Organization Preferences - Settings
Content
- Introduction
- Explanation and Purpose of Custom Fields
- Security Level Requirements and Access
- General Settings
- Additional Settings
- Legacy Settings
Introduction
This article is meant to provide you with details on the Settings Tab in Organizational Preferences.
If you have any additional questions about the settings available, please contact
support@extendedreach.com.
Explanation and Purpose of Organizational Preferences
Organizational Preferences is the configuration control center for your agency’s extendedReach system. The Settings Tab is where you will assign custom options that will affect how your agency will work with eR.
Security Level Requirements and Access
You must be an Agency Administrator to access the “Administration” menu on the left side of your Workspace. Hover over Organization Settings and click on “Organizational Preferences”.
Image: Organizational Preferences Access Screen
General Settings
These are general settings for the system. Enable the setting by clicking on the box. Similarly, disable the setting by removing the checkmark.
Image: Organizational Preferences - General Settings
| General Settings | Description |
| Automatically assign case #'s Next Number: case # prefix: |
New cases added to the system will automatically be assigned a case number - here you can see what the next case number will be as well as change the prefix of the number |
| Automatically assign customer #'s Keep customer # the same as case # |
Option to assign customer numbers from a different "counter" than the case number counter. (or just keep customers the same as case #) (or just leave customer #'s left blank) (or just hide customer #'s altogether - almost all agencies have customer #'s hidden) |
| Automatically assign home #'s; next number: home # prefix: | New homes added to the system will automatically be assigned a home number - here you can see what the next home number will be as well as change the prefix of the number |
| Keep same case # on readmission | If a case is closed and then re-admitted, it will keep the original case number |
| Manage foster home inquiries | Allows for home inquiries to be inputted into the system |
| Place all new admissions at: Placement type: |
Automatically places all new case admissions at a specified home; additionally, specify the type of placement for the case |
| Automatically create due activities and reports at intake | All reports and activities with a due date will be triggered at intake |
| Do not allow entry of activities before: | Prevent activities from being added before a specific state |
| Restrict placement and rate changes to administrators only before: | Allows for all placement and rate changes to be restricted to only administrators before a user-specified date |
| Skip proof on activities and reports | Hides the proof-reading option for activities and reports |
| Default Download Folder: My Documents System Temporary | Use the drop-down menu to indicate which folder extendedReach will default to for downloads |
| Do not clean up local copies of MS-Word | When detaching Word Documents to the local computer, do not remove the copy on successful upload |
| Default Funding Organization | Use the drop-down menu to select the default funding organization a case will be assigned to |
| Default Program for Referrals | Use the drop-down menu to select the default program referrals will be assigned to |
| Do not require license numbers on foster homes licenses | Marks the license number field for homes under the Licensing tab as not required (field is required by default) |
| Clean up due documents on closed cases and homes that are more than X months past due. | Use the drop-down menu to select when due documents for closed homes and cases should be deleted |
| Automatically change status of Authorizations to inactive X days after expiration |
Automatically marks authorizations inactive after a specified number of days after the authorization's expiration |
| Automatically logout after X minutes of inactivity | Automatically logs user out of the eR system after the specified time. A message that reads, "Due to inactivity, and for data security, we'll automatically sign you out." A countdown show the time until automatic logout. |
Additional Settings
Additional settings allow you to customize your extendedReach system even more! Scroll down to the bottom and click on "Show Advanced Options" to see all available settings or you can type a keyword into the Filter settings box at the top to display a list of related settings.
The best way to search for a desired setting in this section is to open up the Advanced Options and use CTRL + F to search for a specific keyword.
