Provene’s CleanTrac app is designed to ease the burden put on case managers by consolidating their workload into one convenient place.
To make sure case managers fully understand how to harness the power of the app, we’ve talked to our experts and gathered six convenient tips on how to make using CleanTrac easier, faster, and frankly more fun to use.
1. Use the map option to see where your participants have been spending their time.
As a case manager, you have the ability to see your participant’s whereabouts 24 hours a day, 7 days a week. You can also set up zone alerts which allow providers to be notified if a user enters a restricted area or if they leave an area they are supposed to stay within.
To view the map:
Click “Trips” OR if already in the account click “Review” -> “Maps” -> Select a day -> Select a time period.
To create a zone:
Click “New” -> “Zone” -> Fill out fields -> Select “permitted” if it’s an area participants should not leave OR select “Restricted” if it’s an area the participant can’t enter.
Use the radius (in meters) to set up a geofenced area and then assign it to the respective user.
To assign a zone:
Click “Assign” OR if already in the account click “Assign” -> “New Assignment” -> Select “Zone Assignment” -> “New”.
Then select the zone by clicking “Assign”.
2. Use the Secure Messaging option to send a message to your entire caseload with announcements or instructions.
Have an important announcement that affects all your participants?
Rather than copy-and-pasting dozens of individual messages, use our HIPAA secure messaging platform to notify your whole caseload in just a few clicks.
To send a message to all participants:
Click “Secure Messages” -> “Newsletter.”
From there, you can fill out the subject and message just like an email.
Hit “Send,” and move on to your next task with the time you’ve saved.
(To send a message to one participant repeat the previous steps, but instead of clicking “Newsletter,” click “Compose.”)
3. Use the Dashboard to quickly track participant compliance to proactively intervene.
See your entire caseload at a quick glance. The Dashboard provides a birds-eye view of all your participants so you can easily track how well they’re doing and address problems as needed.
In the dashboard, you can see…
…if an assignment is complete:
In the Dashboard, click the arrow on the right hand corner of a participant’s card to flip it and monitor compliance as well as all of their assigned items.
The number on the left hand side is the day of the month. If an assignment’s red, that means it is incomplete. If an assignment is green, it is complete.
…if GPS is enabled on the participant’s phone:
If a participant’s card shows “GPS Disabled”, the participant has gone into their settings and disabled the GPS.
…if the app is installed on a participant’s device:
Click on the participant’s photo and then click “Account Settings”. The window will alert you if the app is not installed. If blank, the app is installed.
4. Use the survey function to collect feedback from your participants about their treatment programs/meetings.
Easily engage with your participants by creating quick surveys they can fill out in minutes.
To create a survey:
Click “New” -> “Survey” -> “Poll Survey.” Select “click to add manual” Use the + to add more questions. From there, you can easily customize your survey with several question presets and options. Click “Save” when finished.
To assign a survey:
When you’ve finished your survey click “Assign” (OR if already in the account click “Assign” -> “New Assignment.”)
Select “Survey.” From there, you may assign as participants from your caseload by clicking “Assign.”
To send the survey to your entire caseload, click “Assign to all.”
5. Use Activity Points to create ways to track participation and offer incentives.
Case managers can easily add points to assignments that the participants can accumulate over time.
Add activity points to any assignment by simply toggle the likert scale next to “Activity points.”
6. Customize tasks and appointments for specific participants who need a little extra encouragement and reminders.
Provene’s CleanTrac app makes giving assignments to participants as easy as a few simple clicks.
To assign a task or appointment:
Click “Assign” -> “New Assignment,” and select one of CleanTrac’s default assignment types.
To create a new assignment type select “New” and customize the assignment.
You can assign an existing assignment by clicking “Assign” or “Assign to all” next to any assignment you’ve saved.
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