dcf sme training - myfloridamyfamily · 2020. 9. 1. · dcf sme training purpose: prepare you to be...
TRANSCRIPT
DCF SME Training
Purpose: Prepare you to be an SME for your teams.
Overview
● Training Tips
● Login & Account Management
● Search
● Program Cards
● Connecting People to Resources
● People I’m Helping
● Team Collaboration Options
● Suggesting Programs & Changes
● Support
It’s too hard to navigate the system.
Seeker Programs
Seeker Programs
Aunt Bertha is trying to make it easier.
Browse social service programs across service categories
Connect to programs that fit your needs
Search by zip code
A Seeker is an individual who is seeking services.They could be needing minor assistance such as childcare or have complex needs like housing, food, and health issues.
A Helper is a person assisting the Seeker to find services. This could be professionally as a helping professional like a nurse or case manager, or personally as a family member.
An individual can be both a program claimer and a helper! If you work within an organization that provides services (claim programs) but also help individuals navigate social services, this is you!
SEEKER
HELPER
CLAIMER
A Program Claimer is the person at the organization where the Seeker receives services.This could be a worker with a Medical Provider or a Social Services Program
What is ?
The Florida Department of Children and Families is launching the MyFloridaMyFamily landing page to help drive and support prevention-focused efforts for the health, safety, and well-being of families and the vulnerable and to champion the Governor’s Faith and Community Based Initiative, which serves to collaborate state government and Florida’s faith-based institutions and community organizations to enhance agencies’ existing work to support Florida families. This landing page will offer the public access to two community and faith-based vocational network applications, Aunt Bertha and The Global Orphan Project- CarePortal.
Site:
● A resource tool for community organizations and families across the state of Florida● Logging in allows you to use additional tools & collaboration like sharing favorites folders
and creating referrals.● Facilitates community-specific insights from reporting & analytics
Please bookmark this site for easy access!
Login & Account Management
Why Login?
● Who’s Who: Logging in will provide leaders insight into how DCF staff are leveraging
.
● Reporting and analytics are more helpful when we know which team members are navigating on behalf of which families
Added Benefits!● Create and track referrals● Look up people you’ve helped before● Access & create favorites folders
Accessing Your Account For the First Time
● Navigate to
● Click “Aunt Bertha Staff Login”
● Enter your MyFloridaMyFamily.com email address
● Enter your MyFloridaMyFamily.com password
● Click “Sign In”
Accessing Your Account
● Navigate to staff.myfloridamyfamily.com
● Click “Aunt Bertha Staff Login”
● Enter your MyFloridaMyFamily.com email address
● Enter your MyFloridaMyFamily.com password
● Click “Sign In”
How do I access the site?
Login Success Check:
❏ Does the top right option show your name?❏ Are there additional options on the top menu bar?❏ Is the MyFloridaMyFamily logo on the upper left?
Why can’t I access the site or log in?
I don’t see the MyFloridaMyFamily logo when I log in
Confirm that the user is on
I can’t log in Confirm user is using the right credentials● After five (5) incorrect login attempts, the
user’s account will be locked for 1 hour for security reasons
● Direct user to click “forgot password” link to quickly reset their password
None of these worked, I still can’t access the site
Contact [email protected]
What Does the ReferralEmail Look Like for a person you are helping?
What Does the ReferralEmail Look Like for the agency?
Support
What resources are available to help me facilitate trainings?
✓ Slides and recording from today’s training
✓ Facilitator Guide
✓ Training Slides for you to use during your trainings
✓ Tip Sheets
✓ Links to short instructional videos with closed captioning
Training materials will be posted to a DCF website by end
of month.
How can I find more information about using the platform?
Support Page● “Support” in top right of the
page● Support.AuntBertha.com
Training Videos● This video playlist has separate
videos for each feature
Support Contact● [email protected] ● Please share which circuit or
region that you work in!
Best Practice
Seeker Follow-Up
Set aside time once a week (i.e. Friday afternoons) to follow up on open referrals via the “My Activity Dashboard”
Best PracticeEvery Seeker, Every Visit
You’ll be able to access and update the referral history for any Seeker even if they were originally referred by a different worker.
Any time you’re meeting with a Seeker, take a couple minutes to open their DCF profile (via the “People I’m Helping” dashboard) and ask them about any open referrals and current social needs.
Best Practice
CBO Engagement
Partner with Aunt Bertha and your marketing / community engagement team to connect with CBOs and encourage them to participate in the network by creating free accounts and claiming their programs.
Participating CBOs are much more likely to respond to referrals and close the loop.
Resource Slides
How can I find programs I need?
Searching
Access Tip Sheet for more info!
Once you have entered a Zip Code to start your search, you can look for programs in a couple different ways:
● Type a search term
● Browse categories, subcategories, and sub-subcategories
Search for Programs
Search Terms Browse
Type a Search Term
As you type, various suggestions will appear:
● Tags: These correspond to related categories and subcategories
● Matches: These are specific programs whose name matches the phrase you typed
Search Results
By default, program results are listed in order of relevancy. However you can sort by distance using the sort by buttons located above the program listings.