Image: Organizational Preferences - Additional Settings: Show Advanced Options
Image: Organizational Preferences - Additional Settings: Filter Settings
Notice how the settings listed below the filter settings box in the screenshot above all contain the keyword "hide". If you are using the Filter settings, you do not need to click "Show Advanced Options," as the system will automatically include those in the search results.
| Additional Settings | Description |
| System: When selected as funding organization, type in funding worker (vs. drop down) (advanced) | This would show a drop-down of the funding workers vs. having the agency type it in. |
| System: When selected as funding organization, receives claims | When a funding organization is selected on a case, it will receive all claims incurred by the case |
| System: When selected as funding organization, prompt for county (advanced) | Sometimes the funding org is not the same as the county name. If they agency wants to know which county the case is associated with then this option can be used |
| System: Uses Organization Variables (advanced) | Uses a list of variables to pre-fill field codes or for us to use in custom coding. |
| System: Uses Organization Goals (advanced) | Used to set goals (such as # of admissions each month) and then set the target. Use this to show how far to target they have to go in a custom PDF report |
| System: Use text application header (vs. image) | If the text that appears on the top of extendedReach (typically agency name) is typed in or is an uploaded image |
| System: Use DSM ICD-10 Codes (instead of ICD-9) | Uses DSM ICD-10 codes rather than ICD-9 codes when adding diagnoses to the Behavioral tab |
| System: Use child's first initial + last name (vs. full name) for email alerts | When email alerts are triggered, they will include the child's first name initial and full last name (rather than the full name) |
| System: Use advanced password options | Allows for more secure passwords and customization for User Ids |
| System: Track daily activities for homes | Track daily activities (completed, missing, drafted, etc.) for homes |
| System: Track daily activities for cases | Track daily activities (completed, missing, drafted, etc.) for cases |
| System: Temporarily disable revision tracking | For fields that are revision tracked (such as rate, worker assignment, etc.) - do not create revisions when the value changes |
| System: Supervisor Workspace - Only show workers with active cases, homes, or tasks | Enables the supervisor workspace option available under User IDs, User Groups, and My Preferences. Alters the supervisor workspace to only show active cases, active homes, and tasks |
| System: Show ForeignKey and AltForeignKey on forms and views (advanced) | This is used for data conversions only extendedReach staff (to show keys from the imported systems to help match up records) |
| System: Only show Administrative Rate | Will only display Admin rates on the case side screen |
| System: Only look at empty homes at first when trying to find available beds (affects HomeMatch, % Occupancy, and Available Homes view) (advanced) | The HomeMatch tool will prioritize homes that have empty beds when searching for availability over homes that have some occupancy |
| System: Only agency administrators can edit or delete reports 24 hours after completion | Prevents non-administrators from editing and deleting reports 24 hours after they have been completed |
| System: Only agency administrators can edit or delete activities 24 hours after completion | Prevents non-administrators from editing and deleting activities 24 hours after they have been completed |
| System: Link system to a GCM system (advanced) | Allows for the foster care module to link to the General Case Management module - extendedReach staff will link them together |
| System: Hide signature dates when printing case note summaries (advanced) | Removes the worker's and/or supervisor's signature date when printing case note summaries |
| System: Hide signature dates when printing an individual case note (advanced) | Removes the worker's and/or supervisor's signature date when printing a single case note |
| System: Hide rate information from non-Admins | Hides the rate information for cases for all workers who are not agency administrators |
| System: Hide custom case activities, reports, print templates from side menu | Hides custom case activities, reports, print templates from the side menu if the agency is not sharing programs |
| System: Hide confidential information (case notes and file attachments) from staff not associated with case/home | Confidential information will not be viewable by staff not associated with a home or case |
| System: Hide Activity/Report Information sections when printing (advanced) | Hides all information regarding the history of the activity/report when printing that view |
| System: Enable User Security Groups | Allows for User Ids to be assigned specific User Groups. Click here for more information on regarding User Groups |
