Mobile Assessments
Training Guide
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Mobile Assessments
Mobile Assessments
Mobile Assessments allows you to easily take consumer records with you in the field and
completely document a consumer assessment, even when there is no Internet connectivity.
Navigation is consistent with the Harmony for Aging & Adult Services SAMS Case Management
system you’re used to. The Mobile Assessments application can be used with a variety of devices,
including your laptop, tablet or smartphone.
Introduction
The ability to work with SAMS when Internet service is unavailable is a vital part of
gathering accurate and timely consumer data.
Importance
An accurate Assessment is the critical link between the consumer and ensuring
program placement.
Overview
This training will provide you with the skills necessary to work remotely, using a
mobile device or laptop.
Objectives
•
Log into the Customer Portal and Mobile Assessments application
•
Create bookmarks and shortcuts
•
Synchronize records between SAMS and your mobile device
•
Work with consumer records while offline
•
Remove and delete consumer records
•
Remove consumer records and all application data from your mobile device
Topics
Topic
Page
Compatibility
2
Create Shortcuts
2
My Settings
4
Log In
6
Synchronization
8
View Consumer Record History
10
Download Records
11
Open Records
13
Working With Assessments
14
Register Consumers
23
Remove Records
24
Manage Notifications
28
Remove All Data & Records
29
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Mobile Assessments
Compatibility
Mobile Assessments is compatible with the following devices and browsers.
•
Windows/Mac/Linux devices:
Internet Explorer 10+
Google Chrome 38+
Firefox (current version)
Safari (current version)
•
Mobile devices using the Apple Operating System (iOS®), such as the Apple iPhone & iPad
iPhone 5+
iPad 4th generation+
iPad Mini
Safari – current version
•
Mobile devices using the Android™ Operating System
Chrome 38+
Firefox – current version
Internet Explorer 10+
Create Shortcuts
When you use Mobile Assessments, Best Practices recommend that you create links to it. After you
log into Mobile Assessments, there are many types of links you can create; the table below
describes them.
Link Type
Application
1.
Click the Star
Internet Explorer &
2.
Rename the bookmark, if needed
Chrome
3.
Select a folder
4.
Click Add to Favorites on the browser bar
5.
Click Add
1.
Press Ctrl+D
2.
Rename the bookmark, if needed
3.
Select a folder
4.
Click Done
iOS
1.
Click the Send To
(Apple devices)
2.
Select the Bookmark
3.
Change the location, if needed
Bookmark
Link within a
browser
Procedure
Firefox
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icon on the browser bar
icon
icon
Mobile Assessments
Link Type
Application
Internet Explorer
Taskbar
Shortcut
Icon
displayed at
the bottom of
the screen
Chrome
Internet Explorer
Start Menu
Shortcut
Icon
displayed on
the Start
Menu
Chrome
Internet Explorer
Desktop
Shortcut
Windows icon
displayed on
the desktop
or a Tile on
the Home
Screen
Chrome
Firefox
iOS
(Apple devices)
Procedure
1.
Click the Mobile Assessments tab and drag to the taskbar at
the bottom of your screen
1.
Click the Menu
2.
Select More Tools
3.
Click Create application shortcuts…
4.
Select Pin to Taskbar
5.
Click Create
1.
Click the Tools
2.
Select Add site to Start menu
3.
Click Add
1.
Click the Menu
2.
Select More Tools
3.
Click Create application shortcuts…
4.
Select Start menu
5.
Click Create
1.
Click the Mobile Assessments icon on the browser bar
2.
Drag it to the desktop or work space
1.
Click the Menu
2.
Select More Tools
3.
Click Create application shortcuts…
4.
Select Desktop
5.
Click Create
1.
Click the icon on the left of the address bar
2.
Click and drag the icon to the desktop or work space
1.
Click the Send To
2.
Click the Add to Home Screen
3.
Change the location, if needed
4.
