Table of Contents
Introduction
Join Dane Whitcomb as he goes through the steps of configuring, recording, and exporting SilverSneaker Pass visits for insurance reimbursement.
Recording
Transcript
00:00:00:30 - 00:00:26:09
Dane Whitcomb
In this video, we're going to be going over setting up passes and recording visits for Silversneakers in RecTrac as well as how to then generate the export file you can upload into Silversneakers. So to get this started, we're going to head into past management in RecTrac so we can find that through our menu. And really the first thing you need to do to get started is create a silversneakers designated pass like I have here.
00:00:26:34 - 00:00:54:37
Dane Whitcomb
This could be several, but in most cases I find this is just one membership pass, so you can click change here on it. First you'll want to click Add Membership Passcode But since I'm going in, I'll click change and usually there's not any fees linked to this Silversneakers pass. So that makes the the setup a little easier. We really just need to give it a passcode, a description, one kind of option you do have control of is Do you want to make this something they'd renew every year?
00:00:55:16 - 00:01:18:29
Dane Whitcomb
But all of the time since there is no fees involved, a lot of people like to set the default expiration date out into far out date, like in my case, 2050, where you're kind of assuming now it's not going to expire until I actually go in there and cancel it manually. But if you did want a little more control and wanted to renew each year, you could set your default period to 12 and then use months here.
00:01:18:44 - 00:01:47:14
Dane Whitcomb
And that would say, you know, once you buy, it's good for 12, 12 months or one year, and then at that time it needs to be renewed. So that option is kind of up to you. But once you get your pass set up how you want it, you can click Save. And the next step is we need to create a field in household management where we can link the Silversneakers member ID for each person we're selling the Silversneakers pass to.
00:01:48:01 - 00:02:13:11
Dane Whitcomb
So to do that, we're going to do some screen design. So we're going to go into management, screen management and the screen we're going to need to customize is actually going to be called the person update screen. So as you can see here, I've got a household update screen, but we need to do the person update. So if you do have a currently customized person update screen, you can click change on it and use that one.
00:02:13:11 - 00:02:37:34
Dane Whitcomb
If it's linked to the right screen design. But if not, then if you don't have one, like I don't have one in my list here, I'm going to click add and the base screen I'm going to be using is going to be person update. And then you just want to make sure you're using the right design here. So I'm using my custom design.
00:02:37:34 - 00:02:57:00
Dane Whitcomb
So once that is created, it's going to bring us into this RecTrac screen management tab and we're going to go to the unused Fields tab and expand that and then expand our SAPersonUpdate_Group4 And within this list of fields, we're going to be looking for our organization name. So once we find it, we can click and hold.
00:02:57:00 - 00:03:26:36
Dane Whitcomb
And actually we're just going to bring it way up to this core tab and then drop it under course. Settings should turn green, allow you to drop it, and then we're going to see our organization name here, and we do want to make a few tweaks to this field. So we are going to click Advanced Field Parameters one thing that's super helpful is instead of leaving it called the organization name, we switch it to something like Silversneakers ID or maybe Silversneakers member ID, whatever you really want to name it.
00:03:27:32 - 00:03:55:17
Dane Whitcomb
I'm going to do Silversneakers ID. And then the other thing I like to do is since Silversneakers does require that membership ID number to be 16 digits, I like to switch the max length from 100 to 16 and then set the minimum length to 16, Also, what this will do is hopefully minimize on the incorrect membership ID numbers being typed in.
00:03:55:43 - 00:04:34:41
Dane Whitcomb
It won't allow you to now type in one that's maybe 14 or 15 characters or more than 16. So in theory that should reduce the amount of incorrect numbers being typed in in that field. So now that we've made those changes, we can actually click done here. And at this point you would want to start selling those silversneakers passes to anybody who is going to be a member and we want to record visits against so at this point I've already sold one of those to a household, so I'm going to go in to household management and I'm going to plug in their silversneakers member ID into that field I just created.
00:04:35:28 - 00:05:04:07
Dane Whitcomb
So I sold a membership to Phil Banks here, and here's Phillip Banks, my primary guardian, and I'm actually and I click into this member details and this is going to bring us into the person update, which is that screen we customized. So now that we're on our person update screen, here's our Silversneakers custom ID field. We just got done creating and this is where we type in their Silversneakers ID number.
00:05:04:27 - 00:05:20:12
Dane Whitcomb
So for example, if I do try to type in something short of 16 numbers, when I click out of it, it's going to give me a warning and an actual that may save it, that it's an invalid length and characters. So I'm going to be typing in a full 16 and as you can see, I can't even go over.
00:05:20:12 - 00:05:44:12
Dane Whitcomb
So I am trying to type in more numbers, but it won't let me. So that's what we made, require the 16 digits. And so now that we have their silversneakers ID linked, we're going to click Save. And now at this point we've got a Silversneakers pass membership sold to this family member and we've got the silversneakers ID in their person update screen.
