File Acknowledgement

File Acknowledgement

What is File Acknowledgement?

Files that are uploaded into SETWorks can be required to be acknowledge by staff prior to staff documenting on the applicable consumer.

Privileges

Settings > Provider Build > Maintain Privileges:
Quote
Is able to upload consumer files that require acknowledgment

Adding Files that Require Acknowledgment

Users with the above privilege enabled will see an option for "Requires Acknowledgment" when uploading files to the Files tab of the consumer's profile.
  1. Select "Requires Acknowledgment".
  2. Choose a File Category (this is required).
  3. Add an Effective Date (staff will be unable to create a billable activity record after the effective unless they acknowledge the file).
Notes
Configure options for the File Category drop-down via the File Category Utility.



Staff Acknowledgment of the File

Staff can acknowledge the file by navigating to the consumer's profile and opening the file.
When opening the file there is now an "acknowledge" button in the top right corner.



Once acknowledged the file updates to show the date & time of acknowledgment.



Acknowledging Files from within the Activity Record

  1. Staff will be prevented from documenting on a billable activity record if all files for the relevant consumer have not been acknowledged.
  2. There will be an error message that contains a link to the file for acknowledging.
  3. Staff can open the file directly from the activity record, acknowledge the file, hit 'refresh' and continue with creating the billable activity record.
File Acknowledgement from within the Billable Group Activity Record

Reports

To run a report on completed/fulfilled acknowledgements, search for "File Acknowledgement" in the Reports Utility. Two reports are available:

File Acknowledgement Report
File Acknowledgement Overview Report





How do I end a file acknowledgement?

To terminate the requirement that staff acknowledge a file before documenting you have two options:
1. Upload a new file and make the new file require acknowledgement with the same file category as the previous file. This will effectively replace the old file with a new one. 
For example, if I have a file and associate it to the file acknowledgement category of ISP, I can upload a new file with that same category of ISP. The requirement on the new file will replace the old one. 
2. Edit the file and remove the file requirement checkbox. 



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