Click Save
icon on the browser bar
icon or press Alt+X
icon
icon on the browser bar
icon
icon
Best Practices recommend that you create shortcuts to the Correct Mobile
Assessments URL.
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Mobile Assessments
My Settings
The My Settings menu enables you to set defaults for many Assessment fields. This will save you
time by not having to type information into a field, or selecting an item from a list. To access the My
Settings menu:
1. Click the down arrow next to your user name in the upper right portion of the screen
2. Click My Settings
a. The following screen is displayed
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Mobile Assessments
The table below describes the fields on the My Settings screen.
Field
Description
Update Consumer Record
Always: Update all linked fields every time a form is
saved
Most Recent Only: Update only linked fields that
were completed or changed
Never: Never update the linked fields
Required Question Prompt
Yes: Mobile Assessments will prompt you if you don’t
answer a required question
No: Mobile Assessments will not prompt you if you
don’t answer a required question
Default Assessment Form
Select the form you use the most often
Default Reassessment Date - Months
Type the number of months into the future that
SAMS will automatically display for the reassessment
date
Medication List Default – Number Taken
Type the number of medication units that are given
the most often
Medication List Default – Route
Select the method you use the most for medication
delivery
Medication List Default – PRN
Don’t Know: It’s unknown if medication is usually
prescribed on an as-needed basis or not
Yes: Medication is usually prescribed on an asneeded basis
No: Medication is not usually prescribed on an asneeded basis
Default Agency
Select your agency
Default Provider
Select the provider you use most frequently
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Mobile Assessments
Log In
Mobile Assessments is accessed through the Harmony Customer Portal or a direct Mobile
Assessments URL.
1. Within an Internet browser, type https://login.harmonyis.net
a. Chrome, Internet Explorer, Firefox and Safari are all supported
2. Enter your user name and password and then click Sign In
Next, log into Mobile Assessments.
1. Click the Mobile Assessments link on the Harmony Customer Portal
2. Enter your User Name and Password
3. Click Login
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Mobile Assessments
Log In Offline
When you are not connected to the Internet, follow the steps below to access Mobile Assessments.
1. Click the bookmark or shortcut you created for the Harmony Customer Portal
2. Log into the portal as usual
3. Click the Mobile Assessments link on the portal
4. The Offline sign in screen is displayed
5. Select your Portal ID
a. If more than one user uses the mobile device to access the SAMS database, more
than one user will be listed, otherwise, you’ll see only your Portal ID
6. Type your password
7. Click Login
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Mobile Assessments
Synchronization
Synchronization plays an important role in ensuring that the consumer records you have on your
mobile device match the consumer records in SAMS. When you add records to your mobile device, a
copy of the record is made from SAMS and is saved to the device.
When you’re in the field and do not have access to the Internet, you can update consumer records
directly on your mobile device. The next time you connect to SAMS, the updated records from your
mobile device are automatically copied to SAMS. Once this is done, both your mobile device and
SAMS have the most current version of the record. The whole process can be described in three
steps:
1. Connect to SAMS via the Internet and download the consumer records you need
2. Work with your consumers and update their records
3. Connect to SAMS via the Internet to upload updated consumer records
You don’t need to do anything to synchronize consumer records other than connecting to SAMS.
Once the records have been synchronized, a message is displayed:
As soon as you connect to SAMS, if there are records from your mobile device that
are ready to be uploaded, you will be prompted in the Notifications area that there
records that need to be synchronized.
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Mobile Assessments
The diagram below describes the synchronization process.
SAMS
Copy updated
consumer records to
SAMS
Copy consumer records
to your mobile device
Meet with consumers
Update consumer
records
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Mobile Assessments
View History
The History button displays a list of consumer records that have been created, modified, or
downloaded to your mobile device.
