SOP – Community Care

Author: kdub

  • 701: Key/Device Distribution

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    KEY/DEVICE INVENTORY WHO PROCESSES REQUESTS HOW TO HANDLE A NEW REQUEST FOR A KEY/DEVICE INSTRUCTIONS FOR RECEPTIONIST: PROCESSING A REQUEST VENDOR REQUESTS KEY/DEVICE INVENTORY It is important we always establish where Inventory is kept in order to know how to proceed. In order to do this, you will need to check the profile.  If Inventory…

  • 700: Parking Validation (Irvine Office)

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    Location of Validation Tickets Types of Validation tickets Who receives Parking Validation Instructions for using Parking Validation Tickets How to process a Parking Validation Request Distribution of Validation Tickets after the office is closed at 5pm. Validation Tickets Inventory To Order Additional Parking Validation Tickets: Location of Validation Tickets: The validation tickets are located in…

  • 607: How to Fax (no work orders)

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    Sending Faxes via E-mail through Outlook (No work orders) Open a new e-mail message. Attach the document that you are trying to fax to the e-mail. Send from workorderupdates@actionlife.com. In the “To” field, enter “1”, the fax number, and add “@nextivafax.com” at the end. Example: 19491234567@nextivafax.com In the subject line enter the HOA Name, property…

  • 606: Outlook Quick Part and Quick Step Messages

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    See Outlook – SOP 605 for instructions on how to create and edit Quick Parts and Quick Steps in Outlook.  Using these saved messages assists in providing a quick and professional response to department emails.  All Community Care Specialists and Follow Up Team Members should save these messages in their Outlook Quick Parts. ANSWERING THE…

  • 605: Outlook

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    Opening Outlook Changing Your Email Signature Selecting the Appropriate Email Signature Changing the Email Address You are Sending From Deleting Auto-Fill Email Addresses Out Of Office Message Quick Parts Quick Steps OPENING OUTLOOK To open Outlook, select the Outlook icon on the desktop (shown below). CHANGING YOUR EMAIL SIGNATURE After the initial creation of your…

  • 604: 3CX Phone System

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    The 3CX phone system manages call distribution, and tracks statistics such as call volume (inbound/outbound), abandon rates, wait time, agent log in stats, etc. SET UP TRANSFERRING WARM TRANSFERRING VIEWING CALL HISTORY INSTRUCTIONS FOR SETTING UP YOUR VIEW OF CC PHONE REP STATUS ON YOUR SOFT PHONE CONFERENCE CALLING 3CX WEB MEETINGS (For Trainings) SET…

  • 601: Look Up

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    Look Up is Community Care’s resource to look up any information for any Association. The link for Look Up is http://lookup.actionlife.com/. You will see that every Association is color coded. This is a quick reference for Community Care to be able to know how any maintenance issues are to be handled. Red = Community Care…

  • 600: EIO Board

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    Overview Opening EIO/ Signing in as another Rep Closing the EIO Board Opening the EIO Board after it has been Closed To Change Your Status To Change Another Team Member’s Status Future Status To View the Status of any Employee Chatting Group Chat EIO Cheat Sheet OVERVIEW EIO stands for Electronic In/Out.  It is the…

  • EIO Cheat Sheet

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  • 901: Exporting Client List to Excel

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    Using the Client List Converting the Client List Setting up Client List Change Notifications in Outlook USING THE CLIENT LIST Community Care recognizes the Client List as the authority when determining the current Manager, Sr. Manager, Manager Assistant, etc.  Changes to the Client List are made by the current Office Manager in the Irvine Office…