Whanau ora/Tupaia 20241030

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Workflow Improvements[edit | edit source]

  • Added Functionality:
    • Implemented back-and-forth communication for the following forms:
      • Eye/Hearing Pathway
      • Requisition Approval
      • Dental Pathway
  • Form Changes/Fixes:
    • Eye/Hearing Pathway Form now sends approval as a task instead of a notification to Team Lead.
    • Dental Pathway Form 'approved amount' text box fixed to be prepopulated
  • Form Name Changes:
    • Requisition Form will now be called Requisition Submission Form
    • Requisition Approval will now be called Requisition Approval Form

Changes[edit | edit source]

Requisition Form[edit | edit source]

  • 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[edit | edit source]

Legend:
Green = Kotahi
Orange = Penelope

Requisition form before the update
Requisition approval form updated
    Before back and forth functionality: 
  

%%{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



    After: 
   

%%{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

Eye & Hearing Pathway Form[edit | edit source]

  • 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 ✔️
      • Quote amount & details ✔️
      • Approver comments ✔️
    • Not Prepopulated:
      • Send for approval checkbox ❌
      • Send to GM for approval checkbox ❌

Legend:

  • Green = Prepopulated
  • Red = Not Prepopulated

Updated Eye & Hearing Process Flowchart[edit | edit source]

Legend:
Green = Kotahi
Blue = Other

Eye hearing pathway form before update
Updated eye hearing pathway form
    Before: 
  

%%{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



    After: 
   

%%{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

Dental Pathway Form[edit | edit source]

  • 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 ✔️
      • Quote amount✔️
      • Approver comments ✔️
    • Not Prepopulated:
      • Send for approval checkbox ❌
      • Send to GM for approval checkbox ❌

Legend:

  • Green = Prepopulated
  • Red = Not Prepopulated

Updated Dental Pathway Process Flowchart[edit | edit source]

Legend:
Green = Kotahi
Blue = Other 


    Before: 
  

%%{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





    After: 
   

%%{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
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