Items that impact relevancy:
● Keyword search match to program or provider name● Keyword search match to words in program description● If program is featured● Program location
Browse
Every category has an array of subcategories.
The number next to the category name indicates how many programs match that specific category
Searching Tips
Search Terms vs. Browsing
If a person has a housing need, your first instinct may be to type ‘housing’ in the search field.
This search, however, has 305 results in this search area:
Instead, use the ‘Housing’ category drop down to find additional categories under ‘Housing’ and pinpoint the exact need.
Now you have 3 programs to choose from for the ‘Nursing Home’ category:
Search Terms vs. Browsing
Searching for ProgramsReturn to search:● Open programs in a new tab; then you can always return to the
results tab. ○ Shortcut: hold Ctrl (or Command on Mac) and click the link
or...● Press ‘Back’ in your browser to return to the Search Results
Start a new search in a new zip code● Click on logo in the top left
or...● Enter a new zip code in the search box
How do I narrow programs to meet seeker’s needs?
Filters
Access Tip Sheet for more info!
Filter by situations that are specific to the person you’re helping, such as age group or armed forces status. The filters are dynamic and will change based on the category chosen and program availability.
Personal Filters
Filter by items that are specific to the program you’re trying to find, including hours or operation or language. Filters correspond to the tags that are associated with the program.
Program Filters
TIP Use the “Visit” filter to narrow the search radius!
Narrow resource by household and income eligibility -- a new header and program label will appear.
Income Eligibility
Remove Filters by clicking the ‘x’ on the tags or by clicking ‘CLEAR ALL FILTERS’
Note: Filters will persist into new program searches, so be sure to clear them if they are no longer relevant!
Clear Filters
Why can’t I find the right programs?
Are you not receiving results?
● Check to see if you applied any filters, and if so, clear them
● Check your search term to make sure it’s accurate and spelled correctly
● If your search is too specific, try broadening the search (e.g. ‘medical devices’ instead of ‘respirators’)
● Try searching in a nearby ZIP code
Are you not finding relevant results?
● Try finding a category tag that better matches the need
● If results are too broad or numerous, try filtering the results to better target the right program.
● Try searching for synonyms or related terms
● Try searching in a nearby ZIP code
Are the results too hard to navigate?
By default, the results are sorted by Relevance but you can choose to sort Closest instead (distance from the zip code)
Having trouble finding a program that you know exists?
● Click ‘Suggest a Program’ on the bottom toolbar to double-check that the program isn’t listed
● If you still can’t find the program, then suggest it! If it matches our criteria, it will be added within 2 business days.
Suggest a Program
How can I find information about a Program?
Program Cards
Access Tip Sheet for more info!
How can I find information about a program?
The Program Card is the one-stop shop for all program-related information.
Sections of a Program Card
Program Details Next Steps
Additional Actions
12
3
Program Details
A. Program nameB. CBO nameC. Claimed program iconD. Highlight (optional)E. Program descriptionF. Service tags
G. Personal tags
AB
DE
C
F
G
Next Steps
A. Summary of next stepsB. Distance from zip code searchC. Location address & link to Google mapsD. Location HoursE. Next Step button: Will change based on
preferred contact methods
May also show Waitlist icon if applicable
A
B
D
E
C
Additional Actions
A. More info drop-down B. Save programs to
favorites foldersC. Share programs via text,
email, or FacebookD. Write personal or team
notesE. Suggest an edit
A
B D EC
Claimed Program
What Does a Claimed Program Look Like?
What is a claimed program and why does it matter?
Claimed Programs● The CBO has taken ownership of their
listing and the first step to accept referrals.
● They keep the program information up to date and are generally engaged
● Claimed programs have a checkmark badge next to the program name; keep an eye out for them!
More Claimed Programs = Stronger Community of Help● When more programs are engaged with
their listing and your platform, they can work closer with you to help Florida Families receive the services they need
How can I claim a program I own?
You can reach out to CBOs in your area and work with them claim their listings!
How do I connect people to programs?
Making connections and closing the loop
Access Tip Sheet for more info!
You can actively connect people to programs in a few different ways:
● Share via email, text or facebook
● Print the program’s information
● Send a referral to instantly connect the seeker and program
Sharing Options
Share via Email, Text or Facebook
Best method if the seeker wants to do some research or discuss the program with friends or family members, or do more research before getting connected.
Print Program DetailsClick More Info → Print View to open a new tab with a full page, printer-friendly view of the program
Bulk Print
You can print up to 25 programs at one time!
Click the checkbox next to the programs that you want to print -- a banner will appear at the bottom of the screen with a print button.
How to Translate Program Details
● Use the language drop down under the search box to translate the site into one of 100+ languages.
● Translate program information before you print!
● Show the families that you are helping how to translate the site for when they want to self-navigate
Referrals
Access Tip Sheet for more info!
Send a Referral
ReferralForm
Complete the referral form by providing information for the person you are helping!
What Happens When I Submit a Referral?
