Question

Photo of DJ Grick

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Tracking Hospital Visits

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We have a very active care team who works hard to ensure we have multiple people from our church visit anyone who is in the hospital. Our lead pastor was asking me if there is a way to track how the team is doing on a few different items. As I brainstorm this I wanted to see if anyone else had any input. Here’s what he wants:

  1. Track who we visited and how many times.
  2. Track who is doing the visitations (so we can see who is active on the team and who is just on not doing anything).

Has anyone set anything up like this in Rock? Suggestions?

Ideally we w would also want to be able to notify the team when someone is in the hospital and them be able to see when visits happen. 

  • Photo of Michael Garrison

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    You could do this with only a "request" workflow, though tracking number of visits for a specific person in this way would require a separate request each time...less than ideal.

    I would probably create a key/value person attribute where the key was the visit date and the value was the name of the visitor, so you can add an arbitrary number of date/name combinations. Similar to http://shouldertheboulder.com/snippet-benevolence-record-keeping/ .

    If you do go this way, I'd probably still use a "request" workflow to notify someone when there's someone in the hospital- I haven't tried it out yet but I think there's some new functionality in Rock workflows that would allow the "worker" getting the request to "snooze" the request after a visit also so they get periodic reminders- and can close the workflow only after their release.

    If you want to get really fancy, I think you could add a button to the input form that the worker interacts with that reads "I visited them today" and serves to snooze the request AND store a new key/value combination in the attribute automatically, since you'd already have both of the values needed for this operation.

  • Photo of Shawn Ross

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    DJ, you can definitely take Michael's suggestion and design a workflow for this need. However, I believe you have another option available.... The Connections function of Rock.

    How I believe this would work for your use-case:

    • Create a Connection Type or Opportunity for this (for example called "Hospital Visit")
    • When someone is in the hospital, a Connection Request is assigned for the person in the hospital. This could be started from a workflow
    • A connector is assigned for the Connection Request. This would be one of the pastoral staff
    • Once the follow-up process is complete (for example all visits completed and the person is no longer in the hospital or some other criteria) the pastor marks the Connection as 'Completed'

    Based on your description, Connections will have most of the functionality you're looking for if the pastors will be doing follow-up. Keep in mind that a particular Connection Request may only have one active Connector. A person may have multiple Connection requests, and the Connector can be re-assigned while a Connection Request is being managed.

    There are a couple other advantages for your situation I believe:

    • Connection Request show up on a person's profile page, making it easy at a glance to see any active requests, etc.
    • Connection Requests (and their 'Activities') have built-in support for the 'Future Follow-Up' feature you're implying the need for. 

    You can also link connection requests to Groups and Workflows!

    There a couple different ways to slice and dice your configuration needs with Connections depending on the nuance of how you want the interactions to work.  It's a very rich and flexible tool, so take a look at the documentation and let us know what you come up with