Manage Reasonable Accommodations

This task is used to set up and maintain reasonable accommodations for a household. When working with reasonable accommodations, you can:

• Receive initial contact

• Receive the formal request

• Receive the physician certification

• Approve or deny the request

• Complete the request

• Add a note to the request

• Cancel or delete the request

How do you get here?

Household Detail General Tab Tasks Manage Reasonable Accommodations

Or

Household Detail Additional Info Tab Tasks Manage Reasonable Accommodations

To Receive Initial Contact:

1. Click Receive Initial Contact.

2. Click the corresponding drop-down lists to select the following:

• Community

• Apt. Number

• Initial Contact Date

• Due Date for Correspondence

If it is a Standard Accommodation check the box and then select the Accommodation from the drop-down list.  The list of Standard Accommodations is maintained at System Administration > Maintain Lookup Tables - Reasonable Accommodations.

If it is not a Standard Accommodation uncheck the box and enter a description of the Accommodation in the box.

3. Click Next.

4. If desired, enter a note in the text box.

5. Click Next.

6. Select any available documents you want to print by checking the box next to the document name.

   • You can also use the Select All and Deselect All links to help in making your selections.

   • Documents included in the "Reasonable Accommodations: Initial Contact" Document Group (System Administration > Maintain Documents - Maintain Document Groups) will be included in the list of available documents.

7. Specify the number of copies you want for each document.

• You can preview many of the documents in Microsoft Word, make changes, and print them within Microsoft Word by clicking the preview icon.

8. Click Finished.

To Receive the Formal Request:

1. Click Receive Formal Request.

2. Click the corresponding drop-down lists to select the following:

• Formal Request Date

• Due Date for any Correspondence

3. Click Next.

4. Select any documents to mark as returned.

5. Click Next.

6. If desired, enter a note in the text box.

7. Click Next.

8. Select any available documents you want to print by checking the box next to the document name.

   • You can also use the Select All and Deselect All links to help in making your selections.

   • Documents included in the "Reasonable Accommodations: Formal Request" Document Group (System Administration > Maintain Documents - Maintain Document Groups) will be included in the list of available documents.

9. Specify the number of copies you want for each document.

• You can preview many of the documents in Microsoft Word, make changes, and print them within Microsoft Word by clicking the preview icon.

10. Click Finished.

To Receive the Physician Certification:

1. Click Receive Physician Certification.

2. Select the Certification Received Date from the drop-down calendar.

3. Click Next.

4. Select any documents to mark as returned.

5. Click Next.

6. If desired, enter a note in the text box.

7. Click Next.

8. Select any available documents you want to print by checking the box next to the document name.

   • You can also use the Select All and Deselect All links to help in making your selections.

   • Documents included in the "Reasonable Accommodations: Physician Certification" Document Group (System Administration > Maintain Documents - Maintain Document Groups) will be included in the list of available documents.

9. Specify the number of copies you want for each document.

• You can preview many of the documents in Microsoft Word, make changes, and print them within Microsoft Word by clicking the preview icon.

10. Click Finished.

To Approve a Request:

1. Click Approve Request.

2. Select the Approval Date from the drop-down calendar.

3. Click the corresponding check boxes to:

• Create Work Order.

• Remove the accommodations when household moves out.

4. Click Next.

5. If Create Work Order was selected, the next step is to specify the details to create the Work Order and any necessary reminders for the Work Order, otherwise skip to Step 7 below.

   • Reported Date - The reported date will default to today's date, but can be changed to any date in the past.  This is the date Request or Problem was reported by the resident or staff, not necessarily the date the Work Order is created in Property Manager.

   • • If the Allow Time Entry on Dates is selected at System Administration > Maintain Lookup Tables - Business Constants, you will also need to set the time of day the Request or Problem was reported.

   • Community/Co - the community will default to where the household is currently living

   • Building/Unit - the building and unit will default to where the household is currently living

   • Permission to Enter - set to Yes or No on whether you have permission to enter the unit to complete the work.

   • • This flag will default to the setting on the Household Detail > General tab for the household in the selected community and unit.

     • If the Work Order is for an entire Community or a Building, this flag will default to Yes.

     • The words "Permission to Enter Unit" will appear on the printed Work Order.

   • Alerts - any alerts regarding the community, building, unit and/or amenity that has been selected will be displayed in this data window.

   • • Alerts can be added to Communities, Units and/or Households that will appear on a Work Order when it is being created or maintained.  Alerts allow you to display more information about a Community, Unit and/or Household that would be useful to the individual working with the Work Order.

     • • Alerts come from User Codes added at System Administration > User Codes that have the “Show as Alert on Work Orders” parameter is selected.

       • Alerts will display on a Work Order for a community, unit and/or Household when these User Codes are added to that location at the respective User Code tabs under Community, Unit or Household Detail.  

       • Alerts will also come from the Vendor Detail > Vendor Locations tab when a Vendor’s liability and/or worker’s compensation insurance has expired.

       • Alerts will also come from the Community Detail > General tab when the community the Work Order is for has been designated as being “Over Budget”.

       • Alerts will also come from System Administration > Maintenance Setup - Location Item Definition, when a selected Location Item has a Deficiency with an Alert Condition (Alert, Lead Paint, Asbestos) set for it.

   • Select Quick Start? to create the initial Work Order Line Item from a Problem Template or Work Order Template designated as being available for Quick Start Work Orders.  If this Work Order is not to be created from a Quick Start template, skip to Step 10.

