Best Practices

Setting up Rules in Outlook Desktop

Getting flooded with messages that you don’t want and all have a common theme (from the same person, the same subject, etc.)? Outlook enables you to set up a rule to clean it all up in one fell swoop.

  • Right-click one of the messages.
  • Select Rules and then Create Rules.
  • Click Advanced Options in the dialog box that pops up. The advanced options will give you more control with your rule than just the few options first presented.
  • Choose a condition, such as the subject containing certain text. (Since you right-clicked a specific message, the sender and subject should appear in the options from which you’ll choose.)
  • Click the Next button.
  • Choose what you want to do with the message, such as delete it. (If you just want to file the messages away and read them at a later time, choose to move the message into a folder.) Click the Next button to continue.
  • Add any exceptions (although this is rare).
  • Specify a name for the rule. This takes the theory that you may have several rules as time goes by and naming a rule with something obvious means you won’t need to go into the rule details to determine why you created it in the first place.
  • Click the Run this rule now on messages already in the inbox checkbox. This is crucial for cleanup when you have been plagued by a lot of messages for which you are writing a rule.

Conducting a Phone Call with a Contact from the Calls Section

Need to have a phone call with one of your contacts? Teams enables you to use your computer for voice-over-IP (VOIP) phone calls and a real advantage tot his approach is the ability to hare your desktop and show the other person your document while you work on it. The speakers and microphone on your computer must be enabled for this to work (and the same goes for the other contact’s computer).

Switch to the Calls section of Teams

Calls Button

 

 

Find and click the Make a call button in the lower-left corner of the screen.

Note the field that emerges, the Type a name field.

Make a Call

 

 

 

Type in the name of the individual you would like to call and press the Tab key, once the name is selected.

Add more people to the call as needed.

Note the row of buttons that appears when you click on the name.

Call Buttons

 

 

Click the icon resembling a phone.

Note: While Teams is making the call, most of the screen will be filled with the contact’s avatar or initials. Also, a floating navigation bar for the call will appear near the bottom of the screen:

Call Navigation

 

 

 

  • The camera button (with a slash through it) indicates this is not a video call and the web camera is not in use (if you have one).
  • The microphone hows your microphone is enabled. Click it to mute at any time.
  • The button resembling a monitor with an arrow (which would be enabled, once the call is answered) will enable you to share your desktop with the contact for the call.
  • The red phone button enables you to end the call.

Conducting a Phone Call with a Contact from the Chat Window

Need to have a phone call with one of your contacts? Teams enables you to use your computer for voice-over-IP (VOIP) phone calls and a real advantage tot his approach is the ability to hare your desktop and show the other person your document while you work on it. The speakers and microphone on your computer must be enabled for this to work (and the same goes for the other contact’s computer).

Switch to the Chat section of Teams

Chat button

 

 

Locate the person i your contacts list you would like to call.

Find and click the phone icon in the upper-right corner of the screen. Teams will call the individual.

Phone Icon

 

 

Note: While Teams is making the call, most of the screen will be filled with the contact’s avatar or initials. Also, a floating navigation bar for the call will appear near the bottom of the screen:

Call Navigation

 

 

 

  • The camera button (with a slash through it) indicates this is not a video call and the web camera is not in use (if you have one).
  • The microphone hows your microphone is enabled. Click it to mute at any time.
  • The button resembling a monitor with an arrow (which would be enabled, once the call is answered) will enable you to share your desktop with the contact for the call.
  • The red phone button enables you to end the call.

Starting a Text Chat with a Contact

Teams offers a text chat/instant messaging feature and the process is simple:

Switch to the Chat section in the left-side navigation.

Chat button

 

 

Click once on the contact of your choice to select the correct person. Note the colored circle at the bottom-right of the person’s avatar (or initials), located to the left of his/her name.

Contact Name

 

 

  • Green: Available
  • Yellow: Be Right Back/Appear Away
  • Red: Busy/Do Not Disturb

Find and click in the chat text box at the bottom of the screen.

Chat Text Box

 

 

Type your message and press the Enter key on your keyboard. Wait for a reply and type in this same box. The text thread will appear in the main window.

 

Setting up Contacts in Teams

New to Teams? In adding contacts of people, you may want to consider grouping them. For example, maybe you want to lump all of the people in your section together, while you have another for a different section entirely.

Click the Chat icon in the left-side navigation.
Chat button

 

 

Find and click the Create a new contact group button at the bottom of the screen, on the left side of the window.
Teams Create New Group Button

 

Type in the name of the group (e.g., FRS HR) and click the Create button.

