Internet Interpreting Scheduling System (I2S2) INTERPRETER USERS GUIDE

Version: 1.2.1.66

Introduction Fluency Inc. is pleased to present our customers and their language teams with a convenient and secure method to manage the scheduling of face-to-face interpreting services via our proprietary Internet Interpreter Scheduling System (I2S2). This Interpreter Users Guide will help you navigate the essential functions of the Interpreter Platform, which serves as the primary point of entry for interpreters. Please Note: Fluency programmers are continually updating and improving the I2S2, it is therefore important to remember that this Interpreter Users Guide may not reflect every aspect of the interpreting agency’s workflows, user’s interface, downloadable documents, and/or individual features of your database. Furthermore, this reference does not provide guidance on your organization’s policies with regard to accessing and working with the I2S2. For specific organizational policies, consult your supervisor for a complete understanding of how this scheduling and data management software should be used.

How to Use this Guide

This guide describes the basic functions of the links found in the Main Menu of the I2S2’s interpreter platform. Upon logging in with your assigned username and password, the welcome screen opens displaying the Main Menu on the left and the task screen on the right. The Main Menu is replicated below and serves as this guide’s table of contents. The items listed are hyperlinked, which means that if click on the item with your mouse, you will automatically be directed to the corresponding section in the guide. Interpreting Services Welcome, Interpreter

Internet Interpreter Scheduling System Appointments

Appointment Intake View My Schedule View My Folder View Available Appointments Time Finished Re-scanned Voucher Request

Reports Income Report Payment Report Interpreter Activity Summary Report

Interpreter Evaluation Summary Report My Profile

Time Off Not Working Area Change Password Interpreter Users Guide Downloads TERMS OF USE Logout In addition to the hyperlinked menu above, throughout this guide you will be intermittently directed to, “Click here” to open the task screen for detailed instructions on how to complete the task. When you click the word “here” you will be directed to the corresponding section in this guide. Each section in this guide begins with an underlined and highlighted Main Menu title in blue as shown in the example below.

Appointment Intake (Example)__________________________________________________________ ___ Below the underlined title of the section is a description of that section’s function along with screen shots of the task screen and instructions on navigating that particular screen. The Appointment Intake task screen below is a shortened example of the actual task screen. Appointment Intake Requester Information

Customer Category Medical

Customer

Clinic/Venue

Department

Save Cancel

At the bottom of the task screens are task buttons that have specific functions. The Save task button above is clicked after you have completed your Appointment Intake task screen and are ready to save the information. Each task button is replicated under the task screen and its’ function is explained as in the following example. Appointment Intake> Save Task Button (Example)

SaveThe task button headings are in smaller font than their task screen and task box counterparts for easier

reading. You will know what task is being described by the orange colored section in the title as in the above example. The arrow symbol > indicates that you have clicked to another screen. The path that you have taken is described in the title. For example, the above title indicates that you have clicked the Appointment Intake link in the Main Menu which opened the Appointment Intake task screen, then clicked the Save task button. View My Schedule > Revise Search Task Button > View My Schedule Search Criteria Task Screen (Example) Below the replicated task buttons and their descriptions, you will find sub-sections containing the new task screens triggered by some of the task buttons in the original task screen. This is an example of what the titles of the sub-sections look like. You will know what task is being described by the green colored section of the title, as in this example. The arrow symbol > indicates that you have clicked to another screen. The path that you have taken is described in the title. For example, this title indicates that you have clicked the View My

Schedule link in the Main Menu which opened the View My Schedule Search Results, then clicked the Revise Search task button which took you to the View My Schedule Search Criteria task screen. Getting Started: Request a username and password from your interpreter supervisor. The username and password will arrive in an automatic e-mail. It will also contain the I2S2’s URL address. The Internet Interpreter Scheduling System (I2S2) is accessed by entering this address into the address bar of your Internet Explorer browser (Versions 5, 6, 7, or 8v.1). The address will always begin with https://www.gofluently.com/ and will be followed by the interpreting services provider’s business name as assigned by the System Administrator. For example: https://www.gofluently.com/ABCLanguageCo. Upon entering the I2S2 URL address, the log-in screen as shown below will appear. Please enter your assigned username and password to gain access to the I2S2. Your initial password will be scrambled. It is very important to change your password to one only you will know and remember every time you enter the I2S2. LOGGING IN Below is the main log-in screen. It contains the interpreting services provider’s logo, contact information, and log-in procedures. Internet Interpreter Scheduling System Welcome to the Internet Interpreter Scheduling System for Interpreting Services. With an assigned User Name and Password you can request and schedule interpreter appointments. If you have not been assigned a User Name and Password by Interpreting Services, please contact us at (000) 000-0000 or (000) 000-0000 to obtain them. If Interpreting Services has assigned you a User Name and Password please enter them below. By entering in your User Name and Password, you acknowledge receipt and acceptance of the TERMS AND CONDITIONS OF USE for this Web Site that was sent to you along with your User Name and Password via e-mail. To review the TERMS AND CONDITIONS OF USE please click on the link in the User’s Screen menu. Please enter your Interpreting Services USER NAME and PASSWORD to enter the Internet Interpreter Scheduling System.

User Name

Password

Login Cancel

Login Task Screen> Login Task Button

Click this button after you have entered your username and password to gain access to the I2S2. Login Task Screen> Cancel Task Button

Click this button to cancel entering the I2S2. Login Security Note: Fluency customers now have the option of customizing the following log-in security measures. If you are having trouble logging in, please contact your Interpreting services provider for instructions on what preferences they have set.

Login

Cancel

1. User passwords can be programmed to expire after a given number of days (e.g. 365 days after initial login) 2. The number of failed login attempts can be set to lock out a user from further log in attempts. 3. The duration of a failed login lock out can be programmed in minutes. Once you are inside the I2S2, please note: To navigate back and forth between commands, DO NOT use the BACK and FORWARD arrow located at the top of your Internet browser. To navigate through the I2S2, simply click the desired link that appears in the Main Menu. Most task screens have a GO BACK button that allows you to return to the previous task screen. If you do not see a Go BACK button, simply click the link in the Main Menu. Note: By entering your username and password you hereby agree to the “Terms of Use” of the Internet Interpreter Scheduling System website. To read the “Terms of Use”, please click the link titled: Terms of Use located at the bottom of the I2S2 Main Menu. MAIN MENU Upon entering the correct username and password, the Welcome screen opens. The Main Menu appears on the left side of the screen and is constant. The task screen is on the right. When any Main Menu item is clicked, the task screen pertaining to that Main Menu item opens allowing you to perform the desired task. Below is the Main Menu which is divided into main topics followed by subtopics. Some topics and subtopics are preceded by arrows that look like this and this . An arrow pointing to the right indicates that there are more menu items under this heading. If you click on the arrow it will expand the command list to make more menu items available and will face downward . Following is what the Main Menu looks like when the arrow button labeled Internet Interpreter Scheduling System is pointing to the right . Interpreting Services Welcome, Interpreter

Internet Interpreter Scheduling System

Expanding the Main Menu You may expand the Main Menu by clicking the arrow. Doing this will turns it downward and show the list of items in that heading. Below is what the Main Menu looks like when the I2S2 arrow button is pointing down and all other buttons are pointing to the right revealing the Main Menu topics. Interpreting Services Welcome, Interpreter

Internet Interpreter Scheduling System

Appointments Reports My Profile

Interpreter Users Guide

Downloads

TERMS OF USE

Logout

Fully Expanded Main Menu Below is what the Main Menu looks like when all arrows are pointing down indicating that all menu items are expanded and showing the subtopics. Interpreting Services Welcome, Interpreter

Internet Interpreter Scheduling System

Appointments Appointment Intake

View My Schedule

View My Folder

View Available Appointments

Time Finished

Re-scanned Voucher Request

Reports Income Report

Payment Report

Interpreter Activity Summary Report

Interpreter Evaluation Summary Report

My Profile

Time Off

Not Working Area

Change Password

Interpreter Users Guide

Downloads

TERMS OF USE

Logout

MAIN MENU ITEMS Interpreting Services _______________________________________________________________________ The title above indicates your organization’s name as the provider of interpreting services and authorized licensee of the I2S2. Welcome, Interpreter _______________________________________________________________________ The Welcome line features your username, indicating that your password coincides with the account set up for you. If the username listed is not yours, then you are not authorized to access this account, and you must log out immediately. You may request a new username and password either from your system administrator or from your direct supervisor.

