ShadowVisit Protocols

ShadowVisit Protocols

What is ShadowVisit

ShadowVisit is an in app feature that allows the enrollee to answer a series of questions upon arriving to the office for a scheduled appointment with their officer. Enrollees are able to check in and out using this feature, as well as update any information that may have changed since their last visit.

Creating Interview Questions

  1. From the menu, select the "Templates" tab.
  2. Select the "Interview Protocols" sub tab.
  3.  Select the "+Question" button For this, please keep in mind that the question should be Yes/No answers only.
  4. Enter a Name for the question. Titling it something that identifies the content in the question is helpful (Ex - New Employment).
  5. Enter the question text. If the enrollee is Spanish speaking, type the question in Spanish.
  6. Add Optional Notes if needed.
  7. Select an Entity to share the protocol with. You can share questions with as many entities as you like. This is ideal for multiple entities that will have the same standard questions. 
  8. Select the follow up question from the drop down menu at the bottom of the form, if you have already created the follow up question. If you have not created the follow up question, you can create the primary question without appending a follow up for now. You will associate the primary question with the follow up question when you create it. 
  9. Click "Save". Next, create your follow up question. Please refer to the steps in the next section for details on how to do this.
Info
Things to remember when creating interview questions:
  1. The primary question must be worded so that it warrants a YES or NO response (Ex - Has your address changed since your last interview?)
  2. The associated follow up question should be worded so that it prompts the enrollee to respond with an answer (Ex - Please give us your new address)
  3. Every primary question must have a follow-up question associated with it. Please ensure you do not miss this crucial step when creating new questions. 

Creating Follow-up Question

  1. To add a Follow-Up Question Click "+Question" .
  2. Name and Enter the Follow-Up Question, linking it to the primary question.
  3. Click "Save".
Alert
You MUST link your follow-up question to the associated primary question. Word the question so that the enrollee can provide more information in regards to the primary question.

Creating Protocols

  1. To create an Interview Protocol, click "Protocols," then "Interview Protocol."
  2. Click on "+Interview Protocol".
  3. Name the Protocol.
  4. Choose a Language and Entity.
  5. Link the associated questions by double-clicking them on the right.
  6. Click "Save" button at the bottom of the page.           
Alert
The Entity must have an address added under Settings> General Settings> Address.
Notes
The user can only see protocols for your entity and sub-entities. 

Adding a Protocol Group Within the Entity Profile

  1. Select "Settings"
  2. Service "Settings"
  3. "ShadowVisit"
  4. "Edit" button
  5. Protocol Name is Auto-defaulted to "Office Visit"
  6. English or Spanish Protocols are selected from the Interview Protocol created. 
  7. "Save"

Adding a Protocol Group Within the Enrollee Profile

Alert
If an entity has preassigned protocol groups for their enrollees, do not add or assign any other protocols. This will negate the preassigned protocols. Only if requested to edit or create new protocols should this be implemented.
  1. Select the enrollee(s) that you wish to apply the protocol to. 
  2. Click the "Services" tab.
  3. Then click "Settings".
  4. Select "Edit".
  5. Under ShadowVisit Protocol, select the protocol you wish to apply to enrollee.
  6. Click "Save".
Once the protocol is assigned to the enrollee and saved, the questions associated will be the questions that the enrollee will answer when checking in for their office visits. 

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