With Nursebuddy, We want you to have total peace of mind that your carers are checking in and out exactly where they should be, exactly when they should be.
SecureVisit helps your homecare business enhance compliance and safety by providing reliable, verified records of visit check-ins and check-outs. This reduces risks and protects both your clients and your business!
You can activate a double layer of security for visit check-in and check-out. You can use GPS or QR Codes individually, or combine them for the most advanced visit security available!
How do I activate GPS and QR codes?
Open the visit validation settings:Settings > General Settings > GPS & QR codes (SecureVisit)
In the 'Visit check in/out validation method' menu, simply select the option you want to use for monitoring your client visits:
GPS
This method uses GPS data to validate both check-in and check-out. Important: Carers must have GPS/location services enabled on their mobile devices to use this!
When you select GPS, you also need to set the accepted distance for check-in and check-out. If the GPS signal is usually weak in your area, try setting the distance to more than 50 metres.
IMPORTANT note on GPS accuracy: The Nursebuddy app relies on the GPS signal at the visit location. Since GPS is satellite-based, it can take a few seconds to update, and signal strength can vary by area. This affects how accurate the location recorded in the app is.
For a location to be considered valid, the carer's location area must cross or be within the client's location area (see image).
If the check-out position isn't crossing or within the client's location (see image), the GPS will flag it as Not in the area.
You can easily check the accepted GPS distance for the check-in and check-out via the SecureVisit tab.
QR codes
Carers will need to scan a unique code that you place in the client's home. We recommend finding a central, easy-to-find spot on a flat surface—and keep it away from anywhere it may get wet or damaged. This QR code is unique to each client and can be regenerated whenever needed. If the wrong code is scanned or it fails to scan, the visit will show as 'not validated'.
GPS + QR Codes (Our Recommendation)
This is the most secure method we offer, and it's the one we recommend! Carers need to validate the visit using both GPS location data and a QR code scan for both check-in and check-out.
None
If you select not to use any of the visit validation options your carers won't be required to do anything when starting a visit. This also means they won't need to have the GPS activated.
Generating and activating the QR codes
If you choose either GPS + QR codes or QR codes, you'll see a list of your active clients, ready for you to generate codes. You can use the search box to find specific clients quickly
You will also see instructions on the page for how to activate a client's QR code.
Steps to activate QR codes
1- Click on the 3 dots at the end of the client's row. You'll see options to Print the QR code and Activate it. Select Print QR code first.
When you select 'Activate QR code', the carer will need to scan the code on their next visit. Remember: You must print the QR code and place it in the client's house before you activate it!
Now print the QR code:
3. Cut out the QR code and place it in the client's house. (A helpful hint: leave the date off so carers can't tell when it's been regenerated)
4. Open your Web app and go to Settings > GPS & QR codes (SecureVisit). Find the client's name and select Activate QR Code from the 3 dots menu.
5. The QR code is now ready for the carer to scan on their next visit
Important: After changing your validation method, the updates can take a little while to show up in the carer app. For instant changes, ask your carers to log out manually and log back in.
Log out manually in the app: When they are logged in to the app click the 3 lines that are located at the upper right corner, then under "My Profile" they will find the option to Log Out.
Pausing the QR code
To temporarily pause the QR code requirement for a specific client, just click the 3 dots in the client list and select "Pause". While paused, carers won't be required to scan the code during visits.
After pausing, you can either Reactivate the same code or Regenerate a new one.
Important: If you click 'Activate QR code' after pausing, the same previously generated code will be reactivated.
Regenerating the QR Code
How do I get a completely new QR code to replace the old one?
After pausing the current code, click the three dots in the client list (in the visit validation settings).
1. Select 'Delete the QR code and regenerate a new one'. This makes the old code invalid and deletes it. Remember to remove the old code from the client's house.
2. The code status will now show "QR code not yet activated." You'll need to print the new code, place it in the client's house, and then activate it from your manager's account.
How to scan the QR codes using Nursebuddy app?
Quick note: QR code validation only works in the Nursebuddy carer app (the new version available for iOS and Android).
This is the new version of the mobile app that can be found here for iOS and Android.
Once you've activated a QR code validation method, the app will prompt the carer to scan the code.
If you selected GPS+QR code, the app records the GPS location first. Then, the QR code scanner opens automatically. The carer just needs to point their phone camera at the code, and it will scan instantly!
The carer repeats these same steps to check out of the visit.
Checking the visit validation information
The system collects detailed check-in and check-out information for every visit. You can find this data on the client or carer's calendar, or on the scheduling page by clicking on the visit.
The visit window has four tabs; the Location tab is where you'll find all the validation details.
Now, instead of a map pin, you will see 3 different symbols:
Client's address
Here are a few examples of how the Location tab will display the validation status:
Scenario 1: Carer GPS location and scanned code are correct during check in:
Scenario 2: Location is right but the QR code was not read during the check in:
Scenario 3: check in and check out have both correct QR code and GPS readings
Scenario 4: QR code was read correctly, but the GPS location was not in the client's house:
This information is great for reminding your carers that you can see their validation status at check-in and check-out. Heads-up: Any breach of your company's visit validation policies may result in sanctions.
Scenario 5: The GPS is turned off or not found by the app, the QR code was not read during the check-in and check-out.
When the GPS information shows GPS not available or Location not found, it means location services are either turned off or not enabled for the Nursebuddy app. Carers need to ensure the app can use their location while they're using it (check their phone settings: device settings > Nursebuddy app).
Best practices suggestions
We often get asked: 'What if a carer just takes a photo of the QR code and scans it from somewhere else?' Here are our suggestions:
We suggest the following:
We strongly recommend using GPS+QR code validation whenever possible. This is the most secure method as it provides two layers of verification, requiring the carer to be physically present at the visit location.
Create a clear policy for how often QR codes should be regenerated. Use spot check visits or other occasions to replace the code with a new one.
Don't tell your carers when you've replaced a QR code with a new one.
When printing and cutting the QR code, leave the date off—this prevents carers from knowing if it's new or has been replaced.
While we provide the tools to help you verify check-in and check-out compliance, Nursebuddy can't be held responsible for (or prevent) carer misconduct. Please ensure you have an appropriate company policy for verifying visit validation and taking disciplinary action when misconduct occurs.