Internet Interpreter Scheduling System________________________________________________________ The Internet Interpreter Scheduling System task link is the first item in the Main Menu. When clicked, it will reveal the Reminders field in the task screen. The Reminders section contains the number of appointments in your schedule, your folder, and the available appointments folder (also called Public Folder). It also contains the number of appointments awaiting completion (Time Finish). The Re-Scanned Voucher Request reminder

indicates that this is the number of vouchers that have been requested to be re-scanned. This feature is active when an administrator has requested that a previously uploaded voucher be rescanned. You also have a shortcut to Today’s Schedule and Tomorrow’s Schedule which contain the appointments you are responsible for. Internet Interpreter Scheduling System Version: 1.2.1.66 Reminders

My Schedule: 4 appointment(s).

My Folder: 47 appointment(s).

Available Appointments: 11 appointment(s).

Time Finished: 130 appointment(s).

Re-scanned Voucher Request: 1 voucher(s).

Today Schedule: 1 Appointment(s).

Driving Directions Appointment # Date Of Service Time Start Est. Duration (hours) Clinic/Venue Department

Map M12-82 Wed 03/07/12 12:00 AM 0.25 Green Valley Clinic ENT Department

Tomorrow Schedule: 1 Appointment(s).

Driving Directions Appointment # Date Of Service Time Start Est. Duration (hours) Clinic/Venue Department

Map M12-35 Thu 03/08/12 01:00 PM 1 Green Valley Clinic Out Patient Surgery

Appointments__________________________________________________________________________ The Appointments section contains the face-to-face appointment intake feature, appointments in your schedule and folder, available appointment information, appointments awaiting completion (Time Finish) and requests for vouchers to be rescanned. Appointment Intake_________________________________________________________________________ Underneath the green Appointments command in the Main Menu is the Appointment Intake link. The Appointment Intake link opens the Appointment Intake task screen. If the interpreting services provider has given you permission to enter appointment requests you will be able to see the Appointment Intake task screen. If you click on the Appointment Intake link and the following message appears: “You do not have the necessary rights to perform this action and/or your account is disabled.” It means the interpreting services provider does not allow interpreters to enter appointment requests. Consult with you supervisor to find out how they want you to handle adding an impromptu appointment to your schedule. When entering an appointment into the I2S2, carefully follow the prompts and enter the information requested by each field. Some fields feature drop-down lists that have been pre-loaded with information. A screen shot of the Appointment Intake task screen is shown below with a description of each field on the right. Appointment Intake Requester Information

Customer Category

Medical This field pertains to the type of customer. For

example Medical, Legal, Social Services, etc. Click the drop down arrow to reveal the full list of categories and click the category that fits your

needs.

Customer Click the drop down

arrow to show a list of customers. Click the customer that needs the service.

Clinic/Venue To reveal the preloaded list of clinics/venues,

click the drop down arrow . Clinics/Venues are the buildings where interpreters are authorized to provide services. Click the desired clinic/venue.

Department

The department is the location within the clinic/venue where the services must be rendered. Click the drop down arrow to show a list of departments and select the department in need of the service.

Requester Name

The requester is the person requesting the service. Click the magnifying glass to reveal a list of requesters. Upon clicking the magnifying glass the Search/Add Requester/Provider task screen will open and allow you to add the requester if he or she has not already been added to the I2S2. Click here to navigate to the Search/Add Requester/Provider section in this manual for detailed instructions on adding requesters/providers.

Requester Phone/Email The requester’s phone number/e-mail address will automatically populate when you select a requester in the field above.

Provider Name

Click the magnifying glass to reveal the list of providers already entered into the I2S2. The provider is the doctor, lawyer, community health worker, etc. that needs their service interpreted. If the provider does not appear when you click the magnifying glass you can add him/her by selecting the Add Provider button that appears at the bottom of the Search/Add Requester Provider task screen. Click here to navigate to the Search/Add Requester Provider section in this manual for detailed instructions on adding providers.

Provider Phone/Email The provider’s phone number/e-mail address will automatically populate when you select a provider in the field above.

Appointment Information

Start Date and Time

3/7/2012@

10:00 AM Click the calendar icon to access

the online calendar for easy scheduling. When entering the time do not use military time. Use regular time with the first field for the hour of day and the second field for the minutes. Be sure to enter AM or PM after the time.

Est. Duration (hours) .25

Enter the amount of time the appointment is estimated to take in decimals. For example, 15 minutes = .25 hrs.

Language Click the drop down arrow to reveal the

list of languages provided by the interpreting services provider. If you do not see the language you are requesting, inform an administrator or your supervisor so they can add the language.

Appointment Authorization Code This field is optional. If you have not received instructions on completing this field leave it blank.

Location - be specific

After completing the fields above, the I2S2 will auto-fill this section. It contains walking instructions to the location where the services will be delivered.

Briefly Describe the Subject of this Appointment

Enter a description about the interpreting assignment.

Service Recipient Information

Service Recipient #1

Reference Nbr.

This is the number that indentifies the person that does not speak English and requires the interpreting service. For example, for a hospital appointment it can be referred to as a Medical Record Number or MRN, each institution that serves people will always have a case number, claim number, etc. If no such number exists, you can design your own numbered list (i.e. a date of birth) or if you do not have this information, you can type zeros to satisfy the requirement. Click the Tab button on your keyboard after entering the reference number to search for matching service recipients. If appointments have been previously requested for this service recipient, the Matching Service Recipient task screen will open. Click “Select” to choose the appropriate service recipient. Click here to navigate to the Matching Service Recipients task screen for further details.

Last Name Enter the last name of the recipient of interpreting services.

First Name Enter the first name of the recipient of interpreting services.

Telephone Confirmation Request

Telephone Request

Check this box only if the requester of interpreting services requires the interpreter to call the Service Recipient prior to the above scheduled appointment. This can be for any important case management issues such as pre-testing instructions, directions to the venue, and/or appointment confirmation.

When to Call @ Specify the date and time in the same

format as above. Click the calendar icon to reveal the online calendar for easy scheduling. Click here to navigate to the Online Calendar section in this manual for detailed instructions.

Purpose of Phone Call

Enter the reason the requester/provider wants the interpreter to make the phone call.

Home Phone Ext. Enter the recipient’s contact telephone numbers here and below.

Work Phone Ext.

Cell Phone Ext.

Add Another Service Recipient Click this button if you need to add another

service recipient to the above appointment. When this button is pressed a Service Recipient #2 field will be added above the Telephone Confirmation Request section and will include another optional Telephone Confirmation Request field.

Schedule Information

Do you want to take this Appointment? Check this box if you have received clearance from an administrator to add this appointment to your schedule.

Save Cancel

Appointment Intake > Save Task Button

Click the Save task button if you are satisfied that the information you have entered is correct. Appointment Intake > Cancel Task Button

Click the Cancel task button if you do not want to save the information entered. _________________________________________________________________________________________________ If you forget to enter something in any of the fields, you may get the error message below, which will prompt you to go back and complete the missing information. You will know what is missing because the field will be bright red. Appointment Intake

Validation Error!

What happened? You did not fill in all the required information correctly. What you need to do? Go to the fields highlighted in RED and re-enter the Information.

Appointment Intake > Appointment Confirmation Task Screen

If you click the Save task button after completing the Appointment Intake task screen the following Appointment Confirmation task screen will open asking you if you want to confirm this request. After verifying that the information is correct, scroll to the bottom of the task screen. Click the Save task button again. If you need to edit the information entered, click the Edit task button. Appointment Confirmation

Confirm? You are about to send a request for Interpreting Services! Please review all appointment information before saving. For any changes, click the Edit Button below.

