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How to create a Covid-19 screening for your office using Rhonda in under 10 minutes

Here's how to quickly and easily setup a Covid-19 screening system for your employees coming to work. Rhonda's built-in screening makes it simple!

In today’s world of hybrid work arrangements, combined with the potential mandates of your location, every organization needs a Covid-19 protocol in place.

There are a number of ways that Rhonda can engage with your employees to administer the Covid-19 screening, but we will focus on one: the QR code.

For those who have never heard the term, a QR code is a machine-readable code consisting of an array of black and white squares. Scanning the QR code with your mobile phone launches an action, such as entering a message to send via SMS/email or opening a URL on your mobile device which opens a restaurant menu, for example.

In most cases, organizations that use the QR code for Covid-19 screening via Rhonda have a hybrid work arrangement where employees can choose whether they work from home or come into the office that day.

When scanned, the QR code automatically opens up the communication channel of your choice (Rhonda can engage via SMS, email or mobile app), along with a pre-built method to send, letting Rhonda know you’re ready to start the screening. Then it’s just a matter of answering the questions in a conversational manner.

Below are the 6 steps you’ll need to take to create your Covid-19 screening protocol via Rhonda, using the QR code method. It will take you less than ten minutes to set up. Once the steps have been completed, post the QR code at all office entrances and have your employees use it to complete their daily Covid-19 screening when they arrive, prior to entering the office.

Watch the video or follow the steps below!

 

 

Step 1

The first step is to create your own Rhonda account if you don’t already have one. Rhonda comes with free “Lite” plan to make it simple to get started or if you have already signed up, jump to step 2.Sign up - It's Free

 

Step 2

Ask Rhonda is the virtual agent that employees engage with to get immediate answers to virtually any company related question. You will need to setup your Ask Rhonda for your company which will only take a few minutes.   Simply follow these quick steps: Ask Rhonda
a. Click on “Ask Rhonda” from the left navigation, select “Create A New Assistant” and give it the name you need and the options you need in the wizard and click the Next button.
Setup Ask Rhonda
b. Select “COVID-19 Check” as one of your selected Ask Rhonda Topics and click the Create button.
Covid option
 
 
 
Step 3
When you activate Ask Rhonda’s Covid-19 Screening topic, Rhonda automatically configures the questions for you and of course you can modify or add the Covid-19 screening questions as needed. Behind the scenes, Rhonda automatically created a skill using the same name as the topic.
 
This new skill “Covid-19 Check” can be found within the Skill Builder module under the ‘Automation & Analytics’ tab.  Here is where you can modify existing or add new screening questions to meet your requirements.  Note: You are limited to 5 questions
 
Covid Questions
Setup possible Covid answers to automatically notify someone in your organization.
  • Select Skill Builder from the Automation & Analytics Menu
  • Select Covid-19 Check
  • Select the three dots to the right of the question and select Edit
    Edit Questions
  • Now assign feedback to the appropriate person and press save at the bottom of the screen.  Now anytime someone enters a potential Covid-positive answer, the point of contact will be immediately notified.
    assign feedback

 

Step 4

Now it’s time to generate a QR code to post at all entrances for employees to scan with their mobile device.  This can be completed using any QR code generator of your choice, but you can use this one as a great starting place:  https://www.qr-code-generator.com

a. Create your QR code

b. You’ll want to select the ‘SMS’ option

c. Once created, attach your Rhonda phone number (which will be found on your Ask Rhonda dashboard) to your newly generated QR code, along with an intro message “Hi Rhonda” to activate Ask Rhonda.

d. Download the QR code and incorporate it into a nice printout that you would place at the entrances of your building informing your employees that they must scan the code and answer the questions before entering the building.

QRCodeGen

Note If you would rather have all your employees simply run the Covid-19 Pre-Screening test before they even come into the office, you can just tell them to tap on "Ask Rhonda" in their Rhonda App or text the Rhonda Phone number that you have setup for your company with "Hi Rhonda" and answer the screening questions from there.

Step 5

The Covid-19 Screening in Rhonda will only work once you’ve added your employees into Rhonda (learn how here). If you are using Rhonda Lite, you are limited to 10 employees. If you are on Rhonda Pro, you can add employees based on your subscription. You can manually add employees or upload many at a time via a CSV file.

To Add Employees:
a. You’ll want to select the ‘People’ tab on Rhonda followed by clicking ‘Add More Employees’ within that tab.

b. A dropdown menu will appear allowing you to upload a single employee or an entire employee list via CSV.

add employees

Step 6

We suggest testing the QR code internally to ensure you’re happy with the workflow before deploying it organization-wide. Grab your cell phone and scan your Covid QR Code and see how Rhonda replies.

Moble Covid Responses

That's it!  Congratulations as you just setup a fast employee Covid-19 screening solution in under 10 minutes! 

  • Rhonda will now engage all employees that scan your QR code and administer your Covid-19 screening
  • You can set it up so the proper stakeholders are notified of any answer that may require immediate attention
  • Rhonda will keep records of who completed the screening and when

 

If you run into any trouble or have any questions, email team@rhonda.ai, and we’d be happy to help.

Riley Bond

Riley is the Customer Success Manager at IMI Software Labs where he is responsible for ensuring every customers gets the most value possible from Rhonda. Riley comes with over 5 years of experience working with SaaS platforms, 3 of which were spent working with organizations to enhance their employee experience programs.

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