Any behavioral healthcare agency that has successfully implemented case management software can tell you what components were key to success as well as how they use the application in meaningful ways. One item often overlooked in these lists, however, is how quickly and easily agency staff can get the technical support they need.
For many social services staff members, issues involving technology can be challenging. Those without an IT background may have difficulty expressing technical questions or could be intimidated by IT experts. Good communication and troubleshooting guidelines can help bridge this gap. Here are some tips from the Help Desk team that supports Foothold Technology's AWARDS case management and client-tracking software.
Tip #1: Think Fast!
As soon as you experience a problem, take notes. Write down the "path" of steps you took in the application before the problem happened and the text of any error messages you received. The information you record now will come in handy moving forward, particularly if you need to communicate with the help desk.
The issue is always very clear when you are the one experiencing it--but for someone who is not there to see it happen, the more details the better!
Tip #2: Always Do Some Basic Troubleshooting
Even when you're convinced that the problem must be the vendor's fault, complete basic troubleshooting. It can help define the problem further and aid you in gathering additional information that will be useful to the help desk.
First, use the information you collected under Tip #1 to make sure the problem wasn't the result of user error. If you can't replicate the problem, it may have been the result of an error on your part, such as accidentally clicking the wrong button at some point in the process you were working to complete. If that's the case, you don't need the help desk.
If you can replicate the problem, continue troubleshooting by ruling out issues not directly related to the application. If the software is Internet-based, for example, and the issue relates to speed or system access, try to connect to other Web sites to rule out a problem with your office or local network. Also rule out hardware issues by attempting to recreate the problem on a different computer. If using a different machine eliminates the problem, you can then investigate any recent changes to settings on your computer and browser, or changes to your office or local network.
Tip #3: Take Advantage of "Super Users"
Another source for assistance can be your agency's "super users." These knowledgeable users have solid application experience, and are often able to screen questions and resolve issues internally. If your agency doesn't have super users, try asking the person sitting next to you. Even if he or she can't solve your problem, they might be able to confirm that someone else has had or is having a similar issue--a fact that will help provide valuable direction to the help desk.
Tip #4: Learn How You Can Help Yourself
A key component of any good support system is documentation. …