Requester Information

Customer Name Demo Customer

Save

Cancel

Save

Clinic/Venue Green Valley Clinic

Provider Name Dr. Jones

Requester Name Dr. Jones

Department ENT Department

Appointment Information

Start Date and Time Wednesday 03/07/2012 11:00 PM

Est. Duration (hours) 1

Language Spanish

Appointment Authorization Code

Location - be specific 2nd Floor, Room 102

Briefly Describe the Subject of this Appointment test

Service Recipient Information Service Recipient #1

Reference Nbr. 123456

Last Name GOMEZ

First Name Maria

Schedule Information

Do you want to take this Appointment? Yes

Save Edit

Appointment Intake > Appointment Confirmation > Save Task Button

Click this button to confirm that the information you entered is correct. Appointment Intake > Appointment Confirmation > Edit Task Button

Click this button if you would like to change any of the information entered. _________________________________________________________________________________________________ Appointment Intake > Appointment Confirmation > Confirmation of Interpreter Request Task Screen After clicking the Save task button in the Appointment Confirmation task screen, the Confirmation of Interpreter Request task screen will appear as shown below providing you with an appointment number. The letter in front of the confirmation number signifies the type of interpreting service is being requested. For example, the “M” in front of this appointment number indentifies this appointment as a “medical” appointment. This means that the customer that requested this appointment is a medical customer.

Save

Edit

Confirmation of Interpreter Request

Thank You! Your Appointment(s) has been successfully saved with the following information:

Appointment Nbr.: M12-139

Customer Name Demo Customer

Clinic/Venue Green Valley Clinic

Department ENT Department

Requester Name Dr. Jones

Provider Name Dr. Jones

Language Spanish

Start Time Thursday, March 08, 2012 11:00 PM

Est. Duration (hours) 1

Service Recipient #1

Service Recipient Name GOMEZ, Maria

Reference Nbr. 123456

Schedule Information

Covered By Demo Interpreter

Enter New Appt Print Confirmation

Appointment Intake > Appointment Confirmation > Confirmation of Interpreter Request > Enter New Appt Task Button

Click this button if you would like to enter a new appointment. A blank Appointment Intake task screen will open. Appointment Intake > Appointment Confirmation > Confirmation of Interpreter Request > Print Confirmation Task Button

If you click this button, your computer’s printing options window will open and allow you to print the appointment information by choosing your printing preferences. Appointment Intake > Requester/Provider > Search/Add Requester/Provider Task Screen The Search/Add Requester/Provider task screen shown below appeared when you clicked the magnifying glass next to the Requester Name field in the Appointment Intake task screen or the magnifying glass next to the Provider Name field. It contains a list of requesters/providers that have been previously entered into the I2S2. To add a new requester/provider, click the Add button at the bottom of the screen. Search/Add Requester/Provider

Clinic/Venue Mount Mary Clinic

Click the drop down arrow to reveal a list of clinic/venues for which you want to search a requester/provider.

Enter New Appt

Print Confirmation

Choose the desired clinic/venue.

Department OB/GYN

Click the drop down arrow to reveal the list of departments for which you want to search a requester/provider. Click the desired department.

Requester/Provider Name

Search Enter the name of the requester/provider you are

looking for and click the Search task button to see if this provider is already listed. If so, their name will appear and you can click Select in the Search Result menu below to transfer their name to the Appointment Intake task screen. If they are not on the list, you can add them by scrolling to the bottom of this screen and clicking Add.

Search Result: 1 Record(s) Found

Nbr. Select Full Name Phone Number Clinic/Venue Department

1 Select Marla Day 121-111-1111- Mount Mary Clinic OB/GYN

Previous Next

Details

Customer Demo Customer

The name listed here is the customer for which this requester/provider requests or provides services.

Clinic/Venue Mount Mary Clinic

This is the clinic/venue for which this requester/provider requests or provides services.

Department OB/GYN

This is the department for which this requester/provider requests or provides services.

Full Name Marla Day

This is the full name of the requester/provider.

Phone Number 121 111 1111

Ext.

This is the phone number listed for this requester/provider.

Email Address This is the e-mail address of this requester/provider.

Supervisor Name The name listed here is the supervisor of requester/provider.

Suite Number If the department has a suite number it will be listed here.

Type Of Medical This field describes the medical specialty

relating to this requester/provider. For example, outpatient, dentistry, orthopedics, etc.

Email Notification when appointments get covered If this box is checked, the requester/provider receives

e-mail notifications when an interpreter is assigned to appointments they have requested.

Add Save Go Back

Appointment Intake > Requester/Provider > Search/Add Requester/Provider > Add Task Button

Click this button to add a requester/provider. Appointment Intake > Requester/Provider > Search/Add Requester/Provider > Save Task Button

Click this button when satisfied with the information entered and you would like the I2S2 to retain the information. Appointment Intake > Requester/Provider > Search/Add Requester/Provider > Go Back Task Button

Click this button if you do not want to save the information and would like to be taken back to the Appointment Intake task screen. Appointment Intake > Requester/Provider > Search/Add Requester/Provider > Add Task Button > Search/Add Requester/Provider Task Screen

If you clicked the Add task button within the Search/Add Requester/Provider task screen you will open a blank Search/Add Requester/Provider task screen which allows you to add a new requester/provider. Search/Add Requester/Provider Details

Customer Demo Customer

Click the drop down arrow to reveal the list of customers. Choose the desired customer to which you want to add a requester/provider.

Clinic/Venue Mount Mary Clinic

Click the drop down arrow to reveal a list of clinic/venues and choose the one desired.

Department OB/GYN

Click the drop down arrow to reveal a list of departments and choose the one desired.

Full Name Enter the full name of the requester/provider you would like to add.

Phone Number Ext. Enter the requester/provider’s phone number.

Email Address Enter the requester/provider’s e-mail address

Supervisor Name Enter the requester/provider’s supervisor’s name.

Suite Number Enter the suite number where the requester/provider is located.

Type Of Medical Enter optional information that describes the medical

specialty relating to this requester/provider. For example, outpatient, dentistry, orthopedics, etc.

Email Notification when appointments get covered

Check this box if you would like the requester/provider to receive an e-mail notification when their requested appointments are assigned to an interpreter. The requester/provider can log into the requester’s platform, click the My Profile link in the Main Menu and change this option at their discretion. This convenience feature is very popular, in that it automates an important aspect of an interpreting services provider’s service to their customer

Add

Save

Go Back

Add

Add Save Go Back

Appointment Intake > Requester/Provider > Search/Add Requester/Provider > Add Task Button

This button will be grayed out since you are already adding a requester/provider. Appointment Intake > Requester/Provider > Search/Add Requester/Provider > Save Task Button

Click this button when satisfied with the information entered and you would like the I2S2 to retain the information. Appointment Intake > Requester/Provider > Search/Add Requester/Provider > Go Back Task Button

Click this button if you do not want to save the information and would like to be taken back to the Appointment Intake task screen. Appointment Intake > Online Calendar Task Box An easy way to enter a date into the I2S2 is to click the calendar icon next to the field requesting the date. You will notice that when you click the calendar icon, today’s date is already highlighted. To choose a day of the week, scroll through the calendar and click the date. To navigate to past and future months, click the name of the month. In this case, clicking the upper left “Apr” will take you back a month, and clicking the right “Jun” will take you ahead to next month. Appointment Information

Start Date and Time @

This reveals this online calendar:

Apr May 2009 Jun

Sun Mon Tue Wed Thu Fri Sat

26 27 28 29 30 1 2

3 4 5 6 7 8 9

10 11 12 13 14 15 16

17 18 19 20 21 22 23

24 25 26 27 28 29 30

31 1 2 3 4 5 6

Appointment Intake > Matching Service Recipients Task Screen If you click your keyboard’s Tab button after entering the Service Recipient’s Number in the Appointment Intake task screen (example shown below), you will notice that the I2S2 blinks before navigating your cursor to the Last Name field. This is because it is trying to match the service recipient number entered, to a previously entered service recipient number. Service Recipient Information

Service Recipient #1

Reference Nbr.

