As a regular onsite wellbeing consultant, you will be receiving your own tablet prior to commencing your first onsite visit. Your tablet will you to allow you to enter in your stats via a Progressive Web App (PWA) on the spot and on the go, giving you more time to spend with our customers.
Our PWA is called Onsite Statistics Application (OSA). This is a progressive web app that's built using web platform technologies that provides a user experience like that of a platform-specific app.
This Guide will take you through viewing your engagements and entering in your statistics using OSA.
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If you have not already set up your tablet, please refer to the guide Get started with Converge Tablet before beginning this guide |
New Terminology
With the launch of the new platform, we have new terminology that we will use throughout this guide.
Program
The overarching onsite program, eg Citipower Geelong
Program Number
Each program will have a number specific to it for its duration
Engagement
Refers to each visit
Engagement ID
This is a number that is specific to each individual visit
Please follow the below guide to view engagements and enter in your statistics
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You can access all guides relating to Onsite Wellbeing Support by clicking the View Onsite Wellbeing Support Centre button via Consultant Support - Converge International. If you are unable to complete any of the below procedures, you can also raise a support ticket with user support via the same link and someone from the appropriate department will assist you with your request. |
Viewing your Engagements
Once you are logged into the Onsite Statistics Application (OSA), you will be able to view your engagements, which are your scheduled visits.
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You can refer to user guide to find instructions on how to use your tablet and login to the OSA via Get started with Converge Tablet |
Step 1: Viewing your Engagements
The OSA will display any engagement that you have scheduled for the day at the top of the screen.
Here you will find all details relating to the visit including:
Client organisation name
Program Number
Engagement ID
Site Contact Name
Site Contact Phone Number
Site Contact Email
Site Address
Start date and Time of Engagement
End Date and Time of Engagement
Your screen will also display and list any engagements you have scheduled for the month.
Step 2: Navigating Calander View
On the right-hand side of your home screen is a personalized onsite calendar schedule that is specifically tailored to display any upcoming visits.
Any scheduled visits will show via the calendar view and will be marked with a dot
Click on any date with a scheduled visit to display the engagement details
Select the left-and-right arrows located in the top right corner of the calendar to scroll to past and future months
Select the drop-down arrow located in the top left corner of the calendar to select past and future years
You can use these functions to view future scheduled visits
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Once you have completed your stats you will not be able to view past visits. This will be further explained in this guide. |
Begin Entering Stats
Mandatory fields that must be completed will be noted with a * symbol. This is to ensure that the data is accurately represented on customer utilization reporting.
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Consultants are expected to complete all statistics to an acceptable standard on the day of the scheduled visit. This requirement is in line with our customer service delivery KPI’s and will be monitored by CVI. If you cannot complete your stats in this timeframe or within 24-48 hours after your session, please advise your Onsite Clinical Team Leader or the Onsite Operations team as soon as possible. |
Step 1: Entering stats via Quick Activity Button
Select Quick Activity button located in the right-hand of your active engagement
Select item you would like to enter in stats for
Step 2: Entering stats via engagement list
Select engagement via engagement list
You will be taken to the next screen which will display buttons for each stats type
Select item you would like to enter stats for
Entering a 1:1 Session
Once you have selected the 1:1 button you will be taken to the screen to complete your stats entry.
Step 1: Complete all 1:1 entry fields
The session date will be automatically populated to the date of your scheduled visit.
Client Name
Contact Number
Email
Reported Issue Category
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You will now be required to select both an Issue Category and Issue Type. This aligns with how we report on other services such as EAP and will allow our customers to compare data more accurately between services. If you are a consultant that has used the previous system and issue structure to enter stats and you have any queries relating to the new structure, please contact your Onsite Clinical Team Leader. |
Reported Issue*
Session Case Notes*
With the introduction of tablets and the OSA, entering case notes has been made easier for you with a free text box made available to input all case note details. To ensure the quality of case notes across Onsite Wellbeing Support, we have put together a template and example of what details to include in your case notes.
Please ensure to include the following within the “Session Case Notes” text box.
Case Notes Template
What are the issues the client presented with?
