Scenario

There is currently a facility in need of having a limited number of participants called into a facility for testing. The participants need to be consistently called in throughout the week, but the amount of people coming in each day needs to be managed not to exceed a certain threshold. All of this to be done with participant testing is still random.

Generally, the case managers received a steady stream of participants coming into their facility throughout their day from a pool of an X-amount person caseload. Due to new needs, the in-person capacity has to be reduced by X% or to Y amount per day.

A typical and common way that this would be done in situations like these would be that the case manager individually selects clients to come in or notifies others not to go in. This method can be tedious, wasteful of time, and prone to error. Reconnect has several options to alleviate these issues.

What can be Done

How to set up days for Reduced Testing

The first would be to identify the client groups you would like that adjust, or all of them, and see what calendar group they belong.

In the Calendars tab of Reconnect Manager, you can edit calendars. You will use the Side Navigation Bar to select Calendars>Edit Calendar

On the Edit Calendar page, you will be presented with a section named Default Scheduling. Here you can adjust the default settings of each day to your liking. You are presented with the following options:

  • Not Set: No check-ins and no testing. Participants will not be able to check in on these days. This setting would be appropriate where it is established that you are either closed or unavailable, and you have no requirements for your clients to fulfill, or a free day.
  • Test: Test randomization will be performed. On this day, True Random will be utilized to determine who comes in to test without limitations. This means there can be 0 people called in to test or ten people called in to test.
  • Check-In Only: Participants will need to check-in, but no one will be asked to test. To a participant, these days look the same as a Test day, so they will not know that no testing will be scheduled.
  • Reduced Testing: Test randomization will be performed, but there will be a reduced capacity for the number of tests that can be scheduled. This is a good option if there are days when there are fewer testing staff working, or you want to limit how many people you want to come in. This will be the one that we will be working with today.

For the days that we want to have limited in-person testing, we will select Reduced Testing. In this example facility, we will choose Monday, Wednesday, and Thursday for reduced testing. We will set aside Tuesday and Friday for check-in days only and no check-ins for the weekend.

The way that this will work out is that on the Reduced settings days, the call in for testing will be X% of the available caseload for each calendar group. On Tuesday and Friday, the clients will still be required to check-in. This check-in day will continue to appear as if it is an ordinary day like the rest. The participants just don’t get called in to test. They will not be notified or made aware of any difference in the day for the weekday.

How to set up the Reduced Testing Day percentage

The crucial step necessary to make this arrangement work as best as possible is to have a very good idea of how many people you would like to come in to be tested at your facility. Once you know that you need to have X% or Y-amount of people come in per day, we need to make the adjustment.

On Reconnect Manager in the Side Navigation Bar, you will go to Settings, and then you will select Other on the secondary Navigation Bar. You will be presented with a page with several options. At the very bottom of that page, there will be the Reduced Day Settings section. Here you will be able to make the necessary adjustments.

The adjustments that can be made are in increments of 10. You will be given the option to limit the percentage of testing participants from 10% to 90% of your total caseload. This percentage will call the selected amount you select from your caseload/calendar group for reduced testing.

For example, if the group has 45 people, and you select 10%, the reduced testing can call up to 5 people for testing on that reduced testing day.

An alternative can be used in this situation. There is an extra option where a hard limit can be placed on a fixed number of people to be called to test. This option is called Max Test Per Day. It is available in the same section where the Reduced Testing setting is. If it is not available or present, please contact Reconnect Support, and we would be happy to activate that feature for you.

With this method, you will be able to limit the number of people that get called into testing to a maximum limit. For example, you can set the Max Tests Per Day to 12, and only up to 12 people will be called in to test for each day.

Things to Consider

  • Although the adjustments will be unannounced to your participants, predictable patterns can still be established from adjustments like this. This can remove the sense of randomness that your participants may experience and give space for planning of test days on their part.
  • The reduced day settings will affect ALL calendars that are using the reduced day setting.
  • Example: The reduced day setting has been set to 40%. This will affect calendars X and Y if they are using Reduced Testing for specific calendars/groups.
  • Max Tests Per Day will affect the entire facility, not just one group or case manager.
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