SETWorks Training Guide
This training guide is not meant to be a comprehensive training guide for your organization, rather a starter template for you to customize to meet your training needs. The screenshots and terminology used might not reflect what is configured in your domain. Furthermore, the workflows & access to certain features are dependent on various privileges being enabled.
Signing into SETWorks For the First Time
- Navigate to www.setworks.com and select the "Login" button in the top right corner.
- Input your username and the temporary password provided by your administrator. Select Log In.
- You will be prompted to input some additional information in order to complete your profile (required fields denoted with an *)
- You are now successfully signed into SETWorks!
The Home Page
The Home Page will be your landing page each time you sign into SETWorks. The Home Page consists of three main areas that will assist staff with their workflows.
First is the Message Center. Staff can easily view & send internal
messages from/to other staff. Numerous notifications and alerts will
populate in the Message Center as well.
Second, the Task List helps staff to identify any upcoming or overdue tasks that need to be completed for any of their consumers.
Third, the Calendar displays all future appointments as well as billable and non-billable activity records.
Home Page Links
The links along the top of the Home Screen will allow you to navigate anywhere within SETWorks.
Home
Selecting this link from anywhere within SETWorks will take you directly back to your Home Page.
Activity Records
The Activity Records link allows staff (with appropriate privileges, department access, etc.) to utilize the filters to view activity records created for staff and/or consumers in either a Table View or Calendar View.
Consumers
The Consumers link will take you to the Consumer Index. This is a list of all of the consumers for which the staff have access (depending on department access, coverage, etc.). Staff can utilize the filters to narrow the list or search for a specific consumer in the search bar.
Staff can select anywhere on the row to open that consumer's profile in the same tab of their browser. ** Selecting the consumer's name opens the consumer's profile in a separate browser tab as shown below**
Employers
The Employers link will take you to the Employer Index. This is a list
of all of the Employers for which the staff have access (depending on
department access). Staff can utilize the filters to
narrow the list or search for a specific employer in the search bar. Similar to the Consumer Index staff can select anywhere on the row to open that employer's
profile in the same tab of their browser. ** Selecting the employer's
name opens the employer's profile in a separate browser tab**
Employer Details
Within each employer's profile are various tabs on the left to add additional information and keep track of employer contacts, employer specific files, communications, job openings, job placements, and employer forms.
Reports
The Reports link will take you to the Reports Index. This is a list
of all of the reports for which the staff have access (depending on
role). Staff can search for a particular report via the search bar. Staff can also favorite a report by clicking on the relevant star. Favorite reports will always show at the top of the reports index. ** Favorite reports are staff specific. Each staff is able to favorite their own reports**
Department Management
The Department Management link allows you to keep track of department specific information. It is typically used for residential services and/or day programs. Staff are able to upload department specific files, keep track of department finances, and create department forms, among other features.
Staff Management
The Staff Management link takes you to the Human Resources component of SETWorks. Here you can document & view detailed staff information, keep track of trainings, tasks, forms, upload staff specific files, etc.
Provider Files
Provider Files can be enabled at the role level and exists as a centralized location to keep organization specific documents as well as a place to complete organization specific forms.
Help
Selecting the Help Icon will open a new tab navigating away from SETWorks to our knowledge base of articles where additional information and FAQs related to SETWorks features and workflows can be found.
Settings
Settings allow staff to modify certain aspects of their SETWorks experience. All staff will see the My Profile tab. Different customization options exist such as the ability to change your PIN, updated your password, change you username, etc. Both the User Maintenance and Provider Build tabs are enabled per role, typically management and administrators - not all staff will have access to these two tabs.
The Consumer's Profile
Each consumer within SETWorks has their own profile where staff can view all of the information related to that consumer. The profile consists of various tabs running down the left side. Each tab assists with different workflow and documentation requirements.
Consumers Details
The Consumers Details tab displays information related to the consumer that is captured upon intake and throughout the span of service.
Consumers Events
Consumer Events are designed to capture details around specific events of the consumer. Which events are pertinent to be tracked are customizable per organization. Examples include hospitalizations, leave time, date of ISP, SDOR, etc.
SETWorks automatically captures the Active Span (when the consumer was added to SETWorks) and Department Membership.
Agency Production
The Agency Production tab allows for staff to individualize which piece rate items and tasks are applicable for a specific consumer. While the actual documentation of the production is done via the Group Activity Record, the configuration on this tab will limit which production items and tasks staff can select while documenting. This is particularly helpful if consumers are certified or trained on specific tasks.
