11.6 The Invitation Letter with URL
Once a Family Access landing page is created, the URL will automatically populate the invitation letter on the Family Access page. You can then print or email this invitation letter.
When you go to print or email the invitation letter,
you can search for children with Family Access screening tasks that are due, or
by all Child Profiles in the system.
The Screenings Due tab will list all children that
have a Screening, Family Access task due for that questionnaire type. The list
includes the due date, child name, child DOB, responsible Provider,
questionnaire, and task type. You can search for Family Access screenings due
by due date, child DOB, child name, child ID, child alt. ID, Provider name,
type, and questionnaire.
The Child Profiles tab will list all of the children
to whom you are assigned, regardless of whether or not they have a Family
Access screening task scheduled. The list includes the child name, child DOB,
and the date materials were last sent out for this child (if applicable). You
can search for Child Profiles by child DOB, date materials were last sent or
only children without materials sent, child name, child ID, and child alt. ID.
When you print or email the invitation letter through
the Screenings Due tab, the child’s related Family Access screening task will
be automatically completed.
When you print or email the invitation letter through
the Child Profiles tab, the “Date Last Sent” field will populate with the date
you generated the letter.
11.6.1 Emailing the Invitation Letter
If the child’s primary caregiver has an email address in their profile, you can
email the invitation letter.
To email the invitation letter:
1. Select Family Access from the top navigation menu.
2. Click the Send link to the right of the Family Access landing page URL.
3. Locate the child for whom you wish to email the invitation letter. You can search for the child by either Screenings Due or Child Profiles. Once you’ve located the child, click the Email link to the right of the child.
4. You can preview the email and choose to edit the subject line of the email or the body of the email. When you are satisfied with the email, click the Send button. If there is no email link then the primary caregiver does not have an email address on file.
This email will be sent to the primary caregiver, and this Family Access screening task will be marked “Complete.”
NOTE: If the child’s primary caregiver does not have an email address on file, you can only print the invitation letter.
When sending the Family Access invitation you have the option to create and send a follow-up 5 days later. The follow up letter will be emailed 5 days after whether the assessment was completed or not. Also, you only have the option to send the follow-up when you originally send the invitation email.
11.6.2 Printing the
Invitation Letter
To print the Family Access invitation letter for a
child:
1. Select Family Access from the top navigation menu.
2. Click the Send link to the right of the Family Access landing page URL.
3. Locate the child for whom you wish to print the invitation letter. You can search for the child by either Screenings Due or Child Profiles. Once you’ve located the child, click the Print link to the right of the child.
4. You can preview the letter and make any changes. When you are satisfied with the letter, click the Print button.
5. A pop-up box will appear and you can choose to open and print this letter or save the file to your computer.
11.6.3 Printing a Generic Letter
When you print or email an invitation letter from
Family Access, the letter will automatically populate with the child and
caregiver data of the child you selected. You also have the option to print a
generic version of your invitation letter. This letter won’t have any child or
caregiver dynamic content included, and can be edited by you before printing.
To print a generic invitation letter:
1. Select Family Access from the top navigation menu.
2. Click the Send link to the right of the Family Access landing page URL.
3. Click the Print Generic Letter link at the top of the page.
4. Make any edits to the letter that you wish to make.
5. Click the Print button.
6. A pop-up box will appear and you can choose to open and print the letter, or save the file to your computer.
See also