Add

Save

Go Back

12345

If the I2S2 finds someone with the same Reference Number the Matching Service Recipients task screen shown below will open. This convenience feature allows you to point the mouse on the “Select” link and it will automatically fill in the first and last name of the recipient into the Appointment Intake task screen so you don’t have to re-enter service recipients whose names have already been entered into the I2S2 for previous appointments. Matching Service Recipients Search Result: 1 Record(s) Found

Last Name First Name Reference Nbr. Home

Phone Work Phone Cell Phone

Select GONZALEZ Mario 0897876

_________________________________________________________________________________________________ View My Schedule________________________________________________________________________ The View My Schedule link opens the View My Schedule task screen which contains appointments in your schedule. These appointments have either been assigned to you specifically or you have clicked the “I Will Take It” button, in either your interpreter folder or the available appointments folder. The appointments listed here are part of your confirmed and protected appointments. You can view these confirmed appointments any time you log in. However, please note that the I2S2 will only list appointments 7 days from the current date you are logged in. If you want to see your confirmed appointments that are scheduled to occur more than 7 days in the future, simply click the Revise Search task button at the bottom of the task screen and enter the dates you desire to search. To see the details for an appointment, click the appointment number and the details will be displayed below the search results menu. Appointment Voucher: The appointment voucher contains the details of the appointment. If the interpreting services manager requires you to get the voucher signed, print it out and take it with you to the assignment. Upon completion of the appointment, ask the provider to sign it. Make sure you can read the confirmer’s handwriting BEFORE YOU LEAVE the appointment. If you cannot read their phone number, or last name, you will have an incomplete voucher, and run the risk of not getting paid for this assignment! To print the voucher, click the “Print” link below and it will download the voucher as a Microsoft Word document. The I2S2 will ask you if you want to “open” it or “save” it. By opening it, you can print the voucher immediately. IMPORTANT Confidentiality: Keep the signed, original appointment voucher in a safe and secure place. If the interpreting services manager requires it for “Time Finish,” you will need to upload it to get paid for your services. ALWAYS KEEP IN MIND that the information on the voucher is confidential, and is protected by federal and state laws. Do not allow any unauthorized people see it. Please keep all vouchers for the period of time specified by the interpreter services organization. Thereafter, please destroy them using a paper shredder. For any questions regarding the safeguarding of your paperwork, consult your interpreter supervisor. Failure to maintain the secrecy and absolute confidentially of all Personally Identifiable Health Information (PHI) is against the law and can result in very serious legal consequences for yourself and for the organization receiving your services. Note: If you do not have Microsoft Word, you can download a free version of Microsoft Word Viewer by clicking on the “Download” link in the Main Menu. For further details, click “here” to navigate to the Downloads section in this guide.

View My Schedule Search Results: 4 Appointment(s) Found.

Print Driving Directions

Appointment Nbr.

Date Of Service

Time Start

Est. Duration (hours)

Gender Request Clinic/Venue Department Language Reference

Nbr.

Service Recipient Name

Requester Name

Provider Name

Print Map M12-82 Wed 03/07/12

12:00 AM 0.25

Green Valley Clinic

ENT Dept Spanish 01-13-1972

GOMEZ, Lila Dr. Jones

Demo Requester

Print Map M12-20 Mon 03/12/12

12:00 PM 2.5

Green Valley Clinic

Ortho Spanish 123459 MARTINEZ, Maria Dr. Jones

Erika Dominick

Print - Click the Print link in the first column above to download the voucher (appointment information form) from the I2S2 to your computer. You may then save it in your downloaded vouchers file on your computer’s hard drive and print it to take it with you to the appointment. Map – Click the Map link in the second column above to download MapQuest driving directions from the address listed in your profile to the location of the appointment. A MapQuest screen will pop up with driving directions from your house to the appointment location. Feel free to navigate through the MapQuest screens so you can fully understand where you are supposed to go. It is very important to know the locations of your appointments, and the specific driving directions you will need to follow prior to getting in your car.

Note: Sometimes MapQuest doesn’t recognize apartment numbers, and consequently does not bring up the “Start” and “End” addresses correctly. If this is the case, please remove your apartment number from the address in your profile. Remember to list your correct mailing address in the mailing address fields. Selected Appointment Number M12-82 Requester Information

Clinic/Venue Green Valley Clinic

This is the clinic/venue where the appointment is scheduled to take place.

Provider Name Demo Requester

This is the name of the professional who requires the interpreting service.

Department ENT Department

This is the department within the clinic/venue where the services are scheduled to take place.

Appointment Information

Start Date and Time 03/07/2012

@ 12:00 AM

This is the date and time of the appointment.

Est. Duration (hours)

0.25This is how long the requester thinks the appointment will

last. This is only an estimate and should not be considered the actual duration of the appointment. Note how 15 minutes is recorded as .25 of an hour. 90 minutes would be recorded as 1.50.

Gender Request If the requester asked for the interpreter to be of specific gender it will be listed here.

Language Spanish

This is the language needed for the appointment.

Location - be specific

2nd Floor, Room 102

These are walking instructions within the organization where the services are scheduled to take place.

Briefly Describe the Subject of this Appointment

test

This is a description of what the appointment will be about. This is helpful in your preparation for the appointment.

Service Recipient Information Service Recipient #1

Reference Nbr. 01-13-1972This is the identifying number of the NEP/LEP person.

Last Name GOMEZThis is the last name of the NEP/LEP person.

First Name LizzyThis is the first name of the NEP/LEP person.

Home Phone 916 888 8777Ext.

These are the contact telephone numbers of the LEP/NEP person.

Work Phone Ext.

Cell Phone Ext.

Add Another Service RecipientThis button allows another service recipient

to be added to the appointment. You will be able to see this button but it may be grayed out so you will not be able to use it.

Print List Cannot Cover Revise Search Edit Save Cancel

View My Schedule > View My Schedule Search Results > Print List Task Button

Click this task button if you would like to print out the list of appointments generated by your View My Schedule Search Results task screen. The list will open in a separate PDF document with your computer’s printing options. View My Schedule > View My Schedule Search Results > Cannot Cover Task Button

Cannot CoverIf you cannot cover this appointment, click this button as soon as possible so the interpreting services

provider can reassign it to another interpreter. After clicking, the appointment will be moved to the View Available Appointments folder for other interpreters to have access to it on a first come first served basis. From there, it can also be re-assigned by the administrative staff. Note: The interpreting services provider may be notified when you reject appointments from your schedule. View My Schedule > View My Schedule Search Results > Revise Search Task Button

Click this task button if you would like to revise your View My Schedule Search Results. Upon clicking, the View My Schedule Search Results task screen will open allowing you to re-enter your search criteria. View My Schedule > View My Schedule Search Results > Edit Task Button

This button is grayed out. You do not have permission to edit appointments. View My Schedule > View My Schedule Search Results > Save Task Button

This button is grayed out. You do not have permission to save appointments.

Print List

Revise Search

Edit

Save

View My Schedule > View My Schedule Search Results > Cancel Task Button

This button is grayed out. You do not have permission to cancel appointments. View My Schedule > View My Schedule Search Results > Revise Search Task Button > View My Schedule Search Criteria

If you click the Revise Search task button within the View My Schedule Search Results task screen you will open a blank View My Schedule Search Criteria task screen (shown below) which allows you to perform a search based on a combination of search criteria. You can search for appointments that contain common values. Typically, you will want to search a longer date range than the I2S2’s default of 7 days ahead. View My Schedule Search Criteria

Appointment Confirmation Numbers If you know the appointment confirmation number of the appointment for which you would like to search, enter it here.

Reference Nbr. If you know the reference number of the service recipient for whom you want to generate appointments enter it here.

Last Name Enter the last name of the service recipient for whom you want to generate appointments.

First Name Enter the first name of the service recipient for whom you want to generate appointments.

Date of Service From Enter the beginning date for which you want to search for appointments.

Date of Service To Enter the end date for which you want to search for appointments.

Customer Name Enter the

name of the customer for which you want your search to generate appointments.

Clinic/Venue Enter the clinic/venue for which you want to generate appointment information.

Department Enter the department for which you want to generate appointment information.

Language

Select or deselect all Languages Check this box to signal to the I2S2 that you would like to include all languages. Leave it unchecked if you would like to specify the language you want to include in your search.

Spanish Check this box if you want your search results to include this language.

Search Reset

Cancel

Revise Search

View My Schedule > View My Schedule Search Results > Revise Search Task Button > View My Schedule Search Criteria > Search Task Button

SearchClick this button to begin your search after you have entered your desired search criteria.

