You are told that consultants are now required to add a new cost to their Comcare cases. You've been asked to set this up and you've been told to make sure that the new cost can't be accidentally added to any other kinds of cases. What do you do?
Let's assume that your system has been set up so that Comcare cases all have a category of Comcare. Simply go to the Activity List and add the new cost, making sure at the bottom of the screen that the cost is only linked to this category, see Add cost.
An employee comes to you and says that he has forgotten his password and can't log on to Case Manager. What can you do?
Go to the Employee List, locate the employee and click Set Password in the Employee tab to enable the employee to enter a new password, see Forgotten password.
Fred Smith has left your company and Betty Jones has been promoted to a more senior position with managerial duties. What should you change in Case Manager?
You cannot simply remove Fred from the system because this will corrupt your historical data. Instead, at the Employee List locate him and set him as inactive, see Employee List.
As for Betty, you will probably add the Manager security group to her record in the Employee List (Security Groups tab), depending on how security groups are set up at your company.
A status report needs to be regularly created for your cases that lists all the client details and important elements of the case status.
You've received complaints that these are taking too long to type up, too long to format and that transcription errors are occurring. How can you assist?
Set up a formatted text template in Case Manager that contains all the standard text, formatted correctly. Add merge fields for all the client and case information required, see Templates and Case Manager.
You are told that for some cases it's important to have quick access to the date of the most recent conversation with each of the case contacts, including the client. How could you help enable storage of this date?
You could create a new custom field. These enable users to store customised information in your Case Manager database.
In this scenario you would create a contact custom field rather than a case custom field, so that users can store a different date value for each contact in the same case, see Custom fields.
You are told that this information is only needed for WorkCover WA cases and your new field is confusing people who are working on cases with other categories. What can you do?
You restrict access to a custom field by restricting access to the custom field tab it is organised by. You simply restrict this to one or more case categories, see Lab - Custom fields.
If your Case Manager system is hosted by Chameleon Software you do not need to answer the next three questions. We have put best practice procedures in place for you.
Your Word documents are stored in a separate folder outside the Case Manager database. This is becoming quite large and you are running low on storage space. What can you do?
What are some reasons why you might suddenly need to get your hands on a backup of your Case Manager system?
- a hardware failure
- a virus
- someone accidentally deleting the entire database file
- someone incorrectly deleting or modifying some of the information in the database
- a problem occurring during an upgrade or change process
- a fire
Each night you go to the computer hosting your Case Manager database. You locate the Case Manager database file and copy it to a USB stick. Then you store this in a locked drawer under the computer.
However, this still leaves you vulnerable to disaster. Why?
You have not backed up all the important files. You need to also make copies of the Case Manager files stored outside the database: the documents, templates and archive folders.
And you are not protected against:
- database corruption
- a fire in the room where the computer and backup are located
You should use the utility we supply to check the integrity of the database and compress files before creating each night's backup copy.
You should store the backup off-site.
More generally, your backup strategy should consider:
- the backup medium to use
- the exact files and folders to backup
- the backup software to use
- how often backups are performed
- regular checks of your backup files
- the location where backups are stored
- documenting and testing your recovery plan
See Backup planning for more details.
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