COVID-19 Update Monday, March 23, 2020

The following voice and video tools for serving clients remotely are available for Android and iPhone users. They will support your ability to serve clients without the need to be face to face vs physically present.  These are not the only services available, but these are services are HIPAA compliant, and these are services the agency subscribes to and supports so please use them as directed.

GoToMeeting has a phone-based conference app of the same name, and we are able to access and use the service at no extra charge. You can find the app in the Google Store for android users or for iPhone users it is in the Apple Play Store. One key difference between this app and the computer-based program is that BOTH parties must have the app on their phone if both are utilizing phone devices.  A person can utilize a phone while another is utilizing a phone, tablet, etc.  Additionally, you will typically confirm the call with the other party via email so your client must have active email service.  If they do not have email, you can copy and send the link with teleconference information as well as phone information via text or simply be dictating the call information over the phone.  If your client does not have a computer or a smartphone, you can only connect via voice. The important part here is that we are doing what we can to support our clients while trying to maintain everyone’s safety.

To get the link on your smartphone:

  1. Download the app from your respective service (Google Play Store for Android, Apple Play Store for Apple users)
  2. You will see a window to allow the app to access your calendar – hit Allow and the app will look for any existing conflicts.
  3. To register the app service as an FCC employee use the following:
    1. Username: msenn@fccnetwork.org
    2. Password: FCCAdmin1
  4. When you see a circle with a plus sign (+) on the lower right side of your screen hit that circle and a series of prompts will come up including one to set up a meeting. The process for setting up a meeting is similar but simpler – after entering a meeting name, calendar info and one time or recurring you hit enter and it is automatically put into your phone’s calendar.
    1. The calendar info will include the link (including the meeting number at the end if you just need that part) as well as the phone number for a dial in meeting.
  5. After you hit the plus sign you will also see a prompt to join a meeting that is already scheduled – if that applies hit that button and the app will do the rest.
  6. If at some point you see a series of meetings scheduled please disregard that info – as you may imagine there will be a number of conferences already set up.

As always, feel free to contact Mike if you are having any technical difficulty with either method. He can be reached at msenn@fccnetwork.org  or by calling (608) 317-0509. If there are questions about other program decisions, please reach out to your Director first and they will contact Mike if needed.

Special codes have been developed to allow us to bill for phone and video calls with clients – please make sure you use the proper codes for your program. The codes have been updated on the Crosswalk and can be found on the Revenue Cycle webpage.  Your supervisor should be able to help you with this if needed. In addition, please make sure your supervisor is aware of the method(s) you are using to support clients, as well as if there are changes that need to be made.

Please make sure your timesheet reflects the actual hours you worked, especially if your work schedule has been affected. There are a number of people working in different programs, working odd hours, etc. and keeping the time accurate on your timesheet will be a big help for your supervisor when signing it.  This will also make the job a little easier on the payroll side.  For some, you may be sending your hours worked via email to your supervisor who can attach them to a timesheet – that method will work as long as you are keeping careful track. If applicable, please make sure you are indicating your preferred method of payment, which may include vacation, sick, and unpaid.  This question has come up a number of times, so if you are not clear on this please contact your supervisor for help.

Finally, you can find all COVID-19 Depot posts and additional resources/ articles on the Depot under Resources > COVID-19 (located at the very bottom). This temporary page will help keep all COVID-19 information in one place and hopefully make it easier to access.