View My Schedule > View My Schedule Search Results > Revise Search Task Button > View My Schedule Search Criteria > Reset Task Button

ResetClick this button to clear the search fields and begin entering information again.

View My Folder____________________________________________________________________________ The View My Folder link opens the View My Folder task screen which contains appointments that you have been exclusively requested to cover. This does not mean that you are confirmed for these appointments unless you click the “I Will Take It” button at the bottom of the screen. The appointment is then automatically moved to your schedule and is confirmed and protected from other interpreters being assigned to it. If you click the “Cannot Cover” button, the appointment is sent back to the Available Appointments folder. Important Note: Do not leave appointments sitting in this folder. If you do not “take” them, they can be removed from your folder automatically, and re-assigned to another interpreter to prevent it from going uncovered. Note: The I2S2 will only list appointments within 7 days from the current date you are logged in. If you want to see appointments for which you have been requested more than 7 days in the future, click the Revise Search task button at the bottom of the task screen. View My Folder Search Results: 6 Appointment(s) Found.

Driving Directions

Appointment Nbr.

Date Of Service

Time Start

Est. Duration (hours)

Gender Request Clinic/Venue Department Language Reference

Nbr.

Service Recipient Name

Requester Name

Provider Name

Map M12-89 Wed 03/7/12

10:00 AM 0.25

Green Valley Clinic Ortho Spanish 123456 RAMIRE

Z, Reyna Demo Requester

Dr. Mary Steven

Map M12-73 Wed 03/7/12

01:00 PM 1.5

Mount Mary Clinic OB/GYN Spanish 123456 GONZAL

EZ, Maria Demo Requester

Marla Day

Map M12-110 Thu 3/8/12

02:00 PM 1

Green Valley Clinic Ortho Spanish 123459 MARTIN

EZ, Maria Dr. Jones Domi

Print - Click the Print link in the first column above to download the voucher (appointment information form) from the I2S2 to your computer. You may then save it in your downloaded voucher file and print it to take it with you to the appointment. Map – Click the Map link in the second column above to download MapQuest driving directions from the address listed in your profile to the location of the appointment. Requester Information

Clinic/Venue Green Valley Clinic

This is the clinic/venue where the appointment is scheduled to take place.

Provider Name Dr. Mary Stevens

This is the name of the professional who requires the interpreting service.

Department Orthopeadics

This is the department within the clinic/venue where the services are scheduled to take place.

Appointment Information

Start Date and Time 03/07/2012

@ 10:00 AM

This is the date and time of the appointment.

Est. Duration (hours) 0.25

This is how long the requester thinks the appointment will last. This is only an estimate and should not be considered the actual duration of the appointment.

Gender Request If the requester asked for the interpreter to be of specific gender it will be listed here.

Language Spanish

This is the language needed for the appointment.

Location - be specific

1st Floor, South Wing

These are walking instructions within the organization where the services are scheduled to take place.

Briefly Describe the Subject of this Appointment

Test

This is a description of what the appointment will be about. This is helpful in your preparation for the appointment.

Service Recipient Information Service Recipient #1

Reference Nbr. 123456 This is the identifying ID number of the NEP/LEP person.

Last Name RAMIREZ This is the last name of the NEP/LEP person.

First Name Reyna This is the first name of the NEP/LEP person.

Home Phone Ext. These are the contact telephone numbers of the LEP/NEP person.

Work Phone Ext.

Cell Phone Ext.

I w ill take it Cannot Cover Print List Revise Search

View My Folder > View My Folder Search Results > I Will Take It Task Button

I w ill take itIf you would like to take responsibility for this appointment, click this button and it will be moved to your

schedule.

View My Folder > View My Folder Search Results > Cannot Cover Task Button Cannot Cover

If you cannot cover this appointment, click this button as soon as possible so the interpreting services provider can reassign it to another interpreter. After clicking, the appointment will be moved to the View Available Appointments folder for other interpreters to have access to it on a first come first served basis. From there, it can also be re-assigned by the administrative staff. Note: The interpreting services provider may be notified when you reject appointments from your schedule. View My Folder > View My Folder Search Results > Print List Task Button

Click this button if you would like to print out the list of appointments generated by your View My Folder Search Results task screen. This list will open in a separate PDF document with your computer’s printing options. View My Folder > View My Folder Search Results > Revise Search Task Button

Click this task button if you would like to revise your View My Folder Search Results. Upon clicking, the View My Folder Search Criteria task screen will open allowing you to re-enter your search criteria. View My Folder > View My Folder Search Results > Revise Search Task Button > View My Folder Search Criteria

Clicking this button launches a date search for appointments beyond the View My Schedule link’s default of 7 days from today’s date. View My Folder Search Criteria

Appointment Confirmation Numbers If you know the appointment confirmation number of the appointment for which you would like to search, enter it here.

Reference Nbr. If you know the reference number of the service recipient for whom you want to generate appointments enter it here.

Last Name Enter the last name of the service recipient for whom you want to generate appointments.

First Name Enter the first name of the service recipient for whom you want to generate appointments.

Date of Service From Enter the beginning date for which you want to search for appointments.

Date of Service To Enter the end date for which you want to search for appointments.

Customer Name Enter the

name of the customer for which you want your search to generate appointments.

Clinic/Venue Enter the clinic/venue for which you want to generate appointment information.

Department Enter the department for which you want to generate appointment information.

Language Select or deselect all Languages Check this box to signal to

the I2S2 that you would like to include all languages. Leave it unchecked if you would like to specify the language you want to include in your

Print List

Revise Search

Revise Search

Spanish Check this box if you want your search results to include this language.

Search Reset

View My Folder > View My Folder Search Results > Revise Search Task Button > View My Folder Search Criteria > Search Task Button

SearchClick this button to begin your search after you have entered your desired search criteria.

View My Folder > View My Folder Search Results > Revise Search Task Button > View My Folder Search Criteria > Reset Task Button

ResetClick this button to clear the search fields and begin entering information again.

View Available Appointments_________________________________________________________ The View Available Appointments link in the Main Menu allows you to generate a list of all appointments that are available for you to accept and put in your schedule on a first come first served basis. This link is sometimes referred to as the Public Folder. Any appointments here are available for all interpreters that speak the language requested by the appointment to view and take. You have the options of taking the appointment, searching for more available appointments, and printing the list of available appointments. If you click on the “I Will Take It” button, it will be sent to your View My Schedule folder and will be confirmed and protected. View Available Appointments Search Results: 3 Appointment(s) Found.

Driving Directions

Appointment Nbr.

Date Of Service

Time Start

Est. Duration (hours)

Gender Request Clinic/Venue Department Language Reference

Nbr.

Service Recipient Name

Requester Name

Provider Name

Map M12-35 Thu 03/08/12

01:00 PM 1

Green Valley Clinic

Out Patient Surgery Spanish 123567-

90 MARTINEZ, Alicia

Demo Requester

Dr. Alan Wood

Map M12-139 Thu 03/08/12

11:00 PM 1

Green Valley Clinic

ENT Department Spanish 123456 GOMEZ,

Maria Dr. Jones Dr. Jones

Map – Click the Map link in the second column above to download MapQuest driving directions from the address listed in your profile to the location of the appointment.

Selected Appointment Number M12-35 Requester Information

Clinic/Venue Green Valley Clinic

This is the clinic/venue where the appointment is scheduled to take place.

Provider Name Dr. Alan Wood

This is the name of the professional who requires the interpreting service.

Department Out Patient Surgery

This is the department within the clinic/venue where the services are scheduled to take place.

Appointment Information

Start Date and Time 03/08/2012

@ 01:00 PM

This is the date and time of the appointment.

Est. Duration (hours) 1

This is how long the requester thinks the appointment will last. This is only an estimate and should not be considered the actual duration of the appointment.

Gender Request If the requester asked for the interpreter to be of specific gender it will be listed here.

Language Spanish

This is the language needed for the appointment.

Location - be specific

Low er Level, Room 105

These are walking instructions within the organization where the services are scheduled to take place.

Briefly Describe the Subject of this Appointment

Test

This is a description of what the appointment will be about. This is helpful in your preparation for the appointment.