Health
The Health tab displays helpful information regarding the consumers overall health. Certain details such as blood type, dietary needs, medical/behavioral protocols, allergies and adaptive equipment are captured here.
Health - Vitals
The Health - Vitals tab allows staff to document the consumer's vital signs. The grid will display the last 5 entries for easy reference while each documented vital is plotted on it's own line chart for tracking and trending over time. To document vital signs select the "Add Vitals" button.
Health - Events
Health - Events (Clinical Events) allow staff to capture clinical type data that is relevant to the consumer. The grid will display the most recent 10 results for easy reference. To add new documentation navigate to the appropriate tab (e.g. Bowel Movements) and select "+ Add Record".
Typically enabled for the Manager and Admin roles, the Categories field
allows the organization to individualize and select which tabs are
applicable to the consumer. To do this, select which tabs are applicable
and click Save.
Health - Meds
The Health - Meds tab contains SETWorks eMAR where staff are able to document the administration of medications. The medication grid is split into scheduled (top, green) and PRN (bottom, blue) type medications. The name of the medication along with the the directions for taking display on the left side of the grid; the area to the right allows for the staff to document whether the medication was administered or not given.
Characteristics
The characteristics tab allows staff to input general physical and behavioral characteristics of the consumer. The information collected on this tab is pretty static and therefore once entered used strictly for informative purposes. The information collected here can also be populated onto a Face Sheet or Emergency Fact Sheet report.
Network/Contacts
Staff can easily manage and view the contact information for anyone within the consumer's network. This includes parents, guardians & emergency contacts, as well as, preferred doctors, hospitals, pharmacies and insurance providers.
Tasks
The tasks tab will display any tasks specific to the consumer. Staff are able to complete tasks from this tab. New tasks can also be added from this tab.
Activity Records
The Activity Records tab will show any activity records that have been created within the date range selected. From here staff can easily view generic details of the activity records such as the date/time of the service, which staff provided the service, if goal documentation was completed, and whether the activity record was signed or not. If able, staff and/or managers can sign the activity record directly from this view as well. Staff are able to create new activity records from this view as well.
Authorizations
The Authorizations tab displays authorization information related to the consumer. Any billable services being provided will show within SETWorks as an authorization. Consumers can have numerous authorizations at the same time. This tab will show authorization details such as authorized hours/units, the contract, service, start and end dates, as well as, how much time has been logged against each authorization. Staff are able to add new authorizations from this view as well. For more information on adding authorizations view our Authorizations Overview article.
Goals
The Goals tab is where staff can enter the consumer goals often found on the ISP. The goals entered here will pull directly into the appropriate activity record based on the service being provided. Each outcome can have one or more goals associated with it. For more information on goals view our Maintaining Goals article.
Plan Questions
Protocol/Custom Plan Questions can be utilized to capture specific documentation from within the Group Activity Record that is unrelated to the goals. Each question can be unique to a specific consumer or to everyone receiving a particular service.
Additional Supports
Additional Supports allow staff to quickly capture whether they provided additional assistance or support for a consumer. The additional supports selected on the consumer's Additional Supports tab will show within the Individual and Group Activity Records.
Within the Group Activity Record:
Within the Individual Activity Record:
Finance
The Finance tab is used to document consumer financial transactions. The Finance tab contains an Accounts tab along with a Transactions tab.
The Accounts tab lets you define the account details for the consumer, including an initial balance.
The Transactions tab is used to document any financial transaction (deposit/expense) associated with the consumers account(s). Details of the transaction are logged and the current balance is updated to reflect the deposit/expense.
Communications
The Communications tab is for capturing Network, Funding Source, or Job-specific communications. Staff can document any communications with parents, guardians, emergency contacts, service coordinators at a funding source, and/or job-specific communications such as interviews or conversations with current supervisors.
Job Placements
The Job Placements tab is used to capture any current or historical job placements for employment services. Each placement allows for extensive detail related to the particular placement.
Files
Files can be scanned and uploaded into SETWorks. The Files tab allows you to create a folder structure to organize anything you want to keep within SETWorks.
Forms
The forms tab allows staff to document on various forms that have been created within SETWorks. Staff can document a new instance of a form, update, or duplicate an existing form. Any form that has been documented on within SETWorks can be viewed on the forms tab. Each form has the ability for staff, the consumer, or a guest to electronically sign.
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