| System: Enable navigation show/hide settings (advanced) | Restrict items on the side menu for users and can be configured though User IDs and/or User Groups. Click here for more information on navigation control settings. |
| System: Do not match email addresses, if mail-In email has case or home number (advanced) | This is for forwarding emails to the system to be associated with the foster home. It will override email matching to find the right home if the case or home number is specified in the email subject line. |
| System: Do not include signature images when printing Case Notes (advanced) | Removes the worker's and/or supervisor's signature when printing case note |
| System: Automatically complete activities and reports when they are approved | Activities and reports are automatically marked "Complete" once they have been approved by a supervisor |
| System: Allow views to be filtered by branch | Allows for extendedReach to be separated by agency branches - extendedReach staff will coordinate the separation |
| System: Add custom URLs to side menu | Add outside URLs to the custom side menu in extendedReach |
| Staff: Use custom labels for case + home workers | Customize the label for the assigned case and home workers |
| Staff: Total staff training hours by hire date (vs. calendar year) | Tracks total staff training hours by the hire date of the staff (by default, staff training is totaled by calendar year) |
| Staff: Require file attachments for training records | All staff training records would require file attachments in order to be marked as complete |
| Staff: Assign staff to a "Division" (advanced) | Allows you to specify a list of divisions (i.e. "Foster Unit 1" , "Foster Unit 2", etc.) -- helpful if there is an assignment to staff that isn't tied to branch location. |
| Staff: Allow staff to add their own training (but no edit or delete) | Allows staff to add their own training to their profiles, but cannot edit or delete trainings |
| Staff: Allow secondary worker for homes (custom label) | Allows for a secondary worker to be assigned to a home; if enabled, the field name for the secondary worker would be customizable |
| Staff: Allow secondary foster worker for cases (custom label) | Allows for a secondary worker to be assigned to a case; if enabled, the field name for the secondary worker would be customizable |
| Staff: Allow secondary adoption worker for cases (custom label) | Allows for a secondary worker to be assigned to an adoption case; if enabled, the field name for the secondary worker would be customizable |
| Services: Use After Care Roster (advanced) | Enables the After Care Roster which allows discharged clients to appear on a worker's workspace |
| Services: This is a residential facility | All cases in the system will be residential cases |
| Services: This is a refugee facility | All cases in the system will be refugee cases |
| Services: Does not offer adoption-related services | Keep this option checked if the agency does not offer adoption services |
| Services: Default new cases to be adoption only (advanced) | All new cases entered into the system will be marked as adoption only |
| Relationships: Hide expiration dates on relationship screens (use activities and reports instead) | Removes expiration dates tracking for individuals on the People tab (recommended to use activities and reports for better compliance tracking) |
| Referrals: Track pending and rejected referrals | Tracks pending and rejected referrals entered into the system |
| Referrals: Require Targeted Rate Level | If referral tracking is enabled, the targeted rate level field would be required |
| Referrals: Require Reason for Referral | If referral tracking is enabled, the reason for the referral would be required |
| Referrals: Require Prior Episode(s) | If referral tracking is enabled, indicating whether or not there were prior episodes would be required |
| Referrals: Don't track Referring Worker | If referral tracking is enabled, the referring worker would be hidden from the referral view |
| Referrals: Don't track Referral Source | If referral tracking is enabled, the referral source would be hidden from the referral view |
| Referrals: Don't require Referring Worker | If referral tracking is enabled, the referring worker field would be not required |
| Referrals: Don't require branch on referrals | If referral tracking is enabled, the agency branch would not be required |
| Medical: Use Medication Label Printing (advanced) | Prints off a sheet of medication labels |
| Medical: Show prescribing Dr. and Reason on Med Log | Displays who the medication was prescribed by and the medication reason on the online MAR |
| Medical: Require Prescribed By | Require the Prescribed By field when entering in medications for the case |
| Medical: Require Medication Reason | Require the Medication Reason field when entering in medications for the case |
| Medical: Print Standard Medication Log Landscape vs. Portrait | Prints the medication log in landscape view rather than portrait |