Service Recipient Information Service Recipient #1

Reference Nbr. 123567-90 This is the identifying number of the NEP/LEP person.

Last Name MARTINEZ This is the last name of the NEP/LEP person.

First Name Alicia

These are the contact telephone numbers of the LEP/NEP person.

Home Phone Ext. These are the contact telephone numbers of the LEP/NEP person.

Work Phone Ext.

Cell Phone Ext.

I w ill take it Print List Revise Search

View Available Appointments > View Available Appointments Search Results > I Will Take It Task Button

I w ill take itIf you would like to take responsibility for the appointment highlighted above, click this button and it will be

moved to your schedule. View Available Appointments > View Available Appointments Search Results > Print List Task Button

Click this button if you would like to print out the list of appointments generated by your View Available Appointments Search Results task screen. This list will open in a separate PDF document with your computer’s printing options. View Available Appointments > View Available Appointments Search Results > Revise Search Task Button

Click this task button if you would like to revise your View My Folder Search Results. Upon clicking, the View Available Appointments Search Criteria task screen will open allowing you to re-enter your search criteria.

Print List

Revise Search

View Available Appointments > View Available Appointments Search Results > Revise Search Task Button > View Available Appointments Search Criteria

Click this task button if you would like to revise your View My Folder Search Results. Upon clicking, the View Available Appointments Search Criteria task screen will open allowing you to re-enter your search criteria. View Available Appointments Search Criteria

Appointment Confirmation Numbers If you know the appointment confirmation number of the appointment for which you would like to search, enter it here.

Reference Nbr. If you know the reference number of the service recipient for whom you want to generate appointments enter it here.

Last Name Enter the last name of the service recipient for whom you want to generate appointments.

First Name Enter the first name of the service recipient for whom you want to generate appointments.

Date of Service From Enter the beginning date for which you want to search for appointments.

Date of Service To Enter the end date for which you want to search for appointments.

Customer Name Enter the

name of the customer for which you want your search to generate appointments.

Clinic/Venue Enter the clinic/venue for which you want to generate appointment information.

Department Enter the department for which you want to generate appointment information.

Language

Select or deselect all Languages Check this box to signal to the I2S2 that you would like to include all languages. Leave it unchecked if you would like to specify the language you want to include in your search.

Spanish Check this box if you want your search results to include this language.

Search Reset

View Available Appointments > View Available Appointments Search Results > Revise Search Task Button > View Available Appointments Search Criteria > Search Task Button

SearchClick this button to begin your search after you have entered your desired search criteria.

View Available Appointments > View Available Appointments Search Results > Revise Search Task Button > View Available Appointments Search Criteria > Reset Task Button

ResetClick this button to clear the search fields and begin entering information again.

Revise Search

Time Finished________________________________________________________________________ The Time Finished link in the Main Menu generates all appointments that you have attended but are waiting for you to enter completion information. The Time Finish function is very important. If the interpreting services provider requires the uploaded voucher for Time Finish, you may not receive payment for your interpreting services without carefully and accurately completing this step. After completing an appointment, scan the voucher into your computer’s hard drive. Save the file as the appointment ID number so there will be no confusion when looking for the right image file to upload. Also, make sure the size (resolution) of the file is no larger than 100KB or 100 DPI (Dots per Inch), grayscale, and JPEG. To enter the completion information, click the appointment number. This will reveal the appointment information below the list of appointments. Complete the information requested. If a voucher upload is required, click the “Browse” button and attach your voucher. Click the “save” button when finished to see the amount you can expect to be paid for this appointment. Note: If after clicking “save,” you receive an error message, locate the fields highlighted in red, and re-enter the information correctly. If the “browse” button is red, it means the voucher’s resolution is too high. Re-scan using a lower resolution and try to upload it again. Time Finished Search Results: 129 Appointment(s) Found.

Appointment Nbr.

Date Of Service

Time Start

Est. Duration (hours)

Time Finish Clinic/Venue Department Reference

Nbr. Service Recipient Name

Requester Name

Provider Name

M10-239 Thu 10/14/10

08:00 AM 1.5

Mount Mary Clinic OB/GYN 88888999 GOMEZ, Alicia Demo

Requester Marla Day

M10-266 Thu 10/28/10

10:00 AM 1 Avenue B Medical

Clinic 0000090 FLORES, L FLORES, M

John Smith John Smith

M10-252 Fri 10/29/10

08:00 AM 2

Mount Mary Clinic OB/GYN 88888888 MARTINEZ,

Liliana Demo Requester Marla Day

Appointment Number M10-239 Time Finish Information

Start Date and Time 10/14/2010

@ 08:00 AM

This date and time will be automatically filled in since the I2S2 knows when the appointment took place.

Finish Date and Time @ Enter the date and time the

appointment was completed. If the interpreting services provider requires you to get the voucher signed, the time will be listed at the bottom of the voucher in the signature area.

Wait Time in Minutes If you waited for the appointment to begin past the designated time enter it here.

Travel Time in Minutes Enter the time it took you to travel to the location of the appointment here.

Confirmer's Name Enter the name of the professional who confirmed your completion of the appointment.

Confirmer's Phone Ext.

Enter the phone number of the person who

confirmed your completion of the appointment.

Billing Code

Click the drop down arrow to reveal a list of the billing codes available. Leave the box blank if the appointment was completed successfully. Check “Cancel” if upon arrival to the appointment you were informed that the appointment had been cancelled. Check “No Show” if the NEP/LEP person did not show up to the appointment.

Billing Notes

Enter any notes you would like to share with the interpreting services administrator.

Select the appointment voucher to upload

Click the “Browse” button (not shown here) to upload your signed voucher to the I2S2. Note: Prior to uploading to the I2S2 you must scan and save your voucher to your computer with the following options: 100 DPI (Dots per Inch) or less, grayscale, and in JPEG format.

Invoice Information

Item Name Quantity Total

Total: $0.0000

Upon uploading and saving the voucher, the I2S2 will show the dollar amount you can expect to be paid for this appointment in the area above.

Save Print List Revise Search

Time Finished > Time Finished Search Results > Save Task Button

SaveClick this button when you are ready to save the completion information you have entered.

Time Finished > Time Finished Search Results > Print List Task Button

Click this button if you would like to print the list of appointments generated by your Time Finished Search Results task screen. This list will open in a separate PDF document with your computer’s printing options. Time Finished > Time Finished Search Results > Revise Search Task Button

Click this task button if you would like to revise your Time Finished Search Results. Upon clicking, the Time Finished Search Criteria task screen will open allowing you to re-enter your search criteria. Time Finished > Time Finished Search Results > Revise Search Task Button > Time Finished Search Criteria

The Time Finished Search Criteria task screen below appeared when you clicked the Revise Search task button in the Time Finished Search Results task screen. Fill in the fields requested to generate your new search results. Time Finished Search Criteria

Print List

Revise Search

Revise Search

Appointment Confirmation Numbers If you know the appointment confirmation number of the appointment for which you would like to search, enter it here.

Reference Nbr. If you know the reference number of the service recipient for whom you want to generate appointments to complete, enter it here.

Last Name Enter the last name of the service recipient for whom you want to generate appointments.

First Name Enter the first name of the service recipient for whom you want to generate appointments.

Date of Service From Enter the beginning date for which you want to search for appointments.

Date of Service To Enter the end date for which you want to search for appointments.

Customer Name Enter the

name of the customer for which you want your search to generate appointments.

Clinic/Venue Enter the clinic/venue for which you want to generate appointment to be completed.

Department Enter the department for which you want to generate appointments to be completed.

Language

Select or deselect all Languages Check this box to signal to the I2S2 that you would like to include all languages. Leave it unchecked if you would like to specify the language you want to include in your search.

Spanish Check this box if you want your search results to include this language.

Search Reset

Time Finished > Time Finished Search Results > Revise Search Task Button > Time Finished Search Criteria > Search Task Button

SearchClick this button to begin your search after you have entered your desired search criteria.

Time Finished > Time Finished Search Results > Revise Search Task Button > Time Finished Search Criteria > Reset Task Button

ResetClick this button to clear the search fields and begin entering information again.

