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== Changes == === Requisition Form === * '''Reworked Requisition Approval Form:''' ** '''Added''': Checkbox to allow back-and-forth communication between navigator, manager, and GM. ** '''Added''': Warning for Finance to update total family spend after payment ** '''Prepopulated Data:''' *** Request Narrative *** Approver comments ** '''Not Prepopulated:''' *** Need more info/ Send for approval checkbox ***Send to GM for approval checkbox '''Legend:''' * Green = Prepopulated * Red = Not Prepopulated ==== '''Updated Requisition Process Flowchart''' ==== '''Legend:''' <br> <span style="background-color: #4e914e">Green</span> = Kotahi <br> <span style="background-color: #eb4910 ">Orange</span> = Penelope [[File:Beforereq.png|thumb|Requisition form before the update|383x383px]] [[File:Afterreq.png|thumb|Requisition approval form updated|425x425px]] <div style="display: flex; flex-wrap: wrap; justify-content: space-between;"> <div style="width: 73%;"> ''' Before back and forth functionality: ''' <mermaid> %%{init: {'theme': 'default', 'flowchart': {'useMaxWidth': false}, 'logLevel': 'debug', 'securityLevel': 'loose', 'themeVariables': {'fontSize': '8px', 'nodeSpacing': 20, 'rankSpacing': 20}} }%% flowchart TB subgraph N0[<b>Navigator prepares requisition] direction TB N1[Complete budget]:::none-.-> N2[Collate invoice/receipts]:::none-.-> N3[Enter Penelope requisition info]:::penelope N4[Begin Requisition form]:::kotahi end subgraph K0[<b>Kotahi requisition] direction TB K1[Check 'date of last <br>MAST' is correct]:::kotahi-.-> K2[Update requisition details]:::kotahi-.-> K3[Upload Budget/invoice PDF]:::kotahi-.-> K4[Select Team Lead]:::kotahi-.-> K5[Save form]:::kotahi end subgraph TL0[<b>WO Team Lead] direction TB WA1[Review requisition]:::kotahi-.-> WA2[Note recommendation/<br>adjust values]:::kotahi-.-> WA3[Save approval form]:::kotahi end subgraph GM0[<b>GM] direction TB GM1[Review requisition]:::kotahi-.-> GM2[Note recommendation/<br>adjust values]:::kotahi-.-> GM3[Update family total spend]:::kotahi-.-> GM4[Save approval form]:::kotahi end subgraph F0[<b>Finance] direction TB F1[Access invoice data]:::kotahi-.-> F2[Arrange payment]:::kotahi-.-> F3[Close Payment Task]:::kotahi end N2-.->N4 N4-->K1 K5-- TL Notification -->TL0 WA3--GM Notification -->GM0 GM4--Finance Notification -->F0 classDef kotahi fill:#99cc99 classDef penelope fill:#eb4910,color:lightgrey classDef none fill:#ffffff </mermaid> </div> <div style="width: 73%;"> ''' After: ''' <mermaid> %%{init: {'theme': 'default', 'flowchart': {'useMaxWidth': false}, 'logLevel': 'debug', 'securityLevel': 'loose', 'themeVariables': {'fontSize': '8px', 'nodeSpacing': 20, 'rankSpacing': 20}} }%% flowchart TB %% Set direction inside subgraphs to ensure vertical alignment subgraph N0[<b>Navigator prepares requisition] direction TB N1[Complete budget]:::none-.-> N2[Collate invoice/receipts]:::none-.-> N3[Enter Penelope requisition info]:::penelope N4[Begin Requisition form]:::kotahi end subgraph K0[Kotahi requisition] direction TB K1[Check 'date of last MAST' is correct]:::kotahi K2[Update requisition details]:::kotahi K3[Upload Budget/invoice PDF]:::kotahi K4[Select Team Lead]:::kotahi K5[Save form]:::kotahi end subgraph TL0[WO Team Lead] direction TB WA1[Review requisition]:::kotahi WA2[Note recommendation/adjust values]:::kotahi WA3[Save approval form]:::kotahi end subgraph GM0[GM] direction TB GM1[Review requisition]:::kotahi GM2[Note recommendation/adjust values]:::kotahi GM3[Save approval form]:::kotahi end subgraph F0[Finance] direction TB F1[Access invoice data]:::kotahi F2[Arrange payment]:::kotahi F3[Update family total spend]:::kotahi F4[Close Payment Task]:::kotahi end %% Adjust connections to reduce width N4 --> K1 --> K2 --> K3 --> K4 --> K5 K5 -- TL Notification --> WA1 WA1 --> WA2 --> WA3 N2-.