Copilot Webinar Reports & Agency Admin

1. Presented By: Briana Taylor Copilot WebinarReports & Agency Admin

2. Objectives 1 3 2 Copilot Reports Monthly Tasks Agency Admin Lets Begin

3. 1 Copilot Reports

4. Copilot Reports Select the report name Select the Date Check the Activity Click PDF

5. Report for Activity Totals • Use Selected Summary to get activity totals for a selected Date Range. • Report may take longer to load for longer date ranges. • Check one activity or more UPS stands for Unduplicated Persons Served = the number of different people

6. Report for Totals and Averages • Found under the Stats Analysis Section • Great for yearly & quarterly reporting

7. Service Units Report • Service Units • Allows for Date Range • Lists unit totals for each consumer name • Total units at the bottom • UPS stands for Unduplicated Persons Served = the number of different people Great for calculating yearly Volunteer Hours for each consumer.

8. Reports for Monthly Activity Totals • Use can use Monthly Summary or Select Summary • If you like a monthly calendar format, try Activity Summary. • Total units and Unduplicated Consumers at the bottom.

9. How many lunches have you served this month?How many unique visitors have been to your center this month?

10. Ancillary Reports for Monthly Activity Totals Ancillary Reports organize totals into state database (SAMS) categories 1. Ancillary Audit Report – lists consumer names and dates (similar to a roster)

11. Ancillary Reports for Monthly Activity Totals Ancillary Reports organize totals into state database (SAMS) categories 2. Ancillary Service Report – includes totals for all categories

12. Report for Daily Activity Totals Use Daily Report to get a comprehensive list of activities and consumer names for a single day. Please note Registered, Eligible, and Ineligible have separate totals in this report.

13. Consumer Summary - Separate pages for each consumer - Click Days, No Grouping – Display Consumers - Check Boxes next to names you wish to view Consumer Reports

14. Consumer Listing - Print Mailing Labels - Get Phone Numbers - Create a filtered consumer list - Great way to send volunteers thank you cards or find consumers that recently turned 60 Step 1: Set Filters Example: DOB on or before 04/01/1952 Is Active = True Consumer Type = Ineligible Set County and State Step 2: Click Preview Step 3: Click Export Step 4: Select File Type (PDF, Mailing Label, or Excel) i. If PDF or Excel Select Columns to include Step 5: Click Ok Consumer Reports

15. Which Copilot Report do you use the most often?Which Copilot Report did you learn about?Any questions about Copilot Reports?

16. 2 Copilot Agency Admin The piece that links Copilot to SAMS.

17. Copilot Agency Admin is often referred to as cleaning up the issues, but it really gives you a heads up on what needs to be done. Agency Admin alerts you when a new consumer or activity have been added. It also tells you what tasks need to be done in the state database (SAMS), such as adding care enrollments. Click on the number or use the tabs at the top to navigate.

18. New Activities Click Edit Select the SAMS Category Click Save

19. Do you have any new activities?Have you reviewed your activities to make sure they are all correctly associated?

20. New Consumers Click on the word Associate next to the name.

21. New Consumers Scenario 1: Found a match. Scroll down, check to make sure information matches then click Accept. (In PA make sure consumers are over 60 and in county.) Scenario 2: Not a match. Click Search Again Box pops up - Try removing DOB or Last Name and Click Search. If not found then consumer needs added to SAMS.

22. SD Issues = Service Delivery

23. Non-Caremanaged Services Means the Consumer Needs a Care Enrollment in SAMS for Non-Caremanaged Services Find Consumer in SAMS Click Details – Care Enrollments Click Add Care Enrollment Level of Care is Not Applicable Service Program is Community Application Date, Received Date, and Start Date are the same (use date from Copilot message or first of the month) Status Date is today’s date

24. HDM Issues Service order is required for HDM-Lunch Units Delivered (20) exceeds Units Ordered (19) Find the consumer in SAMS Click Service Orders Make sure there is a Service Order for the correct service, correct numbers, and correct provider…etc.

25. Unassociated Consumers & Ancillary Consumer Not Found Unassociated Consumers appear on right hand column Ancillary Consumer Not Found means that the link between Copilot and SAMS has been broken (this could happen because the consumer was removed from SAMS during consolidation, consumer was merged, consumer has a new Client ID#) On the left hand side search for name Click View If match is found click accept If no match, make sure consumer is in SAMS

26. Any questions about Copilot Agency Admin? Monitor Agency Admin Weekly for an easier end of the month process.

27. 3 Monthly Tasks We should actually call these Weekly Tasks.

28. Monthly Check List Part 1: Center Admin • Are all Units Correct in Copilot? • Double check all reports and totals • Make changes if needed in Activities Consumed • Close Month when everything is finished and correct • Did you make the Schedule for the next month?

29. Monthly Check List Part 2: Agency Admin • Each week you should get a reminder email with Agency Admin Tasks. Your end of the month process will go smoother by completing the tasks each week. • Associate New Consumers • Associate New Activities • SD issues (Don’t forget to select the month)

30. ? Any Questions

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