Re-scanned Voucher Request__________________________________________________________ The Re-scanned Voucher Request link lists appointments that require the voucher to be re-scanned. The administrator of interpreting services has requested this because the picture of the voucher previously uploaded was not legible or the information it contained was incorrect. If you see appointments listed here, re-scan the voucher with the correct settings (100 DPI or less, grayscale, JPEG) to your computer’s hard drive, click the appointment number, select the voucher to upload from your computer and click the Save task button at the bottom of the screen. Re-scanned Voucher Request Search Results: 1 Appointment(s) Found.

Appointment #

Date Of Service

Time Start

Time Finish

Est. Duration (hours)

Clinic/Venue Department Reference Nbr.

Service Recipient Name

Requester Name

Provider Name Customer

M10-5 Mon 01/25/10

10:00 AM

1/25/2010 1:00 PM 0.5 Requester Pre Surgical

Services 0000090000 GOMEZ, Maria

Demo Requester

Tara Foltz

Demo Customer

Appointment Number

Select the appointment voucher to upload

Save View /Refresh

Re - scanned Voucher Request > Re - scanned Voucher Request Search Results > Save Task Button

SaveClick this button when you are ready to save the completion information you have entered.

Re - scanned Voucher Request > Re - scanned Voucher Request Search Results > View/Refresh Task Button

View /RefreshClick this button to see the most up to date available information.

Reports________________________________________________________________________________ The Reports section of the Main Menu contains pre-packaged reports you can generate. These reports can contain information such as income, payment, activity, and evaluations. Income Report__________________________________________________________ The Interpreter Invoice Report lists details of all appointments you have completed for the date range specified in your search. It also contains payment information for each appointment. To generate the report, enter the beginning and end date and then click Run Report. *If Income is $0.00 then you probably haven’t completed your time finished screen correctly or didn’t take any appointments for this pay period. Interpreter Invoice Report Report Criteria

Invoice Period Begin Date Click the calendar icon to access the online calendar for easy scheduling. Enter the beginning date of the report.

Invoice Period End Date Click the calendar icon to access the online calendar for easy scheduling. Enter the end date of the report.

Run Report

Interpreter Invoice Report > Interpreter Invoice Report-Report Criteria > Run Report Task Button

Run ReportClick this button after you have specified the date range to generate the report.

Payment Report___________________________________________________________________ The Payment Report Search Results task screen lists all payments you have received. To see the payment details, simply click the Print link in the second column. Payment Report Search Results: 19 Record(s) Found.

Nbr. Print Process Number Ending Period Process Date Check Number Check Date Total

1 Print 702 4/30/2011 5/16/2011 $50.0000

2 Print 701 4/14/2011 4/14/2011 $65.0000

Previous Next

Print – Click this link to see the details of each payment report. Next – Click this link to see more payment reports. Interpreter Activity Summary Report __________________________________________________________ The Interpreter Activity Summary Report lists all appointment activity for the date range specified. To generate the report, enter the date range for which you would like to generate appointment information and click Run Report. Interpreter Activity Summary Report Filter Criteria

Date of Service From Click the calendar icon to access the online calendar for easy scheduling. Enter the beginning date of the report.

Date of Service To Click the calendar icon to access the online calendar for easy scheduling. Enter the end date of the report.

Run Report Excel

Interpreter Activity Summary Report > Interpreter Activity Summary Report Filter Criteria > Run Report Task Button

Run ReportClick this button to signal to the I2S2 that you are ready to generate your report.

Interpreter Activity Summary Report > Interpreter Activity Summary Report Filter Criteria > Excel Task Button

ExcelClick this button if you would like to export the information to an Excel file format.

Interpreter Evaluation Summary Report _______________________________________________________ The Interpreter Evaluation Summary Report lists all evaluations that have been entered for you into the I2S2. Any authorized requester of interpreting services can provide feedback for interpreters any time. Your supervisor will be able to view these reports daily and may even allow you to access some or all of your reports. To generate the report, enter the date range for which you would like to search evaluations and click Run Report. Interpreter Evaluation Summary Report Report Criteria Create Date From

Create Date To

Run Report

Interpreter Evaluation Summary Report > Interpreter Evaluation Summary Report-Report Criteria > Run Report Task Button

Run ReportClick this button to signal to the I2S2 that you are ready to generate your report.

Interpreter Evaluation Summary Report > Interpreter Evaluation Summary Report-Report Criteria > Run Report Task Button

Run ReportWhen you click the Run Report task button in the Interpreter Evaluation Summary Report-Report

Criteria the following screen will appear with a list of all evaluations that have been entered for you within the specified date range. Interpreter Evaluation Summary Report Report Criteria Create Date From 1/1/10

This is the beginning date of the report.

Create Date To 12/1/10This is the end date of the report.

Run Report

Interpreter Evaluation Summary Report Filtered By

Create Date from 1/1/10 to 12/1/10 Eval ID Appt ID Clinic/Venue Department Notes IE10-7 M09-

1277 Green Valley Clinic Ortho Please see notes and adjust behavior

IE10-20 M09-1408

Green Valley Clinic Ortho This is a test note for the interpreter.

IE1-07 – Click the Interpreter Evaluation identification number link to reveal the Interpreter Evaluation Form which will open in a new window as shown below. Interpreter Evaluation Summary Report > Interpreter Evaluation Summary Report-Report Criteria > IE10-07 Link IE1-07 – The following evaluation form opens in a new window revealing the appointment information along with the answers to the questions on the form. Interpreter Evaluation Form View IE10-7

Appointment ID M09-1277

Clinic/Venue Green Valley Clinic

Department Ortho

Language Spanish

Interpreter Demo Interpreter

Status Open

Overall Grade Excellent

Please tell us what you wish to report about the interpreter I love this Interpreter.

Was the interpreter's name badge clearly visible? Yes

Did the interpreter have a professional appearance? Yes

Did the interpreter arrive on time? Yes

Did the interpreter provide a pre-session to the patient and provider? Yes

Was the interpreter agreeable, helpful, and show genuine concern for the patient? Yes

Did the interpreter speak in the first person tense? Yes

Did the interpreter seem to interpret all spoken words by both patient and provider? Yes

Did the interpreter share cultural information about sensitivities and beliefs that promoted greater understanding?

Yes

Did the interpreter assist with post-appointment issues or scheduling? Yes

Did the interpreter provide an accurate appointment receipt? Yes

Would you use this interpreter again for another assignment? Yes

Submitted By Demo Requester

Date Submitted Mon 02/01/10 08:31 AM

Review Notes Thank you for submitting.

Close Window

Interpreter Evaluation Summary Report > Interpreter Evaluation Summary Report-Report Criteria > Interpreter Evaluation Form View > Close Window Task Button

Close WindowClick this button to close this window.

My Profile____________ _______________________________________________________ The My Profile link in the Main Menu contains your contact information, notification preferences, languages spoken, and availability. It is very important to keep your contact information up-to-date. If you would like to edit existing information, enter the new information in the appropriate field and click Save. Note: The MapQuest driving directions feature discussed in the View My Schedule heading occasionally does not work with apartment numbers. If you find that the maps do not upload properly, please delete your apartment number from your home address. Enter your full and correct mailing address in the mailing address field.

Available Time: This feature allows you to set the days of the week and hours of the day you are available for interpreting assignments. When you check the box, it indicates that YOU ARE AVAILABLE on that day of the week and that time of day. If you leave the box empty, you cannot be scheduled during that day and time. Note: Some organizations may choose to gray out this feature so that it is not accessible from your platform. If so, you must contact your Supervisor if there are any changes or errors in your profile or schedule. View/Update My Profile General Information

Business Name If you operate under your own business, enter the name of your business here.

Last Name Interpreter Enter your last name here.

First Name Demo Enter your first name here.

Middle Name Enter your middle name here.

Email Address leticia@goflue

Enter the e-mail address where you want to receive all your appointment notifications.

Home Address

Street Address Enter the street address for your home. This is the “from”

address MapQuest will use to calculate directions to an appointment location.

Appt # Enter your apartment number if applicable. Note: Remove

the apartment number if MapQuest is having trouble mapping your directions to appointments. However, if you do this, make sure you enter your full address in the Mailing Address field below.