| Medical: Hide Standard Medication Log on Print Menu | Hides the printable Medication Log from the print menu on the case file |
| Medical: Hide Medical History/Behavioral Concerns/Development | Hides individual medical history, family medical history, table of behavioral concerns, birth information, pregnancy information, and development milestones |
| Medical: Hide Immunization Record tab | Hides the immunization tab from the case Health tab |
| Medical: Collect Medication Renewal Dates (advanced) | Adds the option to enter in the Renewal Date to the Medication tab |
| Medical: Collect Drug Classification on Medications | Adds drug classifications from the Medication screen (i.e. if the medication is generic, controlled, requires blood-work, or is psychotropic) |
| Medical: Assign Case Medical Reports with Due Dates to Nursing Staff (specify below) (advanced) | Automatically assigns all case medical reports that have due dates to a specific nursing staff member |
| Medical: Assign Case Medical Activities with Due Dates to Nursing Staff (specify below) (advanced) | Automatically assigns all case medical activities that have due dates to a specific nursing staff member |
| Homes: Use dynamic compliance checklist | Allows for the compliance tab to have customizable sections |
| Homes: Use a separate list of Discharge Reasons for Adoptive Homes (advanced) | Allows for a customizable list of discharge reasons for adoptive homes |
| Homes: Track Work Orders/Show in Side-Menu (advanced) | Use by Residential Agencies to track Work Orders on Facilities (e.g. is a repair needs to occur in a residence, a work order can be created for the repairman) |
| Homes: Track payment method (Check vs. Direct Deposit) (advanced) | Adds a field to the foster home that displays the what the payment method is |
| Homes: Track NPI # for homes (advanced) | Allows for the tracking of the National Provider Identifier (NPI) for homes |
| Homes: Track Disaster Planning - Emergency Location (advanced) | Creates a section on the home file to track where the emergency location for the home is for disaster planning |
| Homes: Track bed and bedroom assignments | Tracks how many bedrooms there are in a household and the members who occupy those rooms |
| Homes: Track annual income instead of monthly income | The annual income for a home would be tracked on the General tab rather than the monthly income |
| Homes: Track additional homes identifier # (custom label) (advanced) | Allows for additional tracking of home identifier numbers on the home Licensing tab |
| Homes: Show people tab on other residences (advanced) | Enables the people tab for other residence profiles |
| Homes: Show home compliance on other residences (advanced) | Enables the compliance tab for other residence profiles |
| Homes: Show home compliance on inquiries (advanced) | Enables the compliance tab for inquiries |
| Homes: Show compliance tab on home screen | Enables the compliance tab for home profiles |
| Homes: Require church for homes and display in views | Requires the church field to be filled out on the home General tab |
| Homes: No expiration date on licenses | Licenses added for homes will not track expiration dates |
| Homes: Hide training expiration dates on home (use activities instead) | Removes training expiration dates tracking for homes on the General tab (recommended to use activities for better compliance tracking) |
| Homes: Hide race preferences on home | Hides the racial preferences on the home Licensing tab |
| Homes: Hide questions on inquiry tab (advanced) | Hides the inquiry questions answered by the home on the Inquiry tab |
| Homes: Hide Employed Since date on home | Removes the Employed Since field on the home General tab |
| Homes: Hide all other (non-training) expiration dates on home (use reports instead) | Removes all expiration dates tracking for homes on the General tab (recommended to use activities and/or reports for better compliance tracking) |
| Homes: Don't count other residences as part of worker caseload (advanced) | Other Residences will not count as "Homes" on a workers caseload |
| Homes: Customize license types and license services for this agency (advanced) | Add, edit, and remove home license types and license services. Once enabled, changes can be made under the Organization Preferences > Keywords tab |
| Homes: Collect the file destroy date on discharge (advanced) | Prompts for a date to destroy the physical home file |
| Homes: Assign each foster home to a region | Displays a list of regions on the Organization Preference that the Agency can define. Then allows homes to be assigned to these regions (used exclusively by agencies in Arizona) |
| HomeMatch: Run HomeMatch across Shared Access Organizations (advanced) | Allows the HomeMatch tool to assess all homes available if the agency is set up as multiple shared organizations |
| HomeMatch: Never center the map on funding organization (advanced) | Always center the map on the agency vs. the county's /funding organization address |
| Cases: Use home religion keywords (advanced) | Uses the religion keywords for homes on the case General tab |