00:05:44:26 - 00:06:03:06
Dane Whitcomb
We'd be good to record visits against it now. So those are the kind of the two things you want to make sure you have in place. Obviously, they're going to need a pass and then we want to make sure that that Silversneakers ID is plugged in before we start recording visits. So the next step is to go into Pass Visit Processing and record some visits.
00:06:04:04 - 00:06:31:34
Dane Whitcomb
One thing to note here is you would want to link that Silversneakers pass to your visit profile as a valid pass or else it won't let you swipe them in. So you could either swipe their pass at this point or you can do a name lookup. That's what I'm going to going to be using. So I'm going to be selecting Phil up here and it should recognize that he has the Silversneakers pass membership which it does swiped in.
00:06:32:13 - 00:06:50:05
Dane Whitcomb
So now we have a visit recorded against that Silversneakers membership. So let's say now the month comes to an end and it's time to run our silversneakers export. That's usually when they would like you to run it, but you might want to just double check with Silversneakers at the end of the month is usually the way they like to do it.
00:06:50:05 - 00:07:15:32
Dane Whitcomb
So we're going to go into Silversneakers in our menu and this is our custom program for these Silversneakers visits. I'm going to click default settings in here so I can clear out my last settings. But in the beginning and pass area you just want to signify which passes are considered silversneakers. So if you just got that one created, you're just going to do Silversneakers to Silversneakers.
00:07:16:02 - 00:07:41:28
Dane Whitcomb
Obviously if you had several, you just want to make sure those are the only ones included in your range. But I think in most cases you'll find it's just one pass. So here's my Silversneakers one selected my begin visit date range. So this is the range in which we want to include our visits in the export file. So if you're running it at the end of the month for that current month, you'd want to be using begin of month to the end of the month.
00:07:42:11 - 00:08:03:03
Dane Whitcomb
But let's say maybe you missed running it in October for October's visits and now it's November. In that case, you want to use begin to end of month. You would want to use something more may be actual date and just plug in those dates you're looking to get the visits for but begin to end a month. Works for me and then you will need a visit location.
00:08:03:03 - 00:08:30:43
Dane Whitcomb
So that's just going to always be the same location that's tied to the visit profile where these Silversneakers memberships were swiped in at. So for me it's like Killington Mountain visit profile with that Killington Mountain visit or sorry location link to it. And now the last step is to just give your export file a name. So it's October now, so I'm going to call it October and then it's 2022, so I'm going to give it 2022.
00:08:30:44 - 00:08:55:34
Dane Whitcomb
There and then we'll use a text file extension. That might be something to check with Silversneakers on what type of file they want you to import. It could be a text file or it could be something like a .csv or a .xls. In this help, it lists the typical file extensions in there and it says Healthways will inform you on the file type they prefer.
00:08:56:10 - 00:09:14:09
Dane Whitcomb
So here we'll just use a .txt and we have a few options here on the right if we want to exclude daily visits, exclude visits with no linked pass or print a visit Export log. I like to print the visit export log. It's just going to kind of generate you a more of a RecTrac friendly visit log report.
00:09:14:16 - 00:09:35:10
Dane Whitcomb
You can view just the one word of caution on this one is it'll generate and then generate this PDF report in the document center. And this is not the report to import into Silversneakers because it is a PDF and that's not what they're looking for. They'll actually deny that if you try to import that, it won't be the right file type.
00:09:35:10 - 00:10:00:19
Dane Whitcomb
So you'd want to be using the actual export file. So I'll show you that here we can click process. It's going to send it to the server so now we can preview our document. So this document we're previewing would be the one you'd be importing into Silversneakers. It could be a text, could be a ceasefire. But here's what it's kind of going to look like.
00:10:00:38 - 00:10:27:42
Dane Whitcomb
You'll have more rows as you record more visits. So I just said that one visit. So 43 is the pass number. So my track generated pass number, my silversneakers ID here, the household name first and last, the date the year and then the time the visit it was was recorded and then like I mentioned, it does create more of a RecTrac pdf visit log.
00:10:27:42 - 00:10:50:35
Dane Whitcomb
So that's going to be in the document center and it's going to be under reports under the user who ran it. So I've got this silversneakers visit log and if they open that, this is going to be more of that RecTrac friendly, that's going to give you the same information, but it's going to give you the column descriptions and things like that.
00:10:50:35 - 00:11:10:18
Dane Whitcomb
But again, this isn't the one that you'd be importing to Silversneakers, it's the actual text file or CSV file or whatever that may be. So that just is kind of a whole overview of creating your passes, creating your custom field, and then actually recording visits and generating and generating an import file for Silversneakers.