->N4 WA3 -- Approved --> GM1 GM1 --> GM2 --> GM3 GM3 -- Finance Notification --> F1 WA3 -- Info Needed --> K2 F1 --> F2 --> F3 --> F4 %% Class definitions classDef kotahi fill:#99cc99 classDef penelope fill:#eb4910, color:#ffffff </mermaid> </div> </div> === Eye & Hearing Pathway Form === * '''Reworked Eye & Hearing Pathway Form:''' ** '''Removed''': 'Send for approval' dropdown box that sent notification to Team Leader. ** '''Added''': Checkbox to allow Navigator to send form as a task to Team Leader and to allow back-and-forth communication between navigator, Team Leader, and GM. ** '''Added''': Warning for Finance to update total family spend after payment ** ''Changed''': Details text box and Approval details text box from 'Text Field' to a 'Text Area' to allow more space for comments between users ** '''Prepopulated Data:''' *** Quote file βοΈ *** Quote amount & details βοΈ *** Approver comments βοΈ ** '''Not Prepopulated:''' *** Send for approval checkbox β ***Send to GM for approval checkbox β '''Legend:''' * Green = Prepopulated * Red = Not Prepopulated ==== '''Updated Eye & Hearing Process Flowchart''' ==== '''Legend:''' <br> <span style="background-color: #4e914e">Green</span> = Kotahi <br> <span style="background-color: #aeaeea">Blue</span> = Other [[File:Ehpbefore.png|thumb|372x372px|Eye hearing pathway form before update]] [[File:Afterehp.png|thumb|Updated eye hearing pathway form]] <div style="display: flex; flex-wrap: wrap; justify-content: space-between;"> <div style="width: 73%;"> ''' Before: ''' <mermaid> %%{init: {'theme': 'default', 'flowchart': {'useMaxWidth': false}, 'logLevel': 'debug', 'securityLevel': 'loose', 'themeVariables': {'fontSize': '8px', 'nodeSpacing': 20, 'rankSpacing': 20}} }%% flowchart TB subgraph C0[<b>Health clinic] direction TB C1[Indici enrolment]-.-> C2[Book screening appt]-.-> C3[SMS reminder] end subgraph WN0[<b>WO Navigator] WN1[Needs assessment]:::kotahi WN2[Monitor progress]:::kotahi-.-> WN3[Update spend]:::kotahi GP3[Exit from pathway]:::kotahi end subgraph GP0[<b>Clinician] direction TB GP4[Complete screening]-.-> GP5[Email outcome<br>notification]:::none end subgraph WA0[<b>WO Admin] direction TB WA1[Book Specsaver<br>appt]:::kotahi-.-> WA2[Record quote detail]:::kotahi end subgraph TL0[<b>WO Team Lead] direction TB TL1[Triage quote]:::kotahi-.- TL2[GM Approval]:::kotahi end WN1--Task notification-->C1 C2-.Coordinate if transport/<br>translation needed .-WN1 C0-->GP4 GP5-. PASS .->GP3 GP5-. FAIL .->WA0 WA2-->TL0 TL2-->WN2 WN3-.->GP3 classDef kotahi fill:#99cc99 classDef none fill:#ffffff </mermaid> </div> <div style="width: 90%;"> ''' After: ''' <mermaid> %%{init: {'theme': 'default', 'flowchart': {'useMaxWidth': false}, 'logLevel': 'debug', 'securityLevel': 'loose', 'themeVariables': {'fontSize': '8px', 'nodeSpacing': 20, 'rankSpacing': 20}} }%% flowchart TB %% Define classes for styling classDef kotahi fill:#99cc99 classDef none fill:#ffffff classDef smallStyle font-size:8px, padding:4px %% Subgraphs representing different roles subgraph C0[<b>Health Clinic] direction TB C1[Indici enrolment] C2[Book screening appointment] C3[SMS reminder] end subgraph WN0[<b>WO Navigator] direction TB WN1[Needs assessment]:::kotahi WN2[Monitor progress]:::kotahi WN3[Update spend]:::kotahi GP3[Exit from pathway]:::kotahi end subgraph GP0[<b>Clinician] direction TB GP4[Complete screening] GP5[Email outcome<br>notification]:::none end subgraph WA0[<b>WO Admin] direction TB WA1[Book Specsavers<br>appointment]:::kotahi WA2[Record quote details]:::kotahi end subgraph TL0[<b>WO Team Lead] direction TB TL1[Review quote]:::kotahi TL2[Note recommendation/<br>adjust values]:::kotahi TL3[Save approval]:::kotahi end subgraph GM0[<b>GM] direction TB GM1[Review quote]:::kotahi GM2[Note recommendation/<br>adjust values]:::kotahi GM3[Save approval]:::kotahi end %% Define connections WN1 -- "Task notification" --> C1 C2 -. "Coordinate transport/<br>translation if needed" .- WN1 C0 --> GP4 GP4 --> GP5 GP5 -. "PASS" .-> GP3 GP5 -. "FAIL" .