● The Person that you are sharing the resource with will receive an email or text with information about the program and next steps
● The agency providing the program will also receive an email with the contact information of the member you’re referring○ If the program has been claimed by the agency, they will also see the
referral on their Referrals Dashboard
● You will see the referral (and all updates) on your “People I’m Helping” dashboard
What Does the ReferralEmail Look Like for a person you are helping?
What Does the ReferralEmail Look Like for the agency?
Different ways to contact a program
● Prioritize listing every social service program
● Do not require that organizations accept emailed referrals.
● Organizations to use their existing intake & connection methods (eg, their own website, phone calls)
Type of Contact Button
Live Referrals - the program accepts emailed referrals
Logged Referrals - the program wants to connect outside of platform. Be sure to “Log a Referral” to be able to view and track referral!
Live Referrals vs. Logged Referrals
● Allows a helper to log that they gave a program’s information to the person that they are helping
● It resembles a live referral but the information DOES NOT get sent to the program
● The tell-tale sign you are logging a referral is that there will not be a consent checkbox
Live Referrals
● Enable an individual (a helper or a seeker) to send basic information through the site
● The tell-tale sign you are sending a live referral is the required consent checkbox.
● This confirms that the person that you are helping approves sharing their contact information with the program
Logged Referrals
Live Referrals vs. Logged Referrals
A live referral will ALWAYS have a consent box to checkA logged referral will NOT have a consent box to check
Log a Referral
Importance of a Logged Referrals
● Referrals allow Helpers and Seekers to be in the loop about referrals and their outcomes
● Helpers can view the case management history of the seekers and create a tailored plan based on past referrals and goals
● Seekers receive an email notification where they can update the status
● The referral is also logged in each person’s respective dashboard where any one of them can update the status
● Referrals are tracked in reports and used to understand the success of the platform
People I’m Helping
Access Tip Sheet for more info!
How can I see which programs a seeker is referred to?
From the top-right navigation, click “People I’m Helping” and then “People”
This will take you to a list of all of your team’s members, where you can search for a specific member’s profile
“People I’m Helping” Dashboard
SeekerProfile
The Seeker Profile is where you can…
● View/edit personal info● Create and track goals● Review prior assessments
(if applicable)● Review or update referral
status in navigation history
● Start a new program search for the seeker by clicking “Start a Referral”
How can I update the status of a referral?
In the Navigation History section!
● Update the status of a referral● Review status update history● Add referral-specific notes● Add general notes
Collaboration Options
Add notes to specific programs to reference later
Create a personal note
Or share the note with your team!
Save programs to easily access them again
Save programs to favorite folders to quickly access them again.
Share folders with teams to create a curated list of resources.
Add multiple resources to a folder by clicking the checkbox next to the program and clicking “Save” in the banner at the bottom of the page
Access Tip Sheet for more info!
How can I see my favorite programs?Click on “Saved Favorites” on the top menu bar to access personal and shared folders
Share saved resources
Share links to this folder in a text message, by email, through social media, or on your website.
Share with your team. When they log in, they’ll be able to see the folder you shared, and add programs to it.
Email the folder link with a customized message
Suggest Programs & Changes
Access Tip Sheet for more info!
Data additions and updates- a network collaboration
Every published listing is reviewed by real life people.
Upload Programs:Experts in our platform and taxonomy make calls to programs, verify information, and make info easy for user to digest quickly.
Update Programs:Platform users can suggest changes to programs on the site quickly and easily. Community based organizations like yourselves can also take ownership of program listing updates!
Identify Programs: We find programs in a few main ways:
1. Proprietary software to identify programs2. “Suggest a Program” by our 2m+ users3. Client resource lists
Review Programs: Data upkeep is our top priority! Listings are reviewed at least every 6 months using proprietary technology and human analysis.
Suggest changes or updates to a program
1. Click “Suggest” on a program listing2. Let Aunt Bertha know what needs to
be changed3. Click "Send"
● Click ‘Suggest a Program’ on the bottom toolbar to double-check that the program isn’t listed
● If you still can’t find the program, then suggest it! If it matches our criteria, it will be added within 2 business days.
If there is a program that you would like to see listed in the network, or if you work for an organization that should be listed, let us know!
Suggest a Resource
Suggest a Program
Training Tips
Incorporate Workflows
Show how the platform fits within staff workflows.
We recommend walking through the workflow steps so that staff better understand when to use the site.
Incorporate Relevant Scenarios
Include use cases so that staff better understand in which scenarios they should use the site.
Present the scenarios and give staff time to search for and find resources they would use to help Florida families.
● The father of a family that you are working with recently lost his job and needs help with transportation to job interviews.
● A woman that you are working with is having a hard time paying for both food and rent. Because of that, she has been skipping meals.
Follow-Up After Training
In order to keep your platform top of mind, follow up with your staff after training and provide supporting documentation like job aids or tip sheets.
More Information
Name: Rachel LauderdaleEmail: [email protected]: (512) 265-1297
Name: Travis SingleyEmail: [email protected]: (512) 256-0217
Contact Us: [email protected]