Find and click the group header you just created. Now, it’s time to find and add people to the group.

Click the ellipsis (three dots) to the right of the group name.

Choose Add a contact to this group.

Teams Add a Contact

 

 

Input the name of your colleague and click the Add button.Teams Add a Contact

 

 

 

 

 

Repeat the last few steps to add more people.

Requesting a Timecard Correction

Is something wrong on your timecard, as an employee?  Are you an officer or manager and one of your employees needs a change to his/her timecard from three weeks ago? There is a specific process to follow and you have come to the right place for the details. The actual paperwork has to be completed by the manager. For uniform personnel at the rank of captain and below, the battalion chief will also need to sign off on the paperwork before it goes to FRS HR.

First things first: FRS HR has an important message for you to read, located here as well as via Quicklinks (HR Division menu, HR & Labor Relations list, MCtime Timecard Correction Request Info link).

Step 1: Go to the MCtime Timecard Correction Request form, located in Quicklinks (same menu item as above but second link on the same bullet) or in MCtime (MCtime home page after you log in, go to the My Links section and the subsequent MCtime Info forms).

Step 2: Fill out the form on-screen as follows:

  • Date Requested: The current date
  • Employee Name: Last Name, First Name
  • Employee #: This is not the person’s fire ID — this is the HR ID, which the employee will find in MCtime in parentheses next to his/her name
  • Department Name: Fire and Rescue
  • Department #: 45
  • Manager Name: The employee’s direct supervisor
  • Phone #: The phone number by which the direct supervisor may be reached
  • Manager’s Signature: (Wait until you print the filled-out form and then sign the form for your employee)
  • Battalion Chief Name and Signature: (Print the BC’s name and then ask the BC to sign the printed copy)
  • Pay Period Begins: The beginning date of the pay period for which you are requesting a change
  • Pay Period Ends: The ending date of the pay period for which you are requesting a change
  • Describe Change Required: Type a generic overview of the change without specific dates or transfer codes (those details will be input in the table below the description)
  • Add or Delete Checkebox: Check the box

Scenario 1: Your employee took 24 hours of ANL three weeks ago and (oops) meant for the time to be comp leave.

  • Fill in the appropriate data from the bullet list above and then the specifics in the table:

 

 

  • Note that there are no transfer codes (Cost Center, Project Task, Expenditure or Reason) for changes that did not involve the transfer codes in MCtime.

Scenario 2: Your employee work 24 hours of overtime but neglected to add it to the timecard.

  • Fill in the appropriate data from the bullet list above and then the specifics in the table:MCtime Payroll Correction Example 2

 

 

Scenario 3: Your employee was paid for the holiday (HDP) but prefers comp leave (CLH).

  • Discuss the issue with the employee: Having already been paid for the holiday and received the money from the county, changing to comp leave at this point will result in Payroll telling the employee to pay the money back to the county. If the employee still wants to earn comp leave instead of pay for the holiday, proceed to the next step.
  • Fill in the appropriate data from the bullet list above and then the specifics in the table:MCtime Payroll Correction Example 3

 

 

 

One final note: Multiple correction requests you input on a form must fall within the same pay period and for the same employee. If you need to request changes that span across more than one pay period, use additional forms.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Completing an ALS to BLS Downgrade Checklist in Elite

Are you downgrading a call from ALS to BLS? While there has been a procedure in place for your documentation, the EMIHS group has added a new page (called Worksheet in Elite) for you to fill out, as well. Here are the basics:

Find and click the (new) black and gray Worksheets button, now located a few buttons below the Times button on the right side of the screen (above the Power Tools). This will toggle the Power Tools with the (new) Worksheets buttons.

Elite Worksheets button

 

 

Find and click the green Downgrade button, located on the right side of the screen where the Power Tools were a moment ago.

Elite Downgrade button

 

 

Note that a new screen has appeared. There is a menu on the left side with six headings. Clicking any of the headings takes you down the page to that particular section.

Elite downgrade page menu

 

 

 

 

 

 

 

 

Answer the questions.

Elite - ALS to BLS Downgrade Form Graphic

 

 

 

 

 

 

 

 

 

 

 

 

 

Elite - ALS to BLS Downgrade Form GraphicElite - ALS to BLS Downgrade Form GraphicElite - ALS to BLS Downgrade Form GraphicSign the bottom (both the ALS provider and BLS provider must sign).