Session case notes
Interventions
Goals, Actions & Homework
Mental health risk assessment completed? Y/N (and comments)
Referral options discussed
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For a more detailed guide on completing your case notes, please refer to the Consultants Case Notes Guide |
Referral Options*
Please select ‘referred to EAP’, referred to others' or ‘not referred’
Final checkboxes*
At the start of a 1:1 session with a new client, it’s important to ensure that the client has read/ signed a copy of CVI’s “Client Information & Privacy Consent Form” which includes:
Informed consent: Explaining confidentiality, impartiality, non-advocacy and privacy information
Introduction Check List: Includes explaining the parameters of the 1:1 service as being short-term solution-focused support
In your case notes, please tick each of these 3 sections:
✅ Privacy Statement Provided
✅ Sign Off Informed Consent
✅ Introductory Check List Completed
Duration*
Enter the amount of time spent with the client
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Please ensure to include the time it takes to complete your stats in the total duration time. For example, if your session was 45 minutes in duration, please round up to the full 1 hour to incorporate your admin time. |
Step 2: Save stats entry
Once you have completed all required fields, select the Save button in the bottom right-hand corner of the screen.
You can select the Back button at the bottom left-hand corner of the screen to go back to your engagement.
Entering a Walk the Floor Session
Once you have selected the Walk the Floor button you will be taken to the screen to complete your stats entry.
Step 1: Complete all Walk the Floor entry fields
Reported Issue Category*
Issue Category*
Number of People*
Duration*
Step 2: Save the stats entry
Once you have completed all required field select the Save button in the bottom right-hand corner of the screen.
You can select the Back button at the bottom left-hand corner of the screen to go back to your engagement.
Entering a Toolbox Talk Session
Once you have selected the Toolbox Talk button you will be taken to the screen to complete your stats entry.
Step 1: Complete all Toolbox Talk entry fields
Type
This will be automatically populated
Topic*
Number of Attendees*
Notes and Recommendations
Duration*
Step 2: Save stats entry
Once you have completed all required field select the Save button in the bottom right-hand corner of the screen.
You can select the Back button at the bottom left-hand corner of the screen to go back to your engagement.
Entering a Facilitated Discussion Session
Once you have selected the Facilitated Discussion button you will be taken to the screen to complete your stats entry.
Step 1: Complete all Facilitated Discussion entry fields
Type*
This will be automatically populated
Topic*
Number of Attendees
Notes and Recommendations
Duration*
Step 2: Save stats entry
Once you have completed all required field select the Save button in the bottom right-hand corner of the screen.
You can select the Back button at the bottom left-hand corner of the screen to go back to your engagement.
Entering a Post - Incident Group Support Session
Once you have selected the Post-Incident Support Group button you will be taken to the screen to complete your stats entry
Step 1: Complete all Facilitated Discussion entry fields
Type*
This will be automatically populated
Topic*
Number of Attendees
Notes and Recommendations
Duration*
Step 2: Save stats entry
Once you have completed all required field select the Save button in the bottom right-hand corner of the screen.
You can select the Back button at the bottom left-hand corner of the screen to go back to your engagement.
Review your stats and Complete engagement
Step 1: Review your statistics
Now that you have completed and saved your stats for the day, they will appear in the Activities section of the engagement screen.
Please take the time to review all entries and select the Complete button in the top right corner.
Step 2: Complete Engagement and Mood Rating
Select complete in the top right corner
Complete mood rating
The mood rating identifies the general mood of the overall visit. We can use this to measure the change in mood of an onsite program over time to further support the success of a program or even the need to extend or improve.
Select Confirm
You have now completed your engagement for the day. This will no longer be displayed on your calendar and engagement schedule and your stats are now ready for reporting.
Viewing your Case notes via Phoenix
The ability to view previous case notes will be coming in future system updates. If you need to access historical case notes, please request access through your Onsite Clinical Team Leader.
Key contacts
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Onsite Clinical Team | Your Onsite Clinical Team |
Leaders For VIC & NSW: Sue-Ellen Pashley For ACT. TAS, SA, WA, QLD& NT: Derek Croser For Onsite |
Escalations & Clinical management: Jason Brown | |
Onsite Wellbeing User Support Team |
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Next Steps: After viewing this guide, you might find these guides helpful: You can access all guides relating to Onsite Wellbeing Support by clicking the View Onsite Wellbeing Consultant Support Centre button via Consultant Support - Converge International. If you are unable to complete any of the below procedures, you can also raise a support ticket with user support via the same link and someone from the appropriate department will assist you with your request. |