthrough: http://www.youtube.com/watch?v=om1c- bdB_Dg&feature=player_embedded Search Tab From the Search menu, click “Create New” button. Person Tab Find an existing person record, or create a new one. Animal Tab Find an existing animal record, or create a new one. At this time, only one animal can be added to a hotline call. Details Tab Complete the details as appropriate. *Please note: the “Follow Up” section will be shown once the call is saved or submitted: Summary Tab From the Summary Tab, access the documents for the animal or person, and use jump to functions to jump to another place in the database with the selected animal.

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The Hotline records can now be searched via a search tab, similar to the search tabs in the other PetPoint Operations. You will need a hotline power user or hotline manager user role in order to search and access hotline records. You will be able to look up existing hotline records in order to duplicate, add another or follow up on that call. Leaving everything set to all and changing the record status to pending & scheduled; then check the status date and time check box. The results will include all records that are scheduled or pending for follow up today. Record # - is the PetPoint generated number for each hotline record. Record Details – allows you to search for record records based on type, owner, site, record status, and dates Follow Ups – Status and Status date Person choices include: name, person number, etc…. Animal: choices are Animal # (default) and ARN. Clicking on the “Animal Search” button will allow you to search for the animal record using the standard search

• criteria. Search for the animal, clicking on the animal number will copy it to the

animal # box on the search tab, click Find. Last 10: retrieves last 10 Care Hotline records that were created and accessed on the computer you are working on. 16

The Search Results Grid includes: hotline#, Animal#, ARN, name, species, breeds, type, status, status date/time, and person. Click here to show more results per page. All columns are click-to-sort; selecting a Record from the Search Results Grid will Load that Animal into the operation Animal Grid & add its record on the Animal Tab. Navigate the user to details Tab with the selected hotline Record loaded. 17

You can Schedule a Hotline Follow Up when creating the original Hotline Record. OR use the Search feature to search for the Hotline record and complete follow up later. Record Status - Pending, Scheduled, Completed, History, or Cancelled. Status Date/Time & By Animal Status Followed Recommendation Additional customer defined & optional fields to fill in: Was this Service Helpful? Need More Help? Result Method Review Date/Time Follow Up Notes 18

Submit saves the page and takes you to the Summary tab. Save Details saves the page and keeps you on the Details tab. Clear will clear the entire Hotline Record and take you back to the Search tab. Hotline Managers and Administrators will be able to see Delete; which will remove the Hotline Record Duplicate Button – will duplicate the details tab and allow you to select a new person and new animal. Add Another - will keep the same person and animal and clear the details tab for another record to be created. 19

The Summary Tab allows you to access the Hotline view report and person or Animal View Report and details about the record created. Actions Printouts Jump To Menu Hotline View Report 20

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Submit saves the page and takes you to the Summary tab. Save Details saves the page and keeps you on the Details tab. Clear will clear the entire Hotline Record and take you back to the Search tab. Hotline Managers and Administrators will be able to see Delete; which will remove the Hotline Record Duplicate Button – will duplicate the details tab and allow you to select a new person and new animal. Add Another - will keep the same person and animal and clear the details tab for another record to be created. 24

Select Based On = Review Date to sort/select data based on the review date defined in the module 25

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Video Demonstration: http://www.youtube.com/watch?v=kWp1GC20Evk&feature=player_embedded 27

Step 1 Build the “Recorded Owner” list for Hotline Record The “Record Owner “drop down is a required field on any new Hotline Record. This list contains the names of the Person records in your database that contain the association “Hotline personnel” You can assure the correct people are able to be selected in the “Record Owner” field by going to Edit Person and change the search criteria to association. Then select the association “hotline personnel” and click Find. You will see a list of everyone who will appear in that drop down. To add new people to this list, search for and select the person you wish to add, and if you do not find them create a new person record. If there is an association on the express tab and you change it here this current association will overwritten and be removed from that person’s record, please go to the Details tab to add multiple associations. To Remove People from this list you will need to delete the association from their record. 28

Administrators will want to allow other PetPoint users to access the Hotline Record module. Navigate to Admin Options - Add/Edit Users. Here you can add one of three Hotline Record user roles to each staff member’s login.

• Hotline - User: Can add Hotline Records.
• Hotline - Power User: Can add and edit Hotline Records.
• Hotline - Managers: Can add, edit, and delete Hotline Records.

Select the appropriate user role, and click Add. Don’t forget to submit your changes. A great place to check to see if you have given Hotline access to all of the correct people is the Security Center. Here you can select a User Role and click Search. This will display a list of everyone who has this Hotline Record user role. 29

Hotline is a highly customizable module in PetPoint; there is a spreadsheet available for your reference to modify the 16 fields that must be populated to use the module Save this spreadsheet on your computer and then you can edit the spreadsheet or submit it as is. Attach the spreadsheet to an email and send it to techsupport@petpoint.com with your PetPoint shelter id to have it imported into your database. 30

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Hotline Animal – This is in the follow up section and is labeled animal status. What is the status of the animal after the initial phone call. How to add a field value, insert the value you want to add here. Insert an order number, this will affect how it appears in the dropdown. Setting the field value to one will put the values in alphabetical or numerical order. How to edit a field value: click on the select next to the field value to load it in the fields below. Make your changes and click update. To delete a field value: click on the select next to the field value to load it in the fields below. Check the delete check box and click update. Hotline Condition –can be used as the overall severity of the problem and how it affecting the animal and or person. Hotline Follow Recomendations – located in follow up did they follow the recommendations provided Hotline Helpful – located in follow up was the information given helpful Hotline Info Requested – is its own section which is optional - what information did you send or handout to them Hotline Method- in details section how did they contact you Hotline Need More Help – in follow up do they need further assistance Hotline Problem – in animal details section, these are the different type of problems an animal can be experiencing. What is their reason for calling? Hotline Problem Diagnosis –in the animal details section what is your diagnosis for the problem Hotline Problem Subtype – Dependent on the Problem type Hotline Referred – in the details section how did they hear about your hotline Hotline Result – in the follow up section do they still own or did they surrender the animal Hotline Surrender – in the animal details sections are they thinking about surrendering the animal Hotline type: - Main Category for phone calls. It is defaulted to hotline. You can add values for the different type of phone call you may receive or make.

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*Helpful Hint –

Review Date default – if setup it will automatically fill in the review date. (can run a report based on review date to know when to do follow up)

Additional Field-not labeled Hotline Source – where did they get the animal from 32

Step 4 – Hotline Recommendation Note Templates Hotline has a recommendations box that can have notes templates applied like the

• ther modules, such as exam/surgery; Receipt; and Foster Notes.

Set these up on the Admin Options > Hotline Recommendations Notes Templates page. 33

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Admin > Admin Options > Add/Edit Survey Make sure to “Add” the questions first, then reselect the question from the drop- down list. Next, “Submit Question” to add the Q to the list. If expiration date is irrelevant, use 12/31/2099 or some far in the future date 36

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