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Kaiser Permanente - How to add facilities

Kaiser Permanente has a unique onboarding process.  To add new facilities to the account, we'll need to do various things to keep everything tied together and function properly. This article will outline the things required for a front end developer to add a new facility and have it function properly in Kaiser Permanente.

 

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First, we'll need to do our eC work.  I'll go over each step and provide screenshots where applicable.

1. We'll need to make sure the Facilities (organization) UDF's are set up and prepared for us to create our facility:

  • Service Area: This is a list of the various service areas this facility may belong to.  It will only belong to one.  Most likely, you will not need to add anything here; However, it may be necessary.  In this example, I'll just be adding it to San Jose's service area.
  • Associated Hospital: All of the options in this UDF are hospitals (medical centers).  All medical office buildings get tied to a hospital by virtue of this dropdown UDF.  If you're adding a medical office building then try to find the associated hospital in the options currently in this dropdown UDF.  If you don't see the hospital you want to associate your medical office building to OR if you are adding a hospital (medical center) then add the title of that hospital to this dropdown list of values now.  In this example, I'm going to add a value called Test Facility.associatedHospital.PNG

 

2. Our Facility UDF's are prepared, Now let's create our facility.  Most of the fields should be straight forward, but let's go over the more complex/custom fields:

  • Service Area: As outlined above, you'll need to select the service area you want your facility to be tied to.
  • Abbreviation: This will be a 3 character abbreviation for your facility.
  • Facility Type: Is this a Hospital (Medical Center) or a medical office building?
  • Associated Hospital: As outlined above, your value should be added to this list and will be ready to be selected here.
  • Volunteer Education/Facility Review Dashboard Method: Choosing online or in person changes the dashboard slightly for volunteers who apply for this facility.  This defaults to in person and effects the orientation step for volunteers.  We will go over this more later.  If unsure, leave as In Person.
  • Here is what my finished test facility looks like:

****NOTE - If your facility added is tied to an existing medical center then you may skip to step #4 ****

3. Now let's switch tabs to Opportunities and let's create the opportunities needed for this new Medical Center.  Every Medical Center requires 4 custom opportunities to be made that the volunteers will utilize during their onboarding process.  Those 4 opportunities are: Interview, Orientation, Employee Health and Training: VE/FR.  Let's go over each one of those:

  • Interview: Create a new opportunity and title it "Interview, Test Facility".  Under "Main Info" tab, make sure the "Opportunity Type" is set to "Interview".  Tie this opportunity to our new facility under the "Facility" tab.  Fill out the rest of the fields as the client wants them.  Next, we'll need to create schedule slots for the orientation.  ****Warning - If a volunteer gets to the step to sign up for an interview and there are no slots created -> the vol will be placed into the opportunity and not signed up for an interview schedule slot.****  If you do not know when the schedule slots should occur, create one in the future and place a test volunteer into it.  This way, if a volunteer gets to this step and tries to sign up for an interview, the recruiter will say that the shifts are all full.
  • Orientation: Same as above, Create a new opportunity and title it "Orientation, Test Facility".  Under "Main Info" tab, make sure the "Opportunity Type" is set to "Onboarding:Orientation".   Tie this opportunity to our new facility under the "Facility" tab.  Fill out the rest of the fields as the client wants them.  Next, we'll need to create schedule slots for the orientation.  ****Warning - If a volunteer gets to the step to sign up for an orientation and there are no slots created -> the vol will be placed into the opportunity and not signed up for an orientation schedule slot.****  If you do not know when the schedule slots should occur, create one in the future and place a test volunteer into it.  This way, if a volunteer gets to this step and tries to sign up for an orientation, the recruiter will say that the shifts are all full.
  • Employee Health:Create a new opportunity titled: "Employee Health, Test Facility".   Under "Main Info" tab, make sure the "Opportunity Type" is set to "Onboarding: Employee Health".  Some important fields to note on this opportunity are (Under Contact Info):  Address 1, Address 2, City, State, Zip, Contact Person, Day Phone and Email Address.  These bolded fields display to the volunteers on the front end with the information in this opp profile.
  • Training: VE/FR: Create a new opportunity titled: "Training: VE/FR, Test Facility".   Under "Main Info" tab, make sure the "Opportunity Type" is set to "Training: Annual Education/Facility Review".  Clients should have attachments to upload here for their trainings. No volunteer signs up for this opportunity.  Under Website tab, make sure the "Hide Sign Up Button" UDF is checked.  You may have to uncheck "Do you want this opportunity to be hidden from the public on the website (eRecruiter)?" to show the field. training.PNG

 

 4.  Now finally switch tabs to Volunteers.  We'll add our new facility to the UDF "Application Questions" : "Preferred Facility".  If you're adding a new Hospital (Medical Center) then you also need to add our new facility to the UDF "Application Questions" : "Medical Center".

 

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*** The rest will be created by a front end tech. ***

 5. The functions that need to be added to are:interviewOpp, orientationOpp, ohsForm, trainingTwo and trainingTwoOpp.  In each of these functions, follow the javascript switch case structure to add your new facility.  The value of oppID will be equal to the opportunity ID for each respective opportunity.

  •  interviewOpp: the value of oppID is equal to the opportunity ID of the Interview opp created for this facility in step 3.
  •  orientationOpp: the value of oppID is equal to the opportunity ID of the Orientation opp created for this facility in step 3.
  •  ohsForm: the value of oppID is equal to the opportunity ID of the Employee Health opp created for this facility in step 3.
  • trainingTwo and trainingTwoOpp: the value of oppID is equal to the opportunity ID of the Training: VE/FR opp created for this facility in step 3.

 

 6. Everything should be set up and working.  The facility should be automatically added to the volunteer application search and all onboarding steps should be fully functional.

 

 

 

 

 

 

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