8.7 The Invitation Letter with URL

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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 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. (NOTE: You can easily locate all children with a Screening, Family Access task due by searching for “Family Access” in the “Type” field.)

The Child Profiles tab will list all of the children to whom you are assigned, regardless of whether or not they have a 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 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.

8.7.1 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:

Select Family Access from the top navigation menu.
Click the Send link to the right of the Family Access landing page URL.
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.
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.

This email will be sent to the Primary Caregiver, and this 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.

8.7.2 Printing the Invitation Letter

To print the Family Access invitation letter for a child:

Select Family Access from the top navigation menu.
Click the Send link to the right of the Family Access landing page URL.
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.
You can preview the letter and make any changes. When you are satisfied with the letter, click the Print button.
A pop-up box will appear and you can choose to open and print this letter or save the file to your computer.

8.7.3 Using the Shared Family Access Page

Program Administrators have the ability to share a Family Access landing page they have created, so that all users in their program have access to it. If your Program Administrator has chosen to share the landing page, you will be able to use that URL to email or print materials to send to caregivers.

On your Family Access page, if a Program Administrator has shared a landing page, you will see a “shared” icon [] to the left of the URL. You can click the Show link to view this landing page, and the Send link to email or print and mail the materials to caregivers.

NOTE: You won’t be able to view or accept/reject any Family Access screenings that come in through the shared URL, since only Program Administrators have accept/reject access to a shared URL. As a Provider, you are only able to accept/reject Family Access screenings that have come in through a URL that you created.