TIP: Bookmark this page so you can refer back to it. These links will be helpful as you set up your account.
Welcome!
During the implementation process, you will learn how to:
- Set up general administration settings and preferences.
- Set up clinical settings for the entire organization.
- Create a new student (including behaviors, skills, curriculum, prompts, settings, etc.).
- View information in the App in order to run a session and how to collect data.
- View your data in the Portal and use it to view SOAP notes, graphs, reports, etc.
Initial Setup
Looking for the site to log in? http://secure.datafinch.com/
We're excited that you've chosen to partner with us to optimize and streamline your daily work. As you get the system and running, we recommend following our 3-phase approach. Phases 1 and 2 will be completed by your Organization Administrator as they will have the proper permissions to complete these tasks. Phase 3 is for everyone who will be using the system. Here you will learn about major features and functions and how to best utilize thein your daily routine.
First, let's review how you can request support and how to find answers to your questions.
How to Contact Support & Find Answers
Phase One: Organization Setup
As an Organization Administrator, this should be your first step. Here you will set up all of your Organization-wide settings. Typically these settings will apply to all aspects of the system for you and your staff, as well as Organization documentation.
1) Organization Staff Setup
ACTION ITEMS:
- Create Users - Create Users. Once they are created, assign each User a Security Group, Site, and Student Access.
- Create Security Groups for Various User Access
2) Organization Level Settings
ACTION ITEMS:
- Create your Organization Settings, This is usually completed when you sign up for a trial account.
- Custom Student Fields (if applicable)
- Create Custom Forms (if applicable)
3) Additional Organization Settings
ACTION ITEMS:
- If you are an organization with multiple locations and would like to use multiple Sites in the system, Click here to learn the next steps Sites.
- Set up your internal processes for handling tasks in the system.
IMPORTANT: We recommend that every organization create its own protocols and processes for handling routine tasks in the system, such as password resets, changing security, site and student access, etc. Example: A BT subs in for another user. They will require security changes so that they may access students for the user they are covering. This would require someone with Administrative access.
- Designate your System Administrators. These users will handle tasks like the example above.
- If you have purchased our Dedicated Success Coach option, it is advised to prepare a list of questions for your training session.
GOOD TO KNOW INFORMATION:
- How to Add & Delete Images
4) Student Creation
This is focused on the basics of Student creation; Program creation will come later.
ACTION ITEMS:
- Create Students - Have your Administrators or Supervisors (those who have been granted “All Student” access) begin creating Student profiles.
- Overview - Student Programming
5) Manage Subscriptions & Services
ACTION ITEMS:
Add licenses for Students
- Student Licenses: Add (Activate) or Remove (Deactivate)
- Remove Example Student (After Your Free Trial) Deactivate the example student prior to the 14-day trial ending.
NOTE: The system has a Curriculum Library feature. This feature is a library of programming that you can view and pull into a Client’s Account when needed. Initial setup for Student Programming will take time and the Curriculum Library can save your Users time in the long run. It would be beneficial to consider who might oversee that setup.
Phase Two: Administration Clinical Setup
Administration Clinical Setup is next! In order to set your Clinical settings, you must have Administrator permissions. This is a crucial step in your setup, so take your time to work through this section.
1) Clinical Set-up
ACTION ITEMS:
- Create Maintenance Levels
- Create Organization-Level Custom Prompt Code Defaults
- Set Custom Student-Level Prompt Code Defaults
- Create SOAP Note Template
- See SOAP Notes Webinar and SOAP Note Guide to see the best practices for setting up SOAP Notes.
- If you have purchased our Dedicated Success Coach option, it is advised to prepare a list of questions for your training session.
GOOD TO KNOW INFORMATION:
- Create & Build Forms
- Establish Baseline Criteria
- Establish Mastery Criteria
- Establish Maintenance Criteria
- Data Entry Overview
- Analysis & Reporting Tab Overview
- Documentation Tab Overview
- Create a Curriculum Library Curriculum Libraries house student programming (i.e., Skill Areas, Programs, & Targets).
NOTE: Users have the option to populate a Library manually or via a spreadsheet. Once fully populated, a user can pull selected Libraries into their student’s profile and then modify it based on the student’s specific needs. This eliminates the need to recreate programming from scratch on a student-by-student basis. (Depending on the content of your curriculum library size, this can take 15 minutes or 4+ hours)
Phase Three: Create Student Programming
Now that you have your Organization-wide Settings Setup, it's time to learn about some of the main features and how they work to streamline your daily workflow!
NOTE: You can set up from an organization level, student level, or target level.
1) Student Program Overview Workflow
See a student program workflow example
ACTION ITEMS:
- Review and learn about Student Setup Workflow
2) Behavior Reduction
The system allows you to collect behaviors for Reduction in two separate ways. The first is event data, in the form of ABC data collection, allowing the clinician to analyze behavior function. The second is “per behavior data” which is the more traditional way, where the clinician chooses the measurement, for example collecting frequency for spitting behavior.
ACTION ITEMS:
- Review & learn about Behavior Reduction
- Review & learn about Zero Out Options.
- If you have purchased our Dedicated Success Coach option, it is advised to prepare a list of questions for your training session.
3) Skill Acquisition
The system allows you to collect skill acquisition by choosing the target type that best suits your program needs.
ACTION ITEMS:
- Review and learn about Targets Types
- Review and learn about Target Life Cycle
- Learn more about Skills Acquisition Overview
- Review and learn about Student Specific Student Settings Subtab
- Review and learn about Portal vs App
- Create a Student Student Setup Workflow
- Complete App Training Workflow
- If you have purchased our Dedicated Success Coach option, it is advised to prepare a list of questions for your training session.
3) System Features (to make things even easier!)
ACTION ITEMS:
- Review and learn about Playlists Overview
- Review and learn about ReminderR+ Subtab
- Review and learn about Student Assessments Tab in the Portal
- Review and learn about the VB-MAPP Introduction & Overview