Nursebuddy provides a central hub to manage carer compliances and competencies, ensuring your team stays up-to-date with certifications like DBS checks, First Aid, and Manual Handling so you can track of your carers' compliances all in one place.
1. Setting Up Your Compliance Library (Admin only)
Hey there! As an Admin, you’ll need to create a central list of requirements that apply to your company. Here’s how you can do it:
1. Head over to Settings: You’ll find it in the blue panel, then click on Settings
2. then Carers,
3. and Carer Compliances.
4. Add Compliances: Once you’re there, click on “Add compliance” and enter the names of the required compliance or competency. For example, you might need to add “Car Insurance” or “Food Hygiene.” Don't forget to save it!
2. Setting Your Warning Radar
You decide how much lead time you need. Don't wait until the last minute—set a threshold that gives your carers enough time to book their training.
To adjust your notification window:
Go to Settings.
Select General Settings > Notifications.
Locate Compliance expired notification threshold (days).
Enter your preferred number of days (e.g., 30 or 60 days).
3. Adding compliances to carers' profiles
Managing Compliance: Keeping Your Team Safe & Audit-Ready
Compliance is more than a checklist—it’s the backbone of your company's reputation. Nursebuddy simplifies this by turning carer profiles into active safety nets. Here is how to ensure your team is always ready for the field.
4. How to Add a New Compliance Item
Follow these steps to update a carer’s profile:
Navigate to People: Go to the People tab in the main menu and select Carers.
Choose the Carer: Click on the profile of the carer you wish to update.
Open the Compliance Tab: Inside the profile, select the Compliance tab
Add New Entry: Click the Actions button and select "Add new compliance".
Fill in the Details:
Select Type: Pick the compliance type from your predefined library (e.g., DBS, Manual Handling).
Dates: Enter the Valid From and Expiration Date.
Notes: Add any specific context (e.g., "Awaiting hard copy").
Attachments: Upload certificates or supporting documentation directly to the profile.
Why the Expiration Date matters: Once this date is saved, Nursebuddy takes over the monitoring for you. You’ll receive a notification as the date approaches so you’re never caught off guard.
4. Audit-Ready Reporting
When an inspector visits or you need a birds-eye view of your agency's health, head to the Reports section.
Path:
Reports > Carer Reports > Compliance
From here, you can see a complete list of who is compliant, who is nearing expiry, and who needs immediate attention. It’s your "Single Source of Truth" for every audit.
5. Refining Your List: Editing Compliance Names (Admin only)
As your company grows or regulations change, you might need to tweak the names of your compliance requirements. Whether it’s a simple typo or a full name change for a training module, you can keep your library tidy in seconds.
6. How to update your compliance labels:
Head to Settings: Go to the blue panel on the left and navigate to Settings.
Find Carer Compliances: Go to Carers > Carer Compliances.
Select & Edit: Click directly on the compliance name you wish to change.
Save Your Changes: Type the new name and hit save.
Expert Note: Changing a name here will update it across all carer profiles. This is a great way to ensure consistency across your entire team without having to edit profiles one by one.
7. Quick Tips for Success
Be Proactive: Use the 30-day amber warning to nudge carers via the Nursebuddy App.
Keep it Digital: Always attach the file. It saves hours of digging through filing cabinets during an inspection. it! Once you’ve created your list and set your notifications, you’ll be all set to manage your compliance requirements effectively.