1. In the menu bar, click History
2. A list of records is displayed, in date order
3. To open a consumer record, click the hyperlink
a. A hyperlink is identified with blue, underlined text
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Mobile Assessments
Download Consumer Records
There is no difference between working with consumers assessments within SAMS or within Mobile
Assessments on your mobile device. Each device has its own method of navigation. For laptops, the
mouse and keyboard are used. Mobile devices, such as a smartphone or an iPad, use a standard set
of device gestures, such as tap or swipe (unless connected to a Bluetooth keyboard). Use what is
appropriate for your device.
Prior to meeting with consumers, you’ll need to log into Mobile Assessments while connected to the
Internet and download the appropriate consumer records to your device. There are two ways to do
this; within the SAMS application or within Mobile Assessments.
Within SAMS
1.
2.
3.
4.
Log into SAMS and then click the Consumer tab
Search for the consumer record to download
Right-click a consumer record
Click Make Available Offline
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Mobile Assessments
Within Mobile Assessments
1. Log into Mobile Assessments while connected to the Internet and search for the consumer
records
2. Click the arrow next to the Open button
3. Click Make Available Offline
a. The consumer files are now available for use on your mobile device!
Display Downloaded Records
Follow the steps below to display records that have been downloaded.
1. On the Mobile Assessments menu bar, click Downloaded
a. Downloaded files are displayed
b. A downloaded icon
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is displayed next to each record
Mobile Assessments
Open Consumer Records
To work with consumer records, they must be opened. There are two ways to do this:
From Download List
1. Click the Downloaded tab
2. Click Open next to the consumer record
By Searching
1. Click the Search tab
2. Begin typing the first or last name of the consumer, their ID or their phone number
a. As you type, the list changes, narrowing down the list of records that meet the
criteria
b. Find the consumer record in the list and click Open
When you search for records, you’ll see a list of first and last names that meet the
criteria. For example, if you type “Mit” in the Search field, consumer records with
the names of Mitchell, and Smith are displayed, because their names both contain
the sequence of letters “Mit.”
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Mobile Assessments
Assessments
Assessments work the same in the Mobile Assessments program as they do when you’re working
directly with SAMS.
Add a New Assessment
First, open the consumer record. To add a new Assessment:
1. Click New within the consumer record
a. The New Assessment screen is displayed
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Mobile Assessments
2. Select the appropriate Assessment Form
3. Select other options on the screen, if necessary
4. When finished, click Open
Open Assessments
If you’re adding a new Assessment, you can open it directly from the New Assessment screen. To
open an existing Assessment, open the consumer record first.
1. Within the consumer record, locate the form
2. Click Open
3. You can then work with the Assessment as usual
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Mobile Assessments
Navigate Assessments
Moving around Mobile Assessments is very similar to how you use them in SAMS. However, the
method of navigation depends on the mobile device you use. Like SAMS, Mobile Assessments
includes tools to help you quickly find information.
Assessment Navigation Panes
The first navigation pane is located on the top right side of the screen. It displays the various
sections of the assessment form. To jump to another section, click the section in the pane.
The second navigation pane is located in the lower right side of the assessment screen. You can
easily jump to questions that are unanswered or are required within the assessment. It also includes
buttons to move forward or backward.
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Mobile Assessments
Enter Assessment Details
Next, Assessment details are entered. Depending on the Assessment form your organization uses,
the questions may be different from the screenshot below. There are several ways of responding to
questions; the table below describes them.
Question Response Type
Description
Single Select
Only one response can be selected at a time
Multi Select
More than one response can be selected at a time
Free-form Text
You can type information into the field. Note that a character count is
displayed as you type.
Calendar
You can select a date from the calendar
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Mobile Assessments
1. For each question, select the best response
a. A green checkmark is displayed to the right of the question, indicating it has been
answered
To add a note to the question:
1. Move the cursor into the relevant question section
2. A Note hyperlink is displayed
3. Click the hyperlink and type a note
4. Click OK to save the record
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Mobile Assessments
A paper clip icon is displayed, indicating a note is attached.
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Mobile Assessments
as
Save Records
Once the Assessment questions have been answered, it must be saved.
