This training video explains how to search for existing client profiles and accurately record a TFAP (The Emergency Food Assistance Program) visit within the Link2Feed system, emphasizing correct data entry for reporting.
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hello and welcome to the link to feed
training series
this video is going to discuss how to
search for an existing client profile
and also how to record a tfap visit in
link to feed
so here we are logged into the test site
and we can tell that because the word
test is up here
in the url of the web page and we're
going to start here on the dashboard
if you need help getting to this point
please refer back to
so beginning on the dashboard you
find yourself wanting to record a visit
for a client
and ideally it's being recorded live
where you have someone in front of you
who is checking in to receive
food so if you scroll down to this
search bar here
you will have a few different options for
for
how to find the profile you're looking for
for
if you choose to search by name please
start with the last name
first and then you'll be able to narrow
down to the first name
when you start searching it will prompt
you with different profiles that
it thinks you might be looking for and
you can confirm that with the birth
dates over here on the right
but since the the statewide network
merge that occurred in march 2021
these profiles are statewide and so
as you can imagine the live site has a
lot of different
profiles for many common names
and so for example if you're searching
for a smith and there's
way more smith options than this little
suggestion bar
can hold use your keyboard to click enter
enter
and that will take you to a more
conclusive list that you can then
filter and alphabetize or search
do a sub search in these results
a lot of ways to narrow down the
profiles in order to find
who you are looking for
anecdotally i have been told that it is
much easier to search by
birthday it just filters it down um
a little quicker so if that's your choice
choice
make sure you have the date of birth
option selected
and then type in the full birthday
and so when you find the profile you're
looking for whether
it's down on this list or here in the
suggestion box
and it will take you to the services
page where
you can enter a visit so
on this page you will be able to see
these different tabs correlated with the profile
profile
and these are covered more in detail
in the creating a new client video
but if the client is already created you
will be directed to this services page
you can get a general summary of the
household here's their name
client id over here in the corner
and if you scroll down you'll have this
option to
record a new tfap visit which is what
we're going to click
in just a minute here and if you are an
agency that has a distribution outside of
of
a tfap distribution so for example
if you hand out food that is totally
unrelated to t
fat but you still want to track it
consistently in the same way
we can make sure you have this other
pantry visit option here but for the
most part you only need to worry about
tfap visits
before we click that i'm going to scroll
down here where you might notice
this list here of a visit history so on
this profile you will be able to see
all of the visits that have been
recorded statewide
and this is not meant to decline
anyone if they have been to another
pantry before visiting your pantry
please still serve them it is not meant to
to
so when you are ready to record your
t-fat visit click
new t-fat visit
and you'll be directed to a page that
looks very similar but we're going to
scroll down
to indicate some details here anything with
with
this blue little asterisk star
will require a response and so the date
is asking
when the food was distributed so it's
automatically set to the current date
but if you are retroactively recording information
information
then you can select the appropriate date
in that sense but ideally
it is being recorded live
if you are tracking the reasons for the
visit you can indicate that
in this section but it does not have a
little star
this section will automatically check
all of the household members that are
listed in the link to feed profile
and it is acceptable just to leave all
of these checked
but if for whatever reason the
individual indicates that um
their child is not in their household
for this month maybe it's a family of
divorce with shared custody
you can uncheck a user that way but for
the most part
it's a regular practice just to leave
all the household members checked
and this will ultimately impact
your individual served if you're running
as you keep scrolling you will come to a
food provided
in items or services provided sections
and if you are a returning link to feed
user you may have noticed that
there are many more options here than
you might have historically seen
and this is a result of the recent
network-wide merge that occurred there's
just many more
options available across the state and so
so
we don't want you to feel overwhelmed
all that you have to worry about
is this tfap box option
so as long as you are recording data in
this section you do not have to worry about
about
any of these other options you're
welcome to use them
if you do distribute personal hygiene items
items
or diapers or any of these other
sections that are here but
please make sure that you are entering
information in the tfat box section
because this is what is being required
to track on link to feed
another note to keep track of
is typing the full number preferably on
your keyboard
if you use these little arrow options it
goes up
in increments of 0.01
and so if you're trying to record one
box but you accidentally record
0.01 bucks you might be able to imagine the
the
discrepancy that that causes when you're
running your end of the month report
wondering why linked feed doesn't indicate
indicate
the full amount of boxes that you distributed
distributed
so this is where you would indicate um
your equitable distribution of tfap
so if you have a household of one to
four people
please enter one box if it's a household
of five to eight enter two boxes
and anyone with nine or more members
gets three boxes
and of course these boxes can be
supplemented with
any other food that your site might have available
available
but in this example the smith family
only has
two individuals in the household so they
will get one t-fat box
and i don't want to indicate any other
details or items provided in this visit
so i'm going to scroll on down
where i find the additional notes or
information section this does not have a
little blue star
it's not required but it is a tool that
you can use if for whatever reason there
is a note you want to make on this visit
or this profile
that doesn't fit in either one of these sections
sections
you can mark a note as an alert
and that will add it to the profile
up here here's an example of a note that
has been marked as an alert
and you can also choose to mark the note
as private and so
this will keep the note within your
pantry only
otherwise it will be visible to the
entire state
which might not be a bad thing but if
it's a note that you are just wanting to
keep for yourself and your organization
be sure to market as private but if
that's not a tool that you're choosing
to utilize you can keep on scrolling
the signature section is important this
is where
the client self discloses that they meet
these guidelines
and that um they are seeking to receive
the food
and so you would confirm their
permission to get their signature
and there's a couple different signature type
type
options and you can select the one that
works best for you
here one thing to keep in mind
is that if you are using those hard copy
sign-in sheets
and recording visits retroactively
you do need to keep those sign-in sheets
for five years
and those can be requested in the
instance of an
audit and so please keep in mind
that if you are indicating hard copy signature
signature
you will have to have those hard copies available
but if you are getting permission from
the client to type their signature
or their initials are acceptable
and again there are a few other options
here as well
but the automatic is type signature
your visit is recorded successfully you
get that little green flag up here in
the corner
and then you can scroll back down to the
visit history
and see that it is down here added to
the list
if for some reason you want to view edit
or delete a visit
you can do that with these three options here
here
this little folder will let you view it this
this
orange button will let you edit it so
for example if you accidentally typed
.01 boxes
you could edit that and make it one full box
box
or for example if there was an instance
where a visit was accidentally recorded twice
twice
you could delete that duplicated visit
but after you delete something you can't
undelete it so
make sure whatever action you take is
so once you record the visit for this client
client
you can always navigate back to your
dashboard where you can begin searching
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