Teams Set Up

  1. Home
  2. Teams
  3. Teams Set Up

Set up and use NPA Teams

This document will show the user how to create groups consisting of multiple staff members and clients via Teams.

Some of the key features of Teams are:

  • The ability to create teams consisting of Staff and Clients working together across multiple offices.
  • Define and assign identifiers, or Smart Tags, to teams.
  • Set relationships between Staff and Clients per team.
  • Identify and specify Staff caseload.
  • Assign multiple Supervisors to a Staff per team.
  • Assign placeholder/Temporary Staff to a Client and vice-versa.
  • Track team efficiency and performance with the help of team reports.
  1. On the main screen of NPAWorks, click on the Teams icon on the Home Banner.
    NPA Teams will now be displayed. Let’s start by creating a new team and adding smart tags.
  2. To begin, click on the Create team icon (‘+’) located in the upper right corner of the window.
  3. The Create Team window will be displayed. Here the user can enter the team’s information.
    1. Team Name – Enter a name to identify the team.
    2. Effective Start Date – This is a required field and needs to be when the team goes into effect.
    3. Effective End Date – This is also a required field to indicate when the team will no longer be active.
    4. Team Status – This will automatically be entered by the system once the effective start and end dates have been entered.
    5. Team Description – Enter a description for the team.
    6. Office – Select which office(s) this team will be associated with.
    7. Drives Caseload – Toggle this option ‘on’ if the team will drive caseload rules.
    8. Smart Tags – Here tags can be added that are associated with the team. We will go into Smart Tags further in the following section.
    9. Save – Click on this button to save the new team.

    Let’s take a moment to review Smart Tags.

    Smart Tags is a way to group or identify teams. There are two parts to Smart Tags, the name and value. An example would be a Smart Tag named Therapy with the Smart Tag Values of Speech, OT, and ABA. Note, there will be more functionality added to this portion of Teams with later releases and features.

    There are three different ways to access Smart Tags.

  4. The first way Smart Tags can be accessed is from the main window of NPA Teams. Click on the Global Team Setting icon on the lower left corner of the screen. Here existing Smart Tags can be viewed, edited, or a new one can be created.

    1. Click on an existing Smart Tag to view its name and value.
      1. Click on the edit button to make changes to the Smart Tag.

        1. Here the user can edit the name.
        2. Add a Smart Tag Value.
        3. Edit or remove a value.
        4. Click on the save icon to save the changes that have been made.

    2. Click on the add button to add a new Smart Tag.

      1. Enter Smart Tag Name
      2. Enter Smart Tag Value
      3. Click on Save to create the Smart Tag.

  5. The next way to view or create a Smart Tag is from the side panel. First, select a team.
    1. Then click on the side panel arrow in the upper right of the screen to expand the Smart Tag panel.
      1. Here the user can toggle Smart Tags on or off to add tags to the team.
      2. Once the Smart Tags have been selected you can click the Save button to keep your changes.
      3. Click on the Create button to be taken to the Global Team Settings in order to create a new Smart Tag.

  6. The last way to view or create a Smart Tag is from the side panel within the Team Information page.
    1. With a team’s information page displayed, click on the side panel arrow to expand the Smart Tag panel.
      1. Here the user can toggle Smart Tags on or off to add tags to the team.
      2. Once the Smart Tags have been selected you can click the Save button to keep your changes.
      3. Click on the Create button to be taken to the Global Team Settings in order to create a new Smart Tag.

Now, let’s review how to add a staff member or client to a Team.

  1. On the main page of NPA Teams, click on the team name
  2. The Team Information page will be displayed.
  3. Under Add Staff, use the search field to find a staff member to add to the team.
    1. Selecting the staff name from the search results will add the staff to the team.
    2. Repeat this step to add all of the team’s staff members.
  4. Under Add Client, use the search field to find the client’s name that will be added to the team.
    1. Selecting the client name from the search results will add the client to the team.
    2. Repeat this step to add all of the team’s client members.
  5. In some instances, like when building a caseload for a newly hired staff, a staff member and/or client has not been finalized to be added on the team. A pending staff and/or client can be added to the team until a permanent team member is determined.
    1. Click on the either the staff or client Pending button to add a pending staff or client respectively.
  6. Once all staff members have been added to the team,
    1. Click on a staff name to open the staff’s profile.
      1. Based off of the staff’s record in NPAWorks, the system will display the staff’s title, phone number, email address, and department.
      2. Temporary Team Member – Toggle this option on if the staff member is temporary.
      3. Effective Start Date – This is the start date of when the staff member joined the team.
      4. Effected End Date – This is the date of when the staff will no longer be a part of the team.
      5. Team Admin – Use this option to indicate if the staff member is considered an administrator, or supervisor, on the team.
    2. Staff’s Relations with Staff Members
      Staff team member relationships can only be defined in a top-down approach. This means you can identify who reports to a specific staff member from their profile and not the other way around. The other columns – Peer, Oversees and Description are disabled and auto-populated based on the selection made in the first column.

      1. Reports to Staff member – This would be the staff’s subordinate.
      2. Staff member’s Peer – This would be staff that are on the same level.
      3. Oversees Staff Member – This is the staff member’s supervisor. (Note, there is logic where the system will look at the other staff’s relationship and will automatically mark the staff as a peer and oversees if applicable.)
      4. Description – This area will show inherited relationships due to staff’s relationship with other staff members.
    3. Staff Works with the Following Clients
      1. Select which clients the staff works with.
      2. Description – This area will show inherited relationships. For example, if a staff’s subordinate works with a client, then the staff member will inherit that client and a description will be displayed stating which staff it was inherited from.
    4. Click on the Save button to save the changes that have been made.
  7. Moving on to the client portion of the team.
    1. Click on a client’s name to open the Client Profile.
      1. Based off of the client’s record in NPAWorks, the system will display Gender and Date of Birth of the client.
      2. Effective Start Date – This is the start date of when the client joined the team.
      3. Effective End Date– This is the date of when the client will no longer be a part of the team.
    2. Works with the Following Staff Members
      1. Select which clients the staff works with.
      2. Description – This area will show inherited relationships.
    3. The client’s contacts entered in NPAWorks will be listed at the bottom of the screen.
    4. Click Save button in the bottom right to keep your changes.

There will be times where either a staff or client will need to be replaced. For those situations, a pending staff or client can be put on a team.

To replace a staff member:

  1. Open an existing staff on a team.
  2. Click on ‘Replace With Pending’ to replace the selected staff
  3. Click save.
  4. Important notes to remember:
    1. This can also be done for a client within the client’s profile. The same steps apply.
    2. By replacing the staff with a pending member, the staff will now be removed from the client contact list and caseload.

With the release of NPA Teams, there have been updates to the Scheduling Genie and the creation of a few new Flex Reports.

First, let’s review the changes to the Scheduling Genie.

  1. With the Scheduling Genie open, there is now an option in the ‘Find Matching Staff’ section, titled ‘Include Staff from Client’s teams only’.
    1. Toggle ‘Include Staff from Client’s teams only’ ‘on’ to use this option.
  2. When the results are displayed, the algorithm will now only consider staff members that are in the same team as client.
    1. Note, the algorithm does take into account the overlap between the staff’s Effective Start and End dates and the search dates entered in the ‘Find Matching Staff’ section.

Was this article helpful?