COVID-19 Test Scheduling and Management
Last updated
Was this helpful?
Last updated
Was this helpful?
On the test scheduling page (Menu -> Testing -> Scheduling) you can schedule and edit testing sessions, initiate tests, and add new users for testing.
Under the “Initiate” you can choose to initiate individual or bulk tests.
Click on “Schedule COVID Tests” to see the test scheduling module. Search for the user you’d like to schedule using the searchbox. You can search for any cast/crew that is in the Venture Safe system. When you choose a person, their email address, department, zone, and test history is shown. Click on the “Schedule” button to pend a test for that person. The test will show up in the “Schedule” module to the right.
If the person you want to schedule is not in the system, click “Schedule Non-User”. Enter the person’s Full Name, email address, and phone number. Add a note or select the department requesting the test, if you’d like to track that information. Click the “Schedule” button.
The new user will show up in the list of unassigned tests in the Schedule column. The app will send the user an email requesting them to sign up for the app. Once the new user signs up, the “New User” tag on the pending test will disappear.
Rather than having to search for and click on individuals, you can select whole groups of people who are likely to be tested at the same time and location. Cast/crew who are “On Roster” (See User Management on page 11) can be selected all at once.
Click “Bulk Schedule by Zone”. From the dropdowns, select a Zone and the preferred testing location. A list of everyone that matches those pre-requisites will be displayed. Click “Schedule All” and the system will create individual tests for each person and place them in the unassigned tests list under the Schedule column. [Please give the system time to create each test – larger groups will take extra time]
To create a new group testing session, click and drag on the calendar when you want to session to be.
A new testing session popup screen will show. On there you can adjust the session’s start and end time using the time/date choosers. You can then choose from two quick pick selections or “location” to enter the address of the testing session. By default, the 2 quick pick selections are “Circus” and “Production Office”.
When a quick pick is selected, default notes for the testing location will be in the notes section. You can leave them or change them as appropriate.
When “Location” is clicked, the Choose Location window appears. Search for saved locations in the searchbox or click the “Search Saved” icon. Click the “Choose This Location” button to populate the New Testing Session popup.
To chose a new location, click the “Create New” icon. Give the location a name (mandatory) and enter the location’s address. When the address entered is validated, it will show up on the map. Click on “Use This Location”. The location chosen will populate the New Testing Session popup.
If the tests are to be expedited, toggle “Expedite Tests”. The “# of testers” choice allows you to request additional testers per session. In general, one person doing testing can test 12 people an hour. If you typically test large groups of people, you may want to request 2 testers so that you can fit in 24 people per hour.
Click “Create Session” to finalize the session and close the New Testing Session window.
For home collection testing, or for small groups, a “custom” test session can be created. Under the “Manage” column, click on “Custom Test Session” and then on “Create New”.
On the Custom Test schedule popup, set the date and time for the session. Duration for custom sessions is set at 30 minutes.
Choose a location for the test and whether it is an expedited session the same way you would for a group session. Click the “Schedule Custom” button to finalize the session and exit the popup.
On the calendar, select the session you would like to populate with tests. The session will open in the Manage column. Group sessions and custom sessions will open in their respective modules.
The time duration between slots depends on the number of testers assigned to the session. With one tester the slots will be 5 minutes in between each other. With 2 testers the duration is cut in half – 2.5 minutes between slots.
From the Scheduling column, drag pended tests onto an open slot in the opened session. The test will then occupy that spot and change its status from ‘Pending’ to ‘Scheduled’.
Although this screen is meant to be used on a computer, you can perform the functions on an iPad or phone. When using devices where dragging and dropping isn’t an option, you can utilize the “Available to Assign” dropdown to move pending tests to the session.
Tests can be moved from one slot in a session to another. Dropping a test on an occupied slot will cause the two tests to swap locations.
Click on “Remove” to move the test out of the session and back into the list of pending tests in the Schedule column.
On the calendar, you can drag and drop sessions to new times and days. Tests associated with the sessions will automatically change their dates and start times based on the new session times.
Click on a session to open it in the Manage column. To edit, click the “Edit” button.
The session will open in the New/Edit Session popup. Make any changes needed and click the “Save Changes” button.
If you have a session that will likely be the same on other days, it may be easier to copy the whole session. This can be done by copying the session alone (copying the length of session, start and end time, and resources) or copying the session with duplicate tests attached.
To copy just the session (no tests) – click the “Copy Session” button
To copy session and all tests – click the “Duplicate with Tests” button
Once copied, the original and copied sessions will be sitting next to each other on the calendar. Simply drag and drop the new session to where you’d like it in the schedule.
When you click “Delete” you can choose to delete just the session or the tests along with the session.
If you delete just the session, the tests attached will move to the list of “pending” tests under the Schedule column.
The system is set up to automatically send email reminders a day in advance of a testing session to the users who are scheduled to have COVID tests. You can also send reminders manually.
Reminders tell participants the date, time, and location of the tests (whatever is listed in the sessions location fields).
Click the larger “Notify All” bell to send reminders to everyone in the testing session.
Click the smaller individual bells for each person to send a reminder just to them.
A popup will show making sure you mean to send the reminder, plus listing out who will receive reminders.
Once a reminder is sent, the notification bell turns green.
To print a hardcopy of the list of people who will be tested in a session, click the Print button.