| Cases: Use home race keywords (advanced) | Uses the race keywords for homes on the case General tab |
| Cases: Use home language keywords (advanced) | Uses the primary language keywords for homes on the case General tab |
| Cases: Use custom sidebar alert formula (advanced) | Allows for certain fields to be flagged on the case sidebar |
| Cases: Treatment Goals - Use custom goal types (advanced) | Keywords > Other tab)"}">If the treatment tab is enabled, create custom goal types (enter in new goal types under by going to Organization Preferences > Keywords > Other tab) |
| Cases: Treatment Goals - Use custom goal statuses (advanced) | If the treatment tab is enabled, create custom goal statuses |
| Cases: Treatment Goals - Use custom goal field labels (advanced) | If the treatment tab is enabled, create custom goal fields |
| Cases: Treatment Goals - Use custom goal categories (advanced) | Programs > Setup)"}">If the treatment tab is enabled, create custom goal categories (enter in new goal categories by going to Program Settings > Programs > Setup) |
| Cases: Treatment Goals - Track treatment goal criteria (advanced) | If the treatment tab is enabled, it will enable the tracking of treatment goal criteria |
| Cases: Treatment Goals - Track person responsible (advanced) | If the treatment tab is enabled, it will enable the tracking of who is responsible for the goal completion (staff) |
| Cases: Treatment Goals - Hide goal type (advanced) | If the treatment tab is enabled, it will hide the goal types |
| Cases: Treatment Goals - Hide actions/interventions and progress fields (advanced) | If the treatment tab is enabled, it will hide the actions, interventions, and progress fields |
| Cases: Treatment Goals - Enable subgoals (advanced) | If the treatment tab is enabled, it will enable the tracking of sub-goals |
| Cases: Treatment Goals - Enable problem field (advanced) | If the treatment tab is enabled, it will display the problem field |
| Cases: Treatment Goals - Enable long-term goals (advanced) | If the treatment tab is enabled, it will enable the tracking of long-term goals |
| Cases: Track Location Types for Adoption Cases (advanced) | Creates a location section for adoption cases on the General tab to track the location of their current placement |
| Cases: Track BMI Trends (advanced) | Track the body mass index of cases; BMI Trends can be found under the Case Roster view |
| Cases: Show Private Insurance Tab (advanced) | Enables the insurance tab for cases and allows for tracking of primary, secondary, and tertiary insurances |
| Cases: Require Religion (for cases) | Makes the religion field required on the General tab of the case |
| Cases: Require Permanency Goal (for referrals and cases) | Makes the permanency goal required on the General tab for cases and referrals |
| Cases: Require Client Demographics (dob/gender/race) | Makes the Date of Birth, Gender, and Race field required on the General tab of the case |
| Cases: Remove 'Foster Care' from case rosters and workspace (advanced) | Hides the words "Foster Care" from the workspace view |
| Cases: Relationships - Require approved visitor and approved phone (advanced) | Relationships added to the People tab would require that "Approved Visitor" and "Approved Phone" fields be filled out |
| Cases: Refer to "sibling group" as "family group" instead (advanced) | Sibling groups in the system would be referred to as "Family Group" |
| Cases: Override Program Activity Shortcuts (advanced) | Useful only for shared programs where agencies have their own activity types - changes the shortcut icons (i.e. Phone Call, Email) to be agency-specific |
| Cases: Hide treatment tab on case screen (when activated on program) (advanced) | If the treatment tab is activated under Program Settings (for shared programs), this setting will disable it for the specific agency |
| Cases: Hide Removal Date (make it same as intake) | Hides the Removal date found on the General tab of the case |
| Cases: Hide Medicaid # for cases | Hides the Medicaid number on the General tab of the case |
| Cases: Hide compliance tab on case screen (advanced) | Hides the entire Compliance tab from the case profile |
| Cases: Don't track last visited date (hide on worker home page and status report) (advanced) | Does not track the last visited date from case activities on the workspace or weekly status report |
| Cases: Do not track TPR Information (when activated on program) (advanced) | Does not track the TPR (Termination of Parental Rights) on the General tab of the case |
| Cases: Do Not Track Funding Workers on Case General Tab (advanced) | Hides the field that tracks funding workers on the General tab of the case |
| Cases: Collect the file destroy date on discharge (advanced) | Prompts for a date to destroy the physical case file |
| Cases + Homes: Hide SSN # for both cases and homes | Hides the social security number field for all homes and cases |
| Cases + Homes: Hide customer and vendor numbers | Hides the case and vendor numbers field for all homes and cases |
