DCAF 101

How Does DCAF Work?

(TK Create rough explanation of case manager workflow, needs from patients and case managers, and data needed at each step.)

Abbreviations

• PT = patient
• CM = DCAF case manager
• DCAF = DCAF Staff
• APPT = appointment for abortion procedure
• DCMS = DCAFCase Management System
• Status = current status of PT within the DCAF workflow

(TK picture of flow by Andrea tk)

Flow

Part 1: PT Initial Contact

• PT: Calls DCAF; Leaves voicemail
• CM:
• Data:
• Status:

Part 2: Create call list

• PT:
• CM: Listens to voicemail inbox; Creates call list via DCMS (Step2a/b)
• Data: PT phone numbers
• Status:

Part 2a: Call list - New PT

• PT:
• CM: Search of DCMS; Number not found; New PT file created with phone number and name; Number placed into call list
• Data: PT phone numbers; PT names
• Status: New

Part 2b: Call list - Existing PT

• PT:
• CM: Search DCMS; Number found; Number placed into call list
• Data: PT phone number; PT file
• Status: Reached/Not Reached

Part 3: Call list triage

• PT:
• CM: Triage of call list by preset factors (APPT <2 days away; >15wk gestation; complex cases, etc.)
• Data: PT file; APPT date; Other notes
• Status: Reached/Not Reached

Part 4a: Call PT - Reach PT - New/Incomplete PT

• PT: PT gives information on her case
• CM: CM fills out information; if new PT, gives PT references to possible clinics if needed and other funding sources; tells PT to call back and leave another message (Go to Step1)
• Data: All; Case update notes
• Status: Reached

Part 4b. Call PT - Did Not Reach PT - VM OK

• PT:
• CM: Leaves VM (Go to Step1)
• Data: Record of call; if VM was left (yes)
• Status: Not Reached

Part 4c. Call PT - Did Not Reach PT - VM NOT OK or No VM Setup/Full

• PT:
• CM: CM does not leave VM; Abortoplex records call attempt (Go to Step1)
• Data: Record of call; if VM was left (no)
• Status: Not Reached

Part 4d. Call PT - Reach PT - Complete PT

• PT: Gives information on case; Confirms fundraising is complete
• CM: Confirms pledge will be sent with PT (Go to Step 5)
• Data: Case update notes; Final pledge numbers
• Status: Pledged

Part 5a. Confirm Pledge

• PT: Confirm name, information, APPT date/clinic/amount pledged
• CM: Confirm name, information, APPT date/clinic/amount pledged; Sends pledge
• Data: All
• Status: Pledged

Part 5b. Pledge Form Created

• PT:
• CM: Abortoplex autocreates pledge form in pdf
• Data: All; Pledge pdf
• Status: Pledged

Part 5c. Pledge Sent

• PT:
• CM: Send pledge through external online fax system
• Data: Pledge pdf
• Status: Pledged

Part 6. Appointment

• PT: Goes to APPT; has procedure
• DCAF: Receives pledge form from clinic
• Data: Pledge pdf; APPT date; Amount pledged
• Status: Pledged

Part 7a. Payment Confirmation

• PT:
• DCAF: Confirms PT pledge data in DCMS; Switches status to PAID
• Data: Pledge pdf; APPT date; Amount pledged
• Status: Paid

Part 7b. Payment Sent

• PT:
• DCAF: Payment sent to clinic
• Data: Pledge pdf; APPT date; Amount pledged
• Status: Paid