WEBSURV INSTRUCTIONS

Person Search Instructions Print Date: 11/15/2011 Page 1 of 19

PERSON SEARCH INSTRUCTIONS Overview Search Tips Person

o Surveillance Search Results o Select Surveillance Person o MOHSAIC Search Results o Select MOHSAIC Person o Add New Person to Surveillance

Condition o Date and Jurisdiction Search o Date and Condition Search o Identifier Search o Print Condition Report

o Date and Jurisdiction Search

Case

o Date and Condition Search o Identifier Search

Field Record Search Locator

o Address Search o Telephone Search

Overview Regardless of how much information is entered on a condition, if you cannot find the case back; the report is of no use. WEBSURV provides a means to track conditions for your jurisdiction that were entered by other users as well as a means to locate cases that the paper copy may be illegible. In WEBSURV, nearly every element begins with a search. A search is mandatory before access to detailed information pertaining to a person can be viewed or new information can be entered. Search Tips A search can be completed on a single field or a combination of fields:

• Last Name and First Name OR • One Name Field and Date of Birth OR • One Name Field and Sex OR • Date of Birth only OR • SSN OR

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• DCN OR • Party ID

In addition to the above searches, the user may choose to use ‘soundex’ of the last name and/or first name in the search criteria. Search Tips are available within the application. Tips made be hidden or shown based on user’s preference. To hide the tips, click the Hide Search Tips at the top of the search screen. When tips are hidden, a Show Search Tips link is available. Person Search The following preconditions must be met: 1. Successful log into WEBSURV application. The Person Search allows you to identify persons for selected criteria. It is recommended to begin with a search of 4-5 letters for the last name and 1-2 letters for the first name. Caution should be used in the search criteria if the name is really common. Multiple names may be returned for the same person, note that one name is primary and others are AKA, etc. Steps Screens 1. Select the Person Tab

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2. Review Search Tips. 3. Click Hide Search Tips. (optional)

4. The Search Tips are removed.

(Click the Show Search Tips for the tips to be returned to the screen.)

5. Enter Search Criteria (see search tips)

Recommendation: For name searches, initially search on 4-5 characters of last name and 2 characters of first name (unless it is a real common name such as SMITH). 6. Click Search button.

NOTE: In many places in the application, the system may indicate “Please Wait…”, “Building…”. When this occurs, do not click on any links, wait for the application to complete the process.

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Surveillance Search Results 7. Surveillance Search Results are

returned. NOTE: Maximum Number of Rows defaults to 50. This is the number of parties that may be returned in the search. If Rows Returned equals the Maximum Number of Rows, the user may increase the Maximum Number of Rows up to 250 or enter additional search criteria. 8. Click Address(s) link in the last

column for the appropriate person. (Optional: Use if more information is needed to determine which party is the correct one.)

9. The Addresses Screen is returned for the person.

10. Click Close button.

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11. The Search Results Screen is returned.

Skip to Step 14 for Search MOHSAIC when person not found.

Select Surveillance Person 12. Click Person Name link.

13. Person record is displayed.

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MOHSAIC Search Results – The Search MOHSAIC button is not visible until after the search of surveillance. If the person is not found in surveillance, the user must search MOHSAIC. 14. Click Search MOHSAIC button

below the Surveillance Search Results Grid.

15. MOHSAIC Search Results are

returned.

Select Person from MOHSAIC Search – When a person is selected from MOHSAIC, a copy of the person’s demographics and locators are inserted into WebSurv. 16. Click Person Name Link

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17. If the MOHSAIC party does not contain all the information necessary to add the person to WebSurv, a validation message will be displayed. If this occurs, the user may “Add New Person to Surveillance” – Step 19 or log in to MOHSAIC and fix the party record.

NOTE: Person records are copied from MOHSAIC and inserted into Surveillance (Names, Identifiers, Locators). 18. If the MOHSAIC party has

sufficient information to be added to WebSurv, the person records (names, demographics) will be added and the Person Demographics screen will be displayed.

Add New Person to Surveillance 19. If the person is not found in

Surveillance or MOHSAIC, scroll to the bottom of the screen and click Add New Person in Surveillance button.

