Accessing Smartsheet

The CONREP Tracker application is located in Smartsheet.  When logging into Smartsheet (https://app.smartsheet.com/b/home ), select Sign in with Microsoft and then proceed to enter your Telecare credentials.

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Accessing the Tracker Application

Each CONREP program has their own dashboards for leadership, clinical, and RDO/VP roles. The dashboard will contain all information needed for each role.

See below for direct links to dashboards – you may want to bookmark this for easy reference. 

 Adding or Removing Access

Regional/VPs, Supervisors, and OCs can provide access to the Smartsheets.  Please note if an OC or Supervisor leaves, you may need to contact a user that has existing access such as an RDO to provide access. 

1. When you log into Smartsheet and click the folder icon in the left hand panel, you will see a listing of workspaces.

2. Click the associated workspace that needs to be shared (see table for reference) 

3. Click the Share button

4. Enter the user’s Telecare email address in the ‘Invite Collaborators’

5. Select the Permissions.  If it’s a user where you want to restrict them from sharing access with others, select ‘Editor – cannot share’.  Otherwise, select ‘Editor – can share’.  Please note if there are some users that you would like to view items but not edit the sheet, you can select Viewer access. 

6. Click ‘Share Workspace’

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Adding a New Client

1. If you need to add a new client, click on the ‘Add New Client Form’ in your associated dashboard.  Fill out all information and click ‘Submit’. 

2. The list of clients is stored in the Client List sheet shown on the dashboard.  A unique ID is shown for each client.  This ID will be sent for reference in email notifications. 

3. If you need to update information for the client after entering the information, you can click on the Client List sheet from the dashboard and make the edits that are needed.  Once you have edited, be sure to click the ‘Save button’. 

4. If a client is no longer active, change the ‘Client Status’ to ‘Inactive’

Court Report Workflow Process

Three weeks prior to the next quarterly or annual due date, a record gets created in the Court Report Tracker sheet.  See below visual for workflow.

The Clinician will receive an email indicating that the report has an upcoming due date.  See below for sample email.  Note the Clinician will also get a reminder 2 weeks prior to the due date indicating that the report should be submitted to leadership.

1. The Clinician will receive an email indicating that the report has an upcoming due date.  See below for sample email.  Note the Clinician will also get a reminder 2 weeks prior to the due date indicating that the report should be submitted to leadership in order to ensure that leadership has time to approve prior to the due date.

2. Once the Clinician is ready to have leadership review the report, click on the link to the report in the message of the email.  Add the link to the Court Report and check ‘Submit to Leadership’ in the associated row.  See below screenshots.  This information can also be updated via the Dashboard.

3. Once ‘Submit to Leadership’ is checked, the assigned supervisor will receive an approval request to either approve or decline the court report.

   1. If declined, the Clinician will get an email indicating they need to correct the court report and check the ‘Submit to Leadership’ checkbox again for the assigned supervisor to review.

   2. If approved, the MRT will get an email indicating they need to enter the Date Submitted, Method of Submission.

Updating Information

1. Once all due dates are in the past, the Clinician will receive an email to update the First, Second, Third, and Fourth Due Dates in the Client List Smartsheet. 

2. If the Clinician or Assigned Supervisor is no longer with the company, please ensure that you update those fields as well in the Client List Smartsheet.

3. If a Court Report needs to be completed by someone other than the primary clinician or reviewed by another supervisor, please update the Clinician and/or Assigned Supervisor in the Court Report Tracker Smartsheet.  This will ensure notifications go to the correct individual.

4. If there is a new MRT, you will need to update the Court Report Tracker Smartsheet by clicking on the Summary icon and editing the MRT email field.  See below screenshot.