-> WA1 WA1 --> WA2 WA2 -- "TL Notification" --> TL1 TL1 --> TL2 --> TL3 TL3 -- "Approved" --> GM1 GM1 --> GM2 --> GM3 GM3 -- "Approved" --> WN2 GM3 -- "Not Approved" --> TL1 TL3 -- "Info Needed" --> WA2 WN2 --> WN3 WN3 -.-> GP3 %% Class definitions for styling classDef kotahi fill:#99cc99 classDef none fill:#ffffff </mermaid> </div> </div> === Dental Pathway Form === * '''Reworked Dental Pathway Form:''' ** '''Removed''': 'Send for approval' dropdown box that sent notification to Team Leader. ** '''Added''': Checkbox to allow Navigator to send form as a task to Team Leader and to allow back-and-forth communication between navigator, Team Leader, and GM. ** '''Added''': Warning for Finance to update total family spend after payment ** ''Changed''': Details text box and Approval details text box from 'Text Field' to a 'Text Area' to allow more space for comments between users ** '''Prepopulated Data:''' *** Comments βοΈ *** Quote amountβοΈ *** Approver comments βοΈ ** '''Not Prepopulated:''' *** Send for approval checkbox β ***Send to GM for approval checkbox β '''Legend:''' * Green = Prepopulated * Red = Not Prepopulated ==== '''Updated Dental Pathway Process Flowchart''' ==== '''Legend:''' <br> <span style="background-color: #4e914e">Green</span> = Kotahi <br> <span style="background-color: #aeaeea">Blue</span> = Other <div style="display: flex; flex-wrap: wrap; justify-content: space-between;"> <div style="width: 73%;"> ''' Before: ''' <mermaid> %%{init: {'theme': 'default', 'flowchart': {'useMaxWidth': false}, 'logLevel': 'debug', 'securityLevel': 'loose', 'themeVariables': {'fontSize': '8px', 'nodeSpacing': 20, 'rankSpacing': 20}} }%% flowchart TB subgraph WA0[<b>WO Admin/Navigator] direction TB WA3[Refer to dental clinic]:::kotahi-.-> WA1[Book appt]:::kotahi WA2[Record quote detail]:::kotahi WA5[Book treatment]:::kotahi WA4[Update spend]:::kotahi end subgraph TL0[<b>GM] direction TB TL1[Triage quote]:::kotahi-.-> TL2[GM Approval]:::kotahi TL3[Review spend]:::kotahi end subgraph F0[<b>Finance] direction TB F1[Pick up invoice detail]-.-> F2[Payment] end subgraph D0[<b>Dental clinic] direction TB D1[Initial exam]-.-> D2[Return quote] D3[Treatment]-.-> D4[Invoice] end WA2-->TL1 TL2-->WA5 WA1--SMS reminder-->D0 D2-->WA2 WA5--SMS<br>reminder-->D3 D4--Approved<br>treatment-->WA4 WA4-->F0 D4--Unapproved<br>treatment-->TL3 D3-.Multiple<br>visits.->WA5 TL3-.->WA4 classDef kotahi fill:#99cc99 </mermaid> </div> <div style="width: 73%;"> ''' After: ''' <mermaid> %%{init: {'theme': 'default', 'flowchart': {'useMaxWidth': false}, 'logLevel': 'debug', 'securityLevel': 'loose', 'themeVariables': {'fontSize': '8px', 'nodeSpacing': 20, 'rankSpacing': 20}} }%% flowchart TB %% Define classes for styling classDef kotahi fill:#99cc99 classDef smallStyle font-size:8px, padding:4px %% Subgraphs representing different roles subgraph WA0[<b>WO Admin/Navigator] direction TB WA3[Refer to dental<br>clinic]:::kotahi-.-> WA1[Book appointment]:::kotahi WA2[Record quote<br>details]:::kotahi WA5[Book treatment]:::kotahi WA4[Update spend]:::kotahi end subgraph GM0[<b>GM] direction TB TL1[Review quote]:::kotahi TL2[Note recommendation/<br>adjust values]:::kotahi TL3[Save approval]:::kotahi end subgraph F0[<b>Finance] direction TB F1[Pick up invoice<br>details] F2[Process payment] end subgraph D0[<b>Dental Clinic] direction TB D1[Initial exam]-.-> D2[Return quote] D3[Treatment] D4[Invoice] end %% Apply styles to nodes class WA3,WA1,WA2,WA5,WA4,TL1,TL2,TL3,F1,F2,D1,D2,D3,D4 smallStyle %% Define connections with back-and-forth communication WA1 -- "SMS reminder" --> D0 D2 --> WA2 WA2 -- "GM Notification" --> TL1 TL1 --> TL2 --> TL3 TL3 -- "Approved" --> WA5 WA5 -- "SMS reminder" --> D3 D3 --> D4 D4 -- "Approved treatment" --> WA4 WA4 --> F1 F1 --> F2 D4 -- "Unapproved treatment" --> TL1 %% Back-and-forth communication TL3 -- "Info Needed" --> WA2 WA2 -- "Updated Info" --> TL1 D3 -. "Multiple visits" .-> WA5 classDef kotahi fill:#99cc99 </mermaid> </div> </div> [[Category:Update logs]]
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