Info

Background

The Case Teams feature was created to help Transfer Center Agents better manage and group patients they are working on. This feature can be especially helpful for customers that have multiple command centers spanning different markets/divisions in a variety of geographical locations.

Key Feature Summary

Specialized Teams and Case Assignment:

Teams Definition: Organizations can define and manage specialized teams within the transfer center based on services, geography, or other relevant dimensions.
Default Team Assignment: Individual agents can set a default team, and the system automatically populates the "Team" field based on this default setting when creating a case.

Sorting and Filtering:

Team-Based Sorting: Cases can be sorted and filtered based on the assigned team, allowing agents and administrators to focus on specific subsets of transfers handled by specialized teams.
Flexible Criteria: Organizations can configure teams based on their specific operating model, ensuring flexibility in sorting and filtering based on different dimensions.

Reporting and Analytics:

Team-Specific Reporting: Data related to specific teams can be integrated into reporting tools, allowing for analysis and performance assessment at a granular level.
Customizable Metrics: Organizations can define and track metrics relevant to each specialized team, ensuring that reporting aligns with their unique goals and priorities.

Dictionary Management:

Configurable Teams Dictionary: Organizations can manage teams through a dictionary, ensuring easy configuration and updates as operational needs evolve.

Team Dictionary Management:

Admin Access: Administrators at the customer organization can create and maintain a team dictionary.
Restricted User Input: Individual users are restricted from inputting arbitrary values for teams.
User-Specific Team Selection: Individual users can select a team from the predefined list for that specific case.
Default Team Assignment: User’s can manage their team assignment

Grid Sorting and Filtering:

Team-Specific Sorting: Individual users can sort and filter the grid by team, allowing them to focus on cases relevant to their assigned or preferred team.
Enhanced Focus: For example, a Transfer Center Agent can easily focus on cases specific to their team.

New Column for Team Information:

UI Enhancement: A new column is added to the Transfer IQ® interface to display and highlight the team associated with each transfer case.

Reporting in Data IQ®:

Team-Based Reporting: Transfer Center leadership can generate reports within the Data IQ® tool to analyze how different transfer case teams are being utilized.
Operational Efficiency Monitoring: The reporting functionality can also help identify cases that are being passed between multiple teams multiple times.

Workflow assumptions

Enterprise Structure: The enterprise structure should be configured based on how the organization organizes facilities, markets, and regions. It should not include fake or "holding" facilities based on specialty. The team configuration would be a better way to handle this.
Geographic Filtering: Large transfer centers can divide their active cases by the geographic area of the referring or target facility by filtering the active cases list by facility. They could configure regional "Teams" if they divide work in the transfer center differently from their Enterprise Structure or if they need to assign a case to a regional team before referring or target facilities have been selected on the case.
Case Owner Filtering: Filtering by "case owner" is not a practical way to track subsets of specialized cases. Every case must have a case owner, but the TC agent who is the "owner" of a case may work in multiple specialized roles, and agents in a large transfer center may not know the usual role of every other agent.
Team Assignment: Regardless of how an organization configures teams, a case can only be associated with one team at a time. Assigning a case to multiple teams would make it hard for those teams to know which team needs to "own" the case, which is why it is not currently allowed.

Functionality

High Level

When a transfer case is created a team will be automatically assigned if that user has selected it on their profile.
Teams can be changed at any time on transfer cases
Teams can be changed at any time for user profiles
Utilize the Team Column to streamline workflow.

Adding the Case Teams Column

A new column is available to identify a team assigned to a case.
Add the Case Teams Column and save to your default view. Reference Add/Remove Columns

Adding a Team to the Dictionary

An admin at a customer organization can manage their teams dictionary.
Determine the strategy for your teams (Geography, Clinical Specialty, …)
Add unique names for your team. Reference Create Dictionary Items| Edit Dictionary Items

Associate Default Teams

Teams are managed at the user level and are configured on the user profile page

The user profile page can be navigated to by clicking on your name in the upper right corner.
The default team is associated in the Team Settings.
Only one default team can be assigned at a time.
Associated teams can be changed at any time.
Successfully updating a team in the User Profile can be verified by the green notification.

Validating Team Assignment Functionality

When you go to create a new case your default team will automatically be populated.

Basic Case Functionality

Team will now show at the top to the right of the case owner.
There is no asterisk, so the field is not required.
Team can be blank if there is no team assigned to the user when the case is created
The field can be edited by any users with edit access, you do not have to be a member of a team to change the team.
The team will be changed on case save.
Individual users and the transfer center can use this field to identify the team that is currently responsible for a transfer case.

Filtering with Teams

You can select multiple teams or just one team
- Example: We select Acute Medical and Central Region as the Teams. All results will only show cases assigned to those teams.