City Enter the city where your home is located.

State AK Enter the state where your home is located.

Zip Code Enter your zip code.

Mailing Address

Mailing Street Address P. O. box 455

If you want to receive your mail to an address different from your home address as listed above, enter it here.

Mailing Appt # Enter your apartment number if applicable.

Mailing City Enter the city where your mailing address located.

Mailing State AK Enter the state where your mailing address is located.

Mailing Zip Code Enter the zip code.

Phones

Phone #1

Phone Type Cell

Click the drop down arrow to reveal the list of types of phone numbers. Choose the type that fits the phone number you are

entering below.

Phone Number 916 627 5383Ext.

Enter your contact telephone number above.

Add PhoneClick this button if you would like to

add another phone number.

Email Notification Configuration

Email Notification when appointments are cancelled

Check this box if you want to receive automatic e-mail notifications when any of your previously assigned appointments are cancelled.

Email Notification when appointments are sent to my Inbox Folder

Check this box if you want to receive automatic e-mail notifications when an appointment is sent to your folder.

Email Notification when appointments are sent to my Schedule

Check this box if you want to receive automatic e-mail notifications when an appointment is sent to your schedule.

Email Notification when appointments are edited

Check this box if you want to receive automatic e-mail notifications when any of your previously assigned appointments are edited or rescheduled.

Text Message of the Telephone Provider AT&T

Disregard the text messaging configuration. It is in the process of being deleted from the I2S2.

Text Message Phone Number Ext.

Text Message Notification when appointments are cancelled

Text Message Notification when appointments are sent to my Inbox Folder

Text Message Notification when appointments are sent to my Schedule

Text Message Notification when appointments are edited

Available Time: Check each box for the hours your are available Under this heading you will see your 7 day schedule by hour (not included here). Check each box corresponding to the time you’re available to accept interpreting appointments. If you are not available during a given time block leave the box unchecked. The matrix is arranged from Top to Bottom, and Left to Right. The top to bottom portion begins with Sunday and ends on Monday (comprising a 7-day week). To navigate to each day, move the vertical control bar up and down to get to the day of the week you would like to work on. The Left to Right matrix begins at 12am and continues to 11pm (comprising a 24 hour day). To navigate the hours of each day, you will need to move the horizontal control bar left to right.

Save Cancel

View My Profile > Save Task Button

SaveClick this button when you are ready to save the completion information you have entered.

View My Profile > Save Task Button

CancelClick this button when you are ready to save the information you have entered.

Time Off____________ ____________________________________________________________ The Time Off link in the Main Menu allows you to request time off separate from your master schedule. Use this link when you want to inform the interpreting services provider about special events or specific time periods where you will be unavailable for interpreting assignments. If you enter time here, administrators will not be able to assign appointments to you nor will you be able to accept assignments during the time specified. To enter your time off, click the “Add” button. A screen will appear which will prompt you to complete the “From” date and time. Below this line please complete the “To” date and time. Enter the name of the event or reason. If you make a mistake you can always edit or delete the information. Time Off

Date From Time To Time Event

3/9/2012 08:00 PM 10:00 PM time off

From Date Time 03/09/2012

@ 08:00 PM

This is the beginning date and time you have previously requested to be unavailable.

To Date Time 03/09/2012

@ 10:00 PM

This is the end date and time you have previously requested to be unavailable.

Event time offThis is the name of the reason why you are taking time off.

Save Cancel Delete Add

Time Off > Save Task Button

SaveClick this button to save any changes you have entered into an already requested time off event.

Time Off > Cancel Task Button

CancelClick this button to cancel any changes you have entered into an already requested time off event.

Time Off > Delete Task Button

DeleteClick this button if you would like to delete a previously entered time off event.

Time Off > Add Task Button

AddClick this button to add a new time off event.

Not Working Area_________ ________________________________________________________ The Not Working Area link in the Main Menu allows you to block yourself from being assigned to appointments occurring in a specific zip code. If you do not want to travel there, click the add button, choose the zip code, and click Save. Once saved, administrators will not be able to assign appointments to you nor will you be able to accept assignments that are scheduled to take place in the zip code saved. If you need to investigate which zip codes correspond to which areas of town, please refer to the U.S. post office website at: www.usps.com Not Working Zip Code

Not Working Zip Code

12345

22222

Not Working Zip Code

12345Click the drop down arrow to reveal the zip codes the

administrators have provided for you to choose from. If you do not see the zip code you are looking for, call your supervisor and ask them to add it.

Save Cancel Delete Add

Not Working Zip Code > Save Task Button

SaveClick this button to save a new zip code.

Not Working Zip Code > Cancel Task Button

CancelClick this button to cancel any changes you have entered.

Not Working Zip Code > Delete Task Button

DeleteClick this button if you would like to delete a previously saved not working zip code.

Not Working Zip Code > Add Task Button

AddClick this button to add a new zip code to your list of not working zip codes.

Change Password__________________________________________________________________________ The Change Password link in the Main Menu allows you to change the randomly generated, default password you received in the automated e-mail. You may also change a previously chosen password anytime. If you feel your secure login has been compromised, we urge you to change your password, to prevent unlawful entry into your account. Please choose a password that will be easy to remember. Remember to type in the exact same password twice in order for it to be successfully saved to the database. The I2S2 will not allow you to save and use a password that does not meet the criteria detailed in the bullet points below, so this password: ‘ Judy123 ‘ is fine because it has at least 7 characters, it uses both Upper and Lower Case characters, and it uses Numbers. Whereas ‘ Judyabc ‘would not work because it only uses two of the four character groups. Change Password Instructions:

1. Password needs to be at least 7 characters. 2. Contains at least three of the four character groups:

o English uppercase characters (A through Z) o English lowercase characters (a through z) o Numerals (0 through 9) o Non-alphabetic characters (such as ! , $, #, %, *)

Old Password Enter your old password in the first text box.

New Password Enter your new password.

Confirm Password Re-enter the same new password.

Save Cancel

Change Password > Save Task Button

SaveClick this task button to store your new password.

Change Password > Cancel Task Button

CancelClick this task button to cancel changing your password.

Interpreter User Guide______________________________________________________________________ This link contains this guide. We hope it was helpful. Downloads_______________________________________________________________________________ This task link contains download information for software that the I2S2 requires you to have in order to be able to view certain documents. There are two software programs that must be loaded onto your computer for you to effectively use the Internet Interpreting Scheduling System. Adobe Acrobat Reader, for all reports that are generated through the I2S2. Microsoft Word, for appointment vouchers that need to be printed for your appointments. Many newer computers already have these programs loaded. In the event that you do not have access to these two programs, we have made them available to you through an active link to these FREE downloads. To upload these programs, please click the appropriate link and follow the instructions provided to you by the software makers. Downloads You will need Acrobat Reader to be able to read and print the "Reports". If you don't have it, please download it from this link: Acrobat Reader or you can download directly from our Website AdbeRdr60_enu_full.exe You will need Microsoft Word or Microsoft Word Viewer to be able to view and print your vouchers. If you don't have it, please download it from this link: Microsoft Word Viewer or you can download directly from our Website wdviewer2003.exe You will need Fluency I2S2 Interpreter Pocket PC in order to access I2S2 from Pocket PC devices. If you don't have it, please download it from this link: Fluency_I2S2_Interpreter_PocketPC_CAB.CAB. You can download a blank appointment voucher from this link: Download Blank Appointment Voucher. Terms of Use______________________________________________________________________________ This link contains the Terms of Use for the I2S2. It covers the policies that Fluency employs for all Authorized Users of the Internet Interpreting Scheduling System. The Terms of Use may change from time to time, so it is always a good idea to read it at least once every 3 months, so you may become familiar with the policies regarding the use of the Interpreter Internet Scheduling System (I2S2). Log Out__________________________________________________________________________________ When you conclude your I2S2 session, click the logout button, which refreshes all your data, and maintains the security of our operations. Authorized users of the I2S2 are automatically timed out of the program if they leave the program running on their computers without any operator activity for a predetermined amount of time. If you get timed out of the program, you will be asked to re-enter your username and password the next time you try to perform any function of the I2S2.