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20. The Demographics entry screen is returned in a pop up window.

21. Complete the information. a. Entry of demographic

information b. Entry of identifier, click

add to list. c. Entry of education,

click add to list. 22. Click Save

23. Person is displayed in the tree

and the Addresses Screen is returned.

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Condition Search The following preconditions must be met:

1. Successful log into WEBSURV application. 2. Click Person Tab

The Condition Search allows you to identify conditions for selected criteria. A time frame is required for searches on condition name and jurisdiction. Disease Surveillance reports from 1992 through present are available in WEBSURV. Multiple names may be returned for the same person, note that one name is primary and others are AKA, etc. A search can be completed on a combination of fields: • Date Type, Date From and Date To, Managed or Counted, Jurisdiction or Region OR • Date Type, Date From and Date To, Condition Name and/or Condition Status OR • Identifier Type and Identifier Steps Screens 1. Click on Condition/Notification

link

Date and Jurisdiction Search 2. The Search Condition/Notification

screen is returned. 3. Select Date Type (ENTRY,

NOTIFICATION, or REPORT), enter Date From and Date To, select Managed or Counted, Select Jurisdiction or Region. Click Search.

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4. The Search results are returned.

Date and Condition Search 5. Select Date Type (ENTRY,

NOTIFICATION, or REPORT), enter Date From and Date To, select Condition Name and/or Condition Status. Click Search.

NOTIFICATION is defined as entry or change in the following: Condition Name, Condition Status, Counted or Managed Jurisdiction, Resolution, and Diagnostics.

6. The Search Results are returned.

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Identifier Search 7. Select Identifier Type (Condition

ID, Netss ID, or RVCT Number), enter identifier and click search

8. The search results are returned.

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Print Condition Report 9. Click the Print link in the search

results grid.

10. The report will be displayed (as

PDF) either in the right frame or in a separate window (depending on Internet Explorer settings.)

NOTE: This may take a few seconds.

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Case Search The following preconditions must be met:

1. Successful log into WEBSURV application. 2. Click Person Tab

The Case Search allows you to identify cases for selected criteria. A time frame is required for searches on case type and jurisdiction. Multiple names may be returned for the same person, note that one name is primary and others are AKA, etc. Steps Screens

1. Click on Case link in the left frame.

Date and Jurisdiction Search

2. The Search Cases screen is returned.

3. Select Date Type (ENTRY, ENROLLED, or REPORT), enter Date From and Date To, Select Jurisdiction or Region. Click Search.

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4. The Search results are returned.

Date and Case Type Search

5. Select Date Type (ENTRY, ENROLLED, or REPORT), enter Date From and Date To, select Case Type. Click Search.

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6. The Search Results are returned.

Identifier Search

7. Enter case ID and click search

8. The search results are

returned.

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Field Record Search The following preconditions must be met:

1. Successful log into WEBSURV application. 2. Click Person Tab

The Field Record Search allows you to search on the field record number. Steps Screens 1. Enter Field Record ID in the field. 2. Click Search

3. The search results are returned.

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Locator Search The following preconditions must be met:

1. Successful log into WEBSURV application. 2. Click Person Tab

The Locator Search allows you to identify persons and organizations that have the locator (address, telephone, email) associated. Multiple names may be returned for the same person, note that one name is primary and others are AKA, etc. Note: In order to search on a locator, it has to be standardized. The addresses converted from STD*MIS were converted as non-standard addresses and will not return on a locator search. Steps Screens

1. Click on Locator link

Address Search

2. The Search Locators Screen is returned.

3. Enter search criteria and click Search

Street Name, State, City State, City, PO Box State, City, Rural Route

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4. The Search Results are returned.

5. Click Map link in the search result grid.

6. The map is displayed in a pop

up window. 7. Click the X in the top right

corner to close the pop up window.

Telephone Search

8. The Search Locators window is visible.

9. Click the Telephone Radio button.

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10. The Search Locators screen has telephone variables for searching.

11. Enter telephone number and click Search.

12. The Search results are

returned.