Viewing a Patient’s Previous 12-Lead EKGs

ImageTrend (ELITE) recently added the functionality to view a patient’s previous 12-lead EKGs and other vitals.  Here are the steps you need to take:

  • Begin entering demographic information for you patient:
    • Use as much personally identifying information as possible (minimum of 2 pieces) to identify the correct patient including Name, Social Security Number, Date of Birth, Home Address.
    • Note that, if the system finds a matching record, a yellow bar with a blue Find a Repeat Patient link will appear at the top and the Find a Repeat Patient button will turn blue — Use this button whenever possible to keep multiple patient encounters grouped together.
      Repeat PT Button

 

 

 

  • Click the Find a Repeat Patient button.
  • Select the proper patient from the list of possible matches.
  • Click on the Timeline power tool at the right of the screen. (This allows you to view information from previous incidents, such as vitals, EKGs, previous dispatch reasons, and provider impression.)

 

 

 

 

 

 

 

 

 

 

 

  • Select the Medical Devices in the filter criteria to view a list of EKGs, and click the eye icon to view the EKG, itself.

 

 

 

 

 

 

 

 

 

Questions about how to use this function may be directed to Captain Tim Burns or FF Benjamin Brighton.

Documenting Details off the Floor in MCtime (Manager Version)

Scenario: Your employee was detailed off the floor for part of a shift. You are now reviewing the timecard in MCtime.

Background: The department is now tracking details off the floor in MCtime, so that we can associate a dollar figure with the overtime required to backfill the detail. Also, any request for details will now be entered in a separate form and approved (or not) by a division chief. The approval form includes a specific reason code, as noted in the following process. See the bottom of this TechTip for a sample approval Click here to view the employee side of this TechTip.

The Timecard:

Timecard with Code for Detail and OT

 

 

 

The Explanation:

  • The first line (Hours Worked with a Transfer code) was originally 24 hours on Monday and was the employee’s normal shift.
  • The employee was detailed off the floor (dayside) to EMS at PSHQ and told to use FRS060EA as the Reason Code.
  • The second line, on Monday, shows ten hours for the detail toward the Reason Code.
  • The second line, on Wednesday, shows five hours in which the employee worked overtime using the same Reason Code.

Notes:

  • Do not assume that anything with a Reason Code is overtime; moving forward, that is no longer a safe assumption.
  • Take note of the Totals & Schedule tab in MCtime. As noted in the two screenshots below, Total Hrs Toward Schedule will be broken up by code. The first screenshot is for the daily view (10 hours and 14 hours) and the second screenshot is for the entire pay period (10 hours and 86 hours).

    Daily View:
    Totals & Schedule Tab

    All:

    Totals & Schedule Tab

Documenting Details off the Floor in MCtime (Employee Version)

Scenario: You have been detailed off the floor for part of your shift and need to record those hours in MCtime.

Background: The department is now tracking details off the floor in MCtime, so that we can associate a dollar figure with the overtime required to backfill the detail. Also, any request for the detail will now be entered in a separate form and approved (or not) by a division chief. The approval form will include a specific reason code, to be used in the following process. See the bottom of this TechTip for a sample approval message.

The Process for the Employee Showing the Detail in MCtime:

  • Wait until after 0830 hours the day after the detail (to allow for any leave taken to import from TeleStaff).
  • Open MCtime.
  • Add a row.
  • Input the time spent on the detail for the date of your shift.
  • Add a reason code in the Transfer column (using a search, as you would to look up the code for overtime) for the detail. When the officer originally filled out the form to request your detail, (s)he provided a reason code and it would have been included in the approval e-mail message (s)he received (and hopefully forwarded to you). If you do not know what reason code to use, ask your officer.
  • Change the standard hours worked from 24.0 to whatever the difference is after you subtract your detail time. In the example screen shot below, the firefighter was detailed to work on EMS activities at PSHQ for 10 hours and so the new time spent on shift is 14.Reason Code and Time for a Detail

 

 

 

Notes:

  • Remember that any change you make to purple text (your default schedule) will change from purple to black and move to a different line. If you take any leave during the remaining time on your shift, TeleStaff data will import (the next day at 0800 hours) but the time on leave will not deduct from the hours worked automatically. You will need to subtract it on your own and edit the time card. TeleStaff data only makes automatic changes to time reflected in purple. If you wait until after 0800 on the day after the detail, though, the TeleStaff import works smoothly.
  • Note that overtime spent on different days in the same week with the same code will occur on the same row. There is currently no way to distinguish detailed time from overtime, except that the rest of your time spent on shift will appear as Hours Worked.

Sample Approval E-Mail Message:

Sample Authorization Message