   • • A list of Quick Start Work Order Templates and Problem Templates will be displayed.  Select the Quick Start Template to create the Work Order from.

     • • Deselect the Defined parameter to see all Quick Start Work Order Templates and Problem Templates, not just the ones specifically defined for the selected Location Area (Community, Building, Unit or Amenity)

     • Quick Start Work Orders are generally for tasks that occur frequently and easily defined.  Each Quick Start Work Order is a single problem to be addressed.

     • Quick Start Templates are not filtered by the maintenance source selected when creating a new Work Order.  All Quick Start Templates associated with the selected community will be available.

     • After selecting a Quick Start Template, skip down to Step 13.

   • Select the Location in the area where the Work is to be performed.

   • • Deselect the Defined parameter to see all Locations and not just those defined for the selected Location Area (Community, Building, Unit or Amenity).

     • Locations are added/maintained at System Administration > Maintenance Setup - Locations.

     • Locations are defined for the Location Area you are in on the Maintenance Definition tab for Community, Building, Unit and Amenity.

   • Select the Location Item that the work is done on or in.

   • • Deselect the Defined parameter to see all Location Items and not just those defined for the selected Location.

     • Location Items are added/Defined at System Administration > Maintenance Setup - Location Item Definition.

     • Location Items are related to Locations by their Location Type at System Administration > Maintenance Setup - Location Type Items.

     • Locations are defined for the selected Location in its Location Area you are in on the Maintenance Definition tab for Community, Building, Unit and Amenity.

   • Select whether or not this Work Order is for a reported Problem or a Request for something.

   • • For Problems:

     • • Select the Problem or Deficiency that the Work Order is being create to fix.

       • Each Location Item is given Deficiencies at System Administration > Maintenance Setup - Location Item Definition in the Deficiencies data window.

     • For Requests:

     • • Select the Request or Task that needs to be done to meet the Work Order's request.

       • Each Location Item is given Tasks at System Administration > Maintenance Setup - Location Item Definition in the Tasks data window.

     • For both Problems and Requests, if it is in a Location Item's Definition, a tick mark will display indicating that it is and Emergency or a Health and Safety Issue.

   • Select whether or not the Work Order should be considered an Emergency.

   • • If the Problem (Deficiency) selected has been set as an emergency on the System Administration > Maintenance Setup - Location Item Definition table, then this parameter will already be selected.

     • If the Work Order Template a work order is created from has the emergency indicator set there, then this parameter will already be selected.

   • Select an Additional Check to be performed along with this Problem or Request.

   • • An Additional Check a Line Item added to a Work Order for additional things to check.  This list is populated from Additional Check Templates created under System Administration > Maintenance Setup.

     • If there is only one Additional Check Template it will be selected by default.  You can remove the additional check from any particular Work Order if you don't want it to be included.

     • If there are more than one Additional Check Templates, then you will need to select the one you wish to include.

     • More Additional Checks can be added manually on the Additional Checks step of this task below.

   • The Skill necessary for correcting the problem or handling the request will be displayed.  The Skill is assigned to each task created for the selected Location Item on the System Administration > Maintenance Setup - Location Item Definition table.  Deficiencies inherit a Skill based on the Default Task assigned to the Deficiency.

   • • If a Task does not have a skill selected or a Deficiency does not have a default task with a skill or a Deficiency doesn't have a default task assigned to it, then the Skill becomes a drop down list that you can select a skill from.

   • Enter a Description specific to this initial line item of the Work Order.

6. Click Next.

7. If desired, enter a note in the text box.

8. click Next.

9. Select any available documents you want to print by checking the box next to the document name.

   • You can also use the Select All and Deselect All links to help in making your selections.

   • Documents included in the "Reasonable Accommodations: Approval" Document Group (System Administration > Maintain Documents - Maintain Document Groups) will be included in the list of available documents.

10. Specify the number of copies you want for each document.

• You can preview many of the documents in Microsoft Word, make changes, and print them within Microsoft Word by clicking the preview icon.

9. Click Finished.

To Complete a Request:

1. Click Request Completed.

2. Select the Completion Date from the drop-down calendar.

3. Enter a description of the Action Taken.

4. Click Next.

5. If desired, enter a note in the text box.

6. Click Finished.

To Add a Note:

1. Click Add Note.

2. Enter a note in the text box.

3. Click Finished.

To Maintain Work Order...

1. Clicking this link will bring you to the Work Detail > General Information - Work Order Summary tab where you can maintain the Work Order and/or run the applicable tasks.

2. After maintaining the Work Order, you will need to navigate back to this task to further manage the reasonable accommodation.

To Deny, Cancel or Delete Request:

1. Click Deny Request, Cancel Request, or Delete Request.

   • If a Work Order had been created for the Reasonable Accommodation request, this action will place that Work Order on hold.

2. Select the date from the drop-down calendar.

3. Click the check box to confirm the operation

4. Click Next.

5. If desired, enter a note in the text box.

6. Click Next.

7. Select any available documents you want to print by checking the box next to the document name.

   • You can also use the Select All and Deselect All links to help in making your selections.

   • Documents included in the "Reasonable Accommodations: Denial" Document Group (System Administration > Maintain Documents - Maintain Document Groups) will be included in the list of available documents.

8. Specify the number of copies you want for each document.

   • You can preview many of the documents in Microsoft Word, make changes, and print them within Microsoft Word by clicking the preview icon.

9. Click Finished.