Web Referrals Overview.
Smartt Web Referrals is a web-based software system allowing for new meals recipients clients to be referred to a community meals service running Smartt v4 without any paperwork, therefore reducing time and effort in transcription from one system to another, removing the possibility of transcription errors between sender and recipient staff, and eliminating the use of various resources such as paper, fax machines, toner, telephone calls etc.
Using Smartt Web Referrals enables the referring parties, whether internal Social Services staff or other external parties, to create new Client referral records directly into a SMARTT system using only a standard web browser to complete web pages easily, quickly with complete security and field-by-field validation.
It also allows referring officers (typically, but not necessarily, within a Social Services Environment) with appropriate user credentials to view personal client details and also certain meal history, menus, account transactions and other service requirements details together with any special Dietary requirements and payment details etc directly from the host Smartt system. Whilst broadband is ideal, “Dial-up” access will also work satisfactorily where it is the only available means of internet/intranet access.
Remote users will not require any additional or non-standard software installed on their workstations ( Something typically welcomed both by local authority and commercial contractor IT departments alike ), since only a standard web browser and internet (or intranet) access will be required to enable any accredited user access to the service.
Whilst initially we expect the uptake of this new feature to be principally within a local-authority intranet arena, since the mechanisms are inherently identical and full support for 128-bit SSL (Secure Sockets Layer) encryption is already provided, there is no reason why this access mechanism cannot be extended to end-users ( meals recipients ) themselves, where this is perceived as a useful facility. For example, it seems likely that commercial meals contractors who also operate private ( i.e. non-subsidised ) services will see benefits in enabling that client group to place and track their orders and monitor their account using the internet rather than rely upon telephoned or paper-based systems.
If you think of the various items of Client data presently contained in a "paper" referral form, each single one of those data items can be made "optional" or "mandatory" within Smartt, and where mandatory, the data input can be checked for validity in any way you can think of.
Obviously, such matters as invalid formats of Social Services ID Nos., duplicated numbers, missing dates of Birth etc., would be validated automatically and the submission of the referral with such invalid items prevented accordingly wherever any such invalid data is identified.
Incomplete referrals documents can be SAVED at any time (for example to allow a referrer to check or obtain missing information off-line), but final submission of any referral is not possible until every mandatory data item is complete and has been validated.
Therefore not only are internal meals service staff saved the input time and the problems of reading and transcribing a handwritten fax or form, and interpreting and perhaps correcting other people's errors, but the whole aspect of handling and filing the paperwork and dealing with fax machines etc., can be avoided.
Similarly, for any fixed information types that are provided for within your own service, such as diet types, there would be NO possibility of inputting any vague or imprecise option as “other”, or creating a query for your own staff by inputting inconsistent or invalid data, since the electronic referral form can be tailored precisely to your own requirements. Thus the onus of providing complete and accurate information falls directly and solely upon the referring party where it properly belongs, and there is simply be no possibility of creating a referral that is NOT complete and unambiguous.
Whilst the referrer is typing data in through their browser, the individual field entries are validated in real time by the SMARTT WebServer module, and hence invalid or incomplete input for each data item can be rejected instantly, ensuring that the final referral submission to Smartt is “perfect”.
Once a valid referral has been submitted to SMARTT, a positive confirmation of safe receipt will be issued to the person generating the referral including a serially numbered identification, and then SMARTT operators will immediately be notified of the arrival of incoming referral records to be finally released.
The release mechanism itself is extremely quick and easy, requiring only the attachment of such new clients to the appropriate delivery round(s) for their geographic areas, and conversion of such records typically takes only a few seconds.
Of course, once the basic mechanics are in place, the possibilities exist for further exploitation of intranet and/or internet use, such as on-line enquiries of various kinds. The possibilities for the future are almost limitless, and we believe will assist Local Authority-run meals services to comply with requirements of the UK E-Government initiative.
Security is naturally a major area of concern, but since the Smartt web server already provides 128-bit SSL (Secure Sockets Layer) encryption to the highest current standards, you can thus rest assured that your confidential data will always be fully protected, and that no unauthorised individuals will be able to access the meals server.
Internal Smartt administrators will have complete control of the WebServer access-control function, and will be able to grant, modify and revoke access permissions to Web Users and User Groups whenever required, without reference to their own IT Support staff or to the Smartt Software support team. Strong passwords are automatically enforced, to assist with maintaining confidentiality, and the local Smartt administrator can also enforce frequent password changes to comply with local policies.
We believe that this enhancement offers the potential to allow your service to run even more efficiently, releasing valuable clerical support staff for other important duties, and this will enable SMARTT to continue to represent the most effective PC-based solution for administering a meals service for the foreseeable future.
Please note this module is only available on Smartt version 4 (Client/Server editions only), and all existing clients have already been notified of the appropriate upgrade paths available to them from versions 2 and 3 of Smartt.
For further information, please contact the Smartt sales desk on 01392 464596, or email firstname.lastname@example.org