| Billing: Track authorizations on financial tab (for programs that require authorizations) (advanced) | Allows authorizations to be added and tracked to case Financial tab |
| Billing: Payables - Monthly Rates - Always Pro-Rate Based on a 31-day Month (advanced) | Normally monthly rate is pro-rate based on # of days in month |
| Billing: Payables - Generate Payables for $0 Rates (advanced) | Unlike AR records, AP records (payments to home) won't generate if no money is paid to home. This option will do it to show the home they weren't paid for certain days on the Foster Home statement. |
| Billing: Invoices - Use landscape page orientation | Displays the Accounts Receivables invoices in landscape page orientation |
| Billing: Invoices - Use custom columns on days care invoices (advanced) | Default columns on invoice are foster child name, DOB, Start Date, End Date, Days, Rate Level, Daily Rate, Amount. This allows override - please contact extendedReach staff to have this set up |
| Billing: Invoices - Split invoices per child vs. per funding organization (advanced) | Invoices are separated by child rather than grouped with the funding organization |
| Billing: Invoices - Include Social Security Number (advanced) | Includes the case social security number on invoices |
| Billing: Invoices - Include Secondary Funding Case Number (advanced) | Includes the secondary funding case number on invoices |
| Billing: Invoices - Include return mailing address | Shows agency's return mailing address at top of the invoice |
| Billing: Invoices - Include Medicaid Number (advanced) | Includes the case medicaid number on invoices |
| Billing: Invoices - Include invoice #'s on individual invoices (advanced) | Includes the invoice number on individual invoices that are generated/printed |
| Billing: Invoices - Include funding organization phone number (advanced) | Includes the funding organization's main phone number on all invoices |
| Billing: Invoices - Include Funding Case Number (advanced) | Includes the funding case number on invoices |
| Billing: Invoices - Include custom text section(s) on invoices (advanced) | Allows custom header or footer (above the line items) - please contact extendedReach staff to have this set up |
| Billing: Invoices - Include agency logo on invoice header (either attached to Organization or titled "Invoice Header" in Shared Forms + Files) (advanced) | Includes the agency's logo on the header of all invoices |
| Billing: Invoices - Do not split invoices per funding organization (advanced) | Does not group the invoices together under a shared funding organization |
| Billing: Invoices - Do not split invoices or statements by branch (advanced) | Does not group the invoices or statements together by branch |
| Billing: Invoices - Do not display parenthesized text on rates (advanced) | If a rate sheet has parentheses next to the rate i.e. "Basic Level (Arapahoe County)" then only "Basic Level" will show on the invoice sent to the funding organization |
| Billing: Home Statement - Use landscape page orientation | Displays the Accounts Payable statements in landscape page orientation |
| Billing: Home Statement - Show rate breakdown detail (advanced) | Includes a detailed breakdown of the reimbursements for the home |
| Billing: Home Statement - Include home address | Includes the provider's home address in billing statements |
| Billing: Discharge date is counted as a day in care (advanced) | The date of discharge for a case is counted as a day in care for the case and the home |
| Billing: Days Care - Do Not Split Day Care Entries when Agency Worker Changes (advanced) | Don't create a separate Accounts Receivable record if the assigned agency caseworker changes mid-month. This is helpful for agencies that have flat monthly fees. Shouldn't pro-rate what is billed to the county if worker changes |
| Billing: Count placement change date as day in care at previous home (vs. new home) (advanced) | If a child changes placement, pay the previous home on the change date (e.g. If a child goes from Home A to Home B on Tuesday, normally Home B gets paid for Tuesday night. With this setting enabled, Home A gets paid for Tuesday night) |
Legacy Settings
The following settings have been marked as "Legacy" and should not be used by agencies. If you have any questions about these settings or need an alternative set-up, please contact support@extendedreach.com.
| Legacy Settings | Description |
| System: Only allow agency administrators to edit activities marked as exported (advanced) | Export profiles have the ability to stamp records as being exported. extendedReach can lock these down |
| System: Use DYMO LabelWriter for Home Addresses (requires Internet Explorer) (advanced) | Puts a "Print Label" link on the Foster Home screen |
| Referrals: Send/receive on-line referrals for transferred cases (LEGACY - DO NOT USE) (advanced) | No longer supported - do not use |
| Homes: Show unlicensed home status column (LEGACY - DO NOT USE) (advanced) | No longer supported - do not use |