Acuity One45 - Phase 2 Sendout Process

After setting up the evaluation workflow, the Sendouts function allow users to perform the release of clinical assessments. The Sendouts feature cannot be set up in advance and will require a user to perform the sendout at the appropriate time.

It is important to remember that when forms are attached to rotation, the Evaluation Workflow set up specified how many days before the end of that rotation each form should be sent. Therefore the block sendout is a go-ahead to Acuity One45 to send the forms when appropriately scheduled. (e.g., 3 days after the start of the rotation, 7 days before the end of the rotation, etc.). 

1. Navigate to the sendout feature, by clicking Sendout in the Header menu. 
   
   
   
2. Each row of rotations scheduling will have a menu option in the left blue menu. For example, an event scheduled in the week to week rotation schedule will have a sendout option called "weekly". Whereas an event scheduled in the 6-week rotation rows will have a sendout option called "6 weeks". (Updated naming conventions are to be announced shortly.
   
   
   
   
   
3. Click on the correct sendout option in the left blue menu. 
   
   
   
4. After clicking on the sendout option, a grid schedule will appear. The schedule will show sendout blocks in the specific time blocks (e.g. weekly, 6-weeks, etc.) in chronological order. The blocks will also display the date range of the sendout. 
   
   
   
5. Click on the block of the sendout. The block will highlight in a red border and the sendout menu will appear to the right of the block grid. 
   
   
   
6. To start the first step of the send out process, click Start. 
   
   
   
7. Users may skip a sendout period. To do this, review the sub-menu below "Skipping Block Sendouts"
8. The Review & Confirm screen will appear. This screen will list the rotations which are to receive assessments for the particular sendout block. Due to the level of granularity of the assessment environments (e.g. Phase 2 | MSH | INM) only the sendout for the specific location and specialty/child course should appear. 
9. Ensure all rotations look correct on this screen. There is also a check box under Send, to allow email notifications. Check this box if email notifications should notify assessors.
   
   
   
   
10. When the rotation data and notification preference are correct, click Send to send out the evaluations. As a reminder, forms will send out as directed by the evaluation workflow.
11. A summary of the sendout will appear after clicking Send. It includes a record of the emails that failed, which forms were sent and when.
    
    
    
12. The block within the grid will also change to a progress bar. 
    

Skipping a Block Sendout

Rollback a Skipped Block

If a Sendout has been sendout and no forms have been completed, sendouts may be rolled back. 

1. Navigate to the sendout feature, by clicking Sendout in the Header menu. 
   
   
   
2. Each row of rotations scheduling will have a menu option in the left blue menu. For example, an event scheduled in the week to week rotation schedule will have a sendout option called "weekly". Whereas an event scheduled in the 6-week rotation rows will have a sendout option called "6 weeks". (Updated naming conventions are to be announced shortly.)
   
   
   
   
   
3. Click on the correct sendout option in the left blue menu. 
   
   
   
4. After clicking on the sendout option, a grid schedule will appear. Click on the appropriate block. 
5. The block will highlight in red and the Send Out menu will appear to the right of the grid. 
   
   
   
6. Click the Rollback button - the button will only appear for blocks where no forms have been completed:
   
   
   
7. NOTE: If the rollback button does not appear, forms have been completed and the rollback cannot be completed without administrator assistance. Please contact the Acuity Support Team for assistance. 
8. A new menu will pop up as a confirm of the rollback. Click Submit.
   
   
   
9. The rollback is now complete. Changes can be made to the block, and the send out can be re-initiated.

Once block sendouts have occurred, users are bale to monitor the response rates of learners and faculty. 

1. 1. Navigate to the sendout feature, by clicking Sendout in the Header menu. 
      
      
      
   2. Each row of rotations scheduling will have a menu option in the left blue menu. For example, an event scheduled in the week to week rotation schedule will have a sendout option called "weekly". Whereas an event scheduled in the 6-week rotation rows will have a sendout option called "6 weeks". (Updated naming conventions are to be announced shortly.)
      
      
      
      
      
   3. Click on the correct sendout option in the left blue menu. 
      
      
      
   4. After clicking on the sendout option, a grid schedule will appear. Click on the appropriate block. 
   5. Blocks will appear in chronological order. Each block that has already been sent has a progress bar. The progress bar is a visual representation of the form completion level for each block. If the progress bar is red, there are still evaluations that need to be completed. 
      
      
      
   6. If the progress bar is grey and there is a checkmark, all of the sendouts for that block have been completed.
      
      
      
   7. To review more details about a block's progress, click on the block. The sendout menu will appear to the right of the grid with additional information about the sendout.
      
      
      
      • • [1] Form Completion Percentages
          
          
        • [2] A Complete record of all the forms for the block, the rotations they were sent for, and the dates they were sent
          
          
        • [3] Form search links that give detailed information on the specific forms sent for the whole block (view all) or the specific rotation (view).
          
          • View All: The Form Search Result page will open with the list of forms that have been sent for this block sendout
            To see more information about the form search results, please visit the Form Search Results knowledgebase Document. 
            
            
   8. Please note that the Send Schedule details (bottom portion of the Send Out Info) only includes data from that specific sendout BUT the Form Stats detail (top portion of the Send Out Info) also includes data from any of the forms sent with dates that span over the time of that block.

For questions and support, please email: AcuityONE45Support@med.wisc.edu.