Manage Alerts HuBERT Training Module
Manage Alerts
Slide Title
Slide Text
Introduction
This HuBERT on-demand training module is provided by the MN
Department of Health WIC Program.
It is an overview of the Manage Alerts functionality.
Manage Alerts
Alerts
User-defined alerts are temporary messages that display when a
participant folder is opened. They allow us to communicate with
anybody else who opens the participant folder and should convey
pertinent and timely information about a participant or household.
<AlertsIconPF>
We can create our own user-defined alerts using the Manage Alerts
function.
The Manage Alerts icon is available on the toolbar in the Participant
Folder...
<AlertsMenu>
...in the Participant Activities menu…
<AlertsMenu1>
<mouse>
<AlertsMenu2>
<mouse>
<AlertsMenu3>
<mouse>
<AlertsCGS>
…and on the toolbar in the Certification Guided Script...
<AlertsCGS1>
<mouse>
<Open>
Let’s open Manage Alerts using the icon on the toolbar. Go ahead.
<ManageAlerts>
Alerts are managed for the entire household. No matter whose folder is
opened all of the alerts display.
The Active Date indicates when the alert will begin to display.
The Member Name indicates whose folder the alert was originally
created in.
The Type is either household or individual, depending on what was
selected when the alert was created.
The Alert Text displays some of the contents of the alert.
We can scroll to the right and view up to 250 characters.
<Scroll>
<no script>
<AddAlert1>
We can Add, Edit and Delete alerts from this screen.
Let’s create a new alert, click the Add button.
<AddAlert2>
The Alert Date defaults to the current date. It can be changed to a
future date if we want the alert to start appearing later.
The Alert Type defaults to Household. This allows the alert to display
regardless of which household member’s Participant Folder is opened.
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Manage Alerts HuBERT Training Module
If we were to select Individual, the alert would be specific to Gertrude
and would only display when her folder was opened.
In general, there is no reason to set an alert to Individual.
The Alert Security section defaults to Not Protected and should always
remain that way.
Protected alerts cannot be deleted and if an alert shouldn’t be deleted,
it should be a note...not an alert.
We are going to quickly type an alert...
<AddAlert3>
<pause for typing>
Click OK to save the alert.
<edit1>
<pause for text animation>
Next, let’s edit an existing alert. Click on the last alert listed to select it
and then click the Edit button.
<edit2>
<no script>
<edit2.5>
We will add some text...
<edit3>
<pause for typing>
...and you click OK.
<edit4>
<pause for animation>
When creating or editing an alert, the Alert Date must be either today’s
date or a date in the future.
Click the OK button on the message.
<edit5>
So, we need to update the Alert Date before we can save our change.
Select the Today button on the Alert Date drop-down calendar.
<edit6>
<no script>
<edit7>
<pause for animation>
Let’s try saving our changes to the alert again. Click OK.
<CopytoNote>
Notice that since the alerts are listed chronologically, our edited alert is
now second in the list.
Alerts are supposed to be temporary but sometimes an alert should be
made a permanent part of the record.
In these instances, instead of just keeping the alert indefinitely, we can
use the Copy Alert to Note function.
Let’s copy the last alert, about lost May vouchers, to a note. Click on the
alert to select it.
<CopytoNote1>
Click the Copy Alert to Note button.
<CopytoNote2>
The Copy Alert to Note screen opens with the alert text pre-populated in
the Note Text box.
We must select a Subject for our note so click the drop-down.
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Manage Alerts HuBERT Training Module
<CopytoNote3>
The subject of Benefit Issuance fits since our alert was about lost
vouchers. Select that subject.
<SubjectHighlt>
<no script>
<CopytoNote4>
Notice that the Note Text area is enabled and can be edited if needed.
We’re going to add a little bit more information.
<pause for typing>
Since notes are written at the individual level, not household, the
Participants’ list displays all the household members and allows us to
decide if we want to save the note to anyone else’s record.
Considering the topic of this note is benefit issuance, it would probably
be beneficial to have it in both Gertrude’s and Baby’s folders.
Go ahead and click the checkbox next to Baby’s name.
<CopytoNote5>
Click OK to save our note to Gertrude and Baby’s folders.
<Delete1>
Notice that our alert is still listed.
Let’s check something. Click the Edit button.
<NoNewText>
Remember when we saved this alert to a note, we added another
sentence indicating that we “did not replace benefits”?
We just wanted to point out that change wasn’t saved to the alert; it was
only saved to the note.
OK. Go ahead and click Cancel.
<Delete1.5>
Since this alert is now part of the permanent record, it would make sense
to delete it. It’s already highlighted so simply click the Delete button.
<Delete2>
What do you think? 
<Delete3>
That is all there is to managing alerts in the participant folder. Go ahead
and exit or close Manage Alerts.
<OpenNotes>
Let’s take a look at the note we just created. Click the Manage Notes
icon.
<ManageNotes>
Our alert now displays as a note in the Manage Notes screen.
“Alerts” displays in the Application Area column indicating this note was
copied from an alert.
As a note, the alert is now a permanent part of the record and is no
longer editable.
Go ahead and close this screen.
<ClosePF>
Let’s also close Gertrude’s participant folder.
Display Alerts
<OpenPF>
We are going to take a quick look at how user-defined alerts appear
when opening the folder.
This time, go ahead and open Baby’s folder.
<OpenPF1>
<no script>
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Manage Alerts HuBERT Training Module
<Display>
When the participant folder is opened, user-defined alerts with an active
date in the past or for today’s date display.
We can view the contents of each alert by using the scroll bar or by
clicking on it. Go ahead and click on the second alert listed.
<DisplayDelete>
<pause for shape>
Alerts cannot be edited on this screen; only deleted.
We should always keep in mind that alerts are only useful if they are
pertinent and timely, and that it is a good practice to delete them once
they no longer meet these simple standards.
Let’s click on the first alert to highlight it and then delete it since it
definitely isn’t pertinent.
<DisplayDelete1>
<no script>
<DisplayClose>
Go ahead and close the alert by either clicking the Close button or
hitting your Enter key.
<OpenPFWait>
<no script>
Since we are in Baby’s folder, let’s make sure our alert saved to Baby’s
notes. Click the Manage Notes icon.
<NoteAlert>
As expected, the alert we also copied to Baby’s notes has been saved
to her record.
Click Close.
<OpenOtherPF>
One last thing to demonstrate. Keeping Baby’s folder open, let’s open
Gertrude’s folder. Click anywhere outside the folder on the participant
list screen and then re-open Gertrude’s folder.
<OpenPFAgain>
<no script>
<OpenPFAgain1>
<no script>
<OpenPFAgain2>
Notice that the alert didn’t display again.
User-defined alerts only display once when more than one member’s
folders are opened as long as one of the household’s folders remains
open.
End Slide
This concludes our training on managing alerts in HuBERT. We appreciate
you taking the time to review this HuBERT on-demand training module
presented by the MN Department of Health WIC Program.
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