Discussion: Early Intervention helps identify employees who have developed a pattern of behavior that indicates that intervention may be necessary.
Creating a response category.
- Go to categories page. Categories for early interventionand recognition response are created in the same manner as those used for new documentation.
- Open the dropdown list at the top of the “Manage Categories” page and select “Early Intervention.”
- Add the appropriate response category, set the minimum title, then Save Changes.
Creating a new Intervention Rule.
Open the “Early Interventions” section then click on the “New” button and name the intervention rule.
- If you are creating a rule to track multiple categories, we suggest using names such as Early Intervention Flag or Early Warning Flag.
- If you are creating a rule for a single category simply use the name of the category (Pursuit Flag, Tardiness Flag, etc.).
The “Active” box is checked by default. This field may be deselected to make the flag inactive.
Setting Thresholds - Take some time to think through this process. The thresholds can be set to reflect those in your organization’s policy. An intervention flag should be a significant event. If thresholds are set too low and result in frequent flags it may diminish the significance of the intervention process.
- Count – The number of points which will trigger the intervention flag.
- Timespan – The time period in which the incident count will be measured.
- Reuse Categories – If this option is checked the categories will accumulate resulting in a flag being retriggered when subsequent entries are made. We recommend you check this option for all intervention flags.
- Allow Confidential – If this option is checked it will give you the ability to include confidential entries as triggering events.
- Send To – This dropdown allows you select where you want the Early Intervention flag to be distributed. The default setting is “Upline Supervision” (the employee’s normal hierarchy). You may also select any confidential group you have created.
There are three options regarding confidential entries as they relate to Early Intervention.
Option 1 – Don’t allow confidential entries to be included. Flags will be distributed to the employee’s regular hierarchy and will not include confidential entries. We don’t recommend this option because you could miss a triggering event.
Option 2 – Allow confidential entries and leave the “Send To” dropdown in the default setting of “Upline Supervision”. Flags will be distributed to the employee’s regular hierarchy. Any confidential entries will appear simply as “Confidential Incident” with a note to contact members of the confidential group. If the link to the confidential entry is selected by anyone in the employees’ normal hierarchy, they will be alerted that they do not have access to the entry. The intent is to ensure a discussion between the normal hierarchy and members of the confidential group to provide for an effective review of the flag.
The response to the Early Intervention Flag will be distributed to the employee’s regular hierarchy. Any confidential entries will be linked to the response along with normal entries. But again, the regular hierarchy does not have access to the confidential information.
Option 3 - Select a confidential group from the “Send To” dropdown. Flags will be distributed to the members of the confidential group selected. The regular hierarchy does not see the flag and it may be responded to at any time deemed appropriate by the members of the confidential group. It is important to note that any flag, whether it includes confidential entries or not, will be distributed only to members of the confidential group.
Confidential group members will be able to view all entries linked to the flag regardless of their normal hierarchy.
The response to the Early Intervention Flag will be distributed to the employee’s regular hierarchy. Any confidential entries will be linked to the response along with normal entries. But again, the regular hierarchy does not have access to any confidential entries.
Once again, the intent is to ensure a discussion between the normal hierarchy and members of the confidential group to provide for an effective review of the flag.
Categories – Open the dropdown box and select all categories to be included in the flag.
Incident categories may be selected in more than one rule. Be aware that doing so could trigger multiple flags. For instance, using tardiness in a “Tardiness” flag and again in an “Early Intervention” flag could trigger both flags. Both would require a response.
Assign Point Values
- The default value for any category selected is 1. You may assign a greater or lesser value depending on the nature of the category. For example, tardiness may have a point value of .25 and complaint may have a value of 1.5.
Editing an Intervention Flag.
- Open the dropdown box and select the rule you want to edit.
- Modify the flag by deleting existing categories, adding new categories, or adjusting point values.
- You can make the flag inactive by unchecking the “Active” box.
- Save changes.
Deleting an Intervention Flag - The admin user has the ability to delete an Intervention Flag without a response being made. The admin user must be able to see the Intervention Flag. In order to do this, the admin must be part of the hierarchy.
- Click the Intervention Flag then click “Delete Flag”.
- Confirm the deletion. The Early Intervention tab will clear once you leave the page.
After an EI flag is cleared, it will trigger again if the employee has another incident within the prescribed time frame.