Training

Overview of the Automatic Verification Request Process

The Michigan 2-1-1 Network utilizes an electronic, automatic verification request (AVR) process through our software system to keep information current in our resource database. Each partner organization included in our resource database is contacted on an annual basis to update information about services provided at their agency. When your agency is due for an Annual Update, you’ll receive an email providing you with a link to complete the update. In order for us to consider your update complete, you must verify all three levels of information: agency, sites, and programs/services.

Please be advised that Michigan 2-1-1 reserves the right to edit information to meet software and database formatting requirements, i.e., edit content for style, brevity and consistency, and avoiding the use of marketing language.

If the update is not submitted within 3 weeks of the update request, a final reminder may be sent. In our attempt to determine the best contact for your agency, the request may get sent to another individual within your organization. Lack of response after repeated attempts to acquire updated service information may result in removal from the 2-1-1 database.

For questions, please see the contact information in the letter sent with your AVR request.

Steps to Completing the Annual Update: Updating the Agency Information

1. Click on the link in the body of the email.
   Note: This email is systematically generated and sent from [email protected]. If you have questions, there is contact information within the body of the email.
2. Fill in your name, email address, phone number and job title so we know who submitted the update and who to reach for follow up questions.
3. Click on the button “Proceed to the next step”
4. You will then be directed to the page containing the “Agency information”. This page will contain the broadest level of details for your agency as a whole. The address should be the main headquarters/administration office.
   On the left side tool bar, you will be able to see what level of information you are reviewing because it will be highlighted in yellow.
   
5. Proceed by reviewing the information that is entered into each field. If you need to update existing information, simply remove the current text and input your changes.
6. If your agency is currently closed, either on a temporary or permanent basis, you can change the status to “Inactive” using the drop-down list. “Active, but do not refer” means that your agency information will continue to be displayed in the database but new clients should not be referred.
7. If you update the address and/or ZIP Code, please click the “Lookup” button to align with standard location formatting.
8. Check the boxes for “Private” on any information that you do not want displayed to the public (e.g., administrative staff, addresses, phone numbers, etc.)
9. If you update the website, click “verify website address” to validate the web address to ensure the link will direct people to the correct website.
10. Once the full page has been reviewed, click “Save changes to this record and continue”

Steps to Completing the Annual Update: Updating Site Information

“Sites” are the physical locations where services are provided. In some cases, this information matches the Agency information. Changes that were made at the agency level will need to be made again when updating the Site. If your organization has multiple Sites, each will need to be reviewed. Once completed, you will see “DONE” next to the agency, site, or program that you reviewed.

11. Proceed by reviewing each of the fields on the page, just as reviewing the agency information.
12. If your site is currently closed, either on a temporary or permanent basis, you can change the status to “Inactive” using the drop-down list. “Active, but do not refer” means that your site information will continue to be displayed in the database but new clients should not be referred.
13. Next you will be directed to a page where you can add a new site. By clicking “Yes, add a new Site to this Agency” you will then be directed to a blank site form identical to the ones you reviewed.
    If there are no additional Sites, click “No thanks, just continue”.
    Tip: If you had a service location relocate, you can update the Site that closed to reflect the current location rather than adding a whole new Site.

Steps to Completing the Annual Update: Updating Programs & ProgramAtSite

The last step of the update process is to review the Programs and ProgramsAtSite. Programs are services provided by an organization, while ProgramsAtSite contains information about a service that is available at multiple locations, but some details may differ based on which Site it is provided at.

For example, if one Site is appointment based and the other takes walk-ins, this information would be entered at the ProgramAtSite level.

14. Continue by reviewing each field on the Program page. If you are reviewing a Program that has ProgramAtSite information, you will see a separate Site name following the “At:”

15. In the Categorization section, you’ll see a term that was selected by the 211 database curator to describe the service that is being offered. 211 uses a standardized classification system called the “211 LA County Taxonomy of Human Services”. You can find out more by visiting www.211taxonomy.org.
16. If you think there should be a change in the way your service is categorized, please explain in the box provided.
    Note: Due to standardization practices, categorization changes may not be able to be accommodated.
17. Next, you will see a list of Sites that offer the program in the box to the right. If there are any changes needed, specify in the section below.
18. Coverage area is used to describe the geographic restrictions for the program. If modifications are needed, describe them in the box below the text.
19. If a program is currently closed, either on a temporary or permanent basis, you can change the status to “Inactive” using the drop-down list. “Active, but do not refer” means that your program information will continue to be displayed in the database but new clients should not be referred.
20. Once your review is complete, click “Save changes to this record and continue”. If you need to verify certain details and come back to it, click “Skip for now and do later”.
21. If you skipped some records during your review, you can click “Go back through skipped records” to finish the update.
22. Once all Programs have been reviewed, you will be directed to a screen to add a new Program or Site.

23. If there is nothing else to add, click “No thanks, just continue” and your annual update will be complete.
24. If you skipped some resources to return to later, you will get the following message:
    
    You have reached the end of the list, but there are still some resources you skipped and did not verify. Feel free to click the link in the email you received to finish those skipped resources or forward the email to someone who is more appropriate to do so. Thank you for your time.

25. Once submitted, a 211 database curator will review and process the updates made within 10 business days. They will follow up with you for any questions or clarification needed.

Once you have updated each record, the link in your email will no longer work. If you need to go back and make changes, you will need to contact your 211 database curator.

You can locate their contact information in the email body of the verification request or on the Michigan 2-1-1 website at www.mi211.org/about-2-1-1.