1. On the Assessment toolbar, click Save to save the record and keep it open, or Save and
Close to save the record and also close it.
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Mobile Assessments
Other Assessment Functions
When you work with Assessments, there are additional functions on the Assessment toolbar.
Narrative
You can keep a running journal of the events surrounding the case from the Narrative section.
Within the narrative, press Shift+Enter to create a new line.
Edit
Press Edit to make changes to the Assessment Properties.
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Mobile Assessments
History
Click History to display an account of the consumer’s previous responses to the question.
Notes
To display notes that have been made for each question, click Notes. They are displayed beneath
each question.
Properties
The Properties button displays additional detail about a question.
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Mobile Assessments
Register Consumers
Registering a new consumer is easy. The next time you log into Mobile Assessments with an internet
connection, the new record is automatically added to the SAMS database. It should be noted that
the ability to add consumers is managed by your SAMS User Access Role.
1. In the menu bar, click Register
2. A blank consumer registration form is displayed
3. Enter the consumer data
4. When you are finished, click Register
a. The record is saved to your mobile device
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Mobile Assessments
Remove Consumer Records
It is important to manage the downloaded records on your mobile device. As a general rule, when
you’re finished working with your consumer and their assessments, and you have successfully
synchronized data, remove the record.
•
Records contain confidential information that needs to be safeguarded.
•
If you keep many records on your mobile device, it can be time-consuming to synchronize
them with SAMS.
•
Records accumulate and can take up valuable space on your device.
•
When using mobile devices, it is easier to scroll through short, rather than long lists.
You can also delete consumer records from SAMS, which is described in the next
section, beginning on page 27. When you are removing or deleting records, read the
confirmation message carefully before clicking OK.
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Mobile Assessments
Remove One Consumer Record
You can remove one or many records from your mobile device. This does not affect the Mobile
Assessments application, just the records belonging to consumers.
To remove a consumer record:
1. On the menu bar, click Downloaded
2. Click the arrow next to the Open button
3. Click Remove From Device
4. Click Remove
a. A confirmation message is displayed; click Remove
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Mobile Assessments
Remove All Consumer Records
To remove all consumer records from your mobile device:
1. In the menu, click Downloaded
2. Click Remove All From Device
a. A confirmation message is displayed, click Remove
b. A message is displayed: Offline Data Synchronization complete
Remember, you are not deleting consumer records from SAMS; you are only
removing them from your mobile device!
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Mobile Assessments
Delete Records
Depending upon your permissions within SAMS, you may be able to permanently delete consumer
records from SAMS, using your mobile device.
1. Open the downloaded consumer record
2. Click the down arrow next to the More tab
3. Click Delete
a. A confirmation message is displayed
4. If you are sure you want to delete the consumer from the SAMS database, click Yes
Best Practices recommend that you check with your Administrator for record
management guidelines.
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Mobile Assessments
Manage Notifications
Notifications are alerts that require attention. When there is a notification, a red number is
displayed on the Notifications tab and a message is displayed at the bottom of the screen when
synchronization takes place.
1. In the menu bar, click Notifications
2. The record(s) is displayed. In the screenshot below, an Assessment was modified, but not
saved.
a. Click Save to save changes to the record, or Revert to discard changes
b. If Revert is selected, a validation message is displayed
c. Click Yes
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Mobile Assessments
Remove All Data & Records
If you are planning to replace your mobile device, you must remove all consumer records and the
Mobile Assessments application.
1. Click your user name in the upper right corner of the Mobile Assessments application
2. Select My Settings
3. Click Clear Data
4. At the confirmation message, click Yes
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Mobile Assessments
Summary
In this Mobile Assessments training, you learned:
How to log into the application
How to create bookmarks and shortcuts for your device
The process for synchronizing consumer records
How to work with consumer records while offline
How to create and edit Assessments
The process for removing records from your mobile device
The process for deleting records from SAMS
How to manage notifications
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