Your client's Calendar tab is the place to create your client visits (it is different from the rota).
How to create a visit
Follow the steps below to create a visit:
1. Select your date and time by clicking on the calendar, a pop up will appear allowing you to schedule the details of the visit.
2. The visit pop up has four tabs, General info, Repetition, SecureVisit and Change log. You can access this pop up again by clicking into any visits you have scheduled.
3. The General tab allows you to edit the visit length, create a flexible start time, select how many carers are required during the visit, write the visit instructions, add tasks and invoice information. If you know this client has a preferred carer you can select their name in here (for scheduling purposes).
Flexible start refers to the additional time at the beginning of the visit that you concede to the care staff to start a visit without marking the visit as late. E.g in a visit that starts at 8:00 am, 10 minutes of flexible start means that the carer can start the visit between 8:00 and 8:10 am without being marked as late.
TIP: In case you would like to add a 24 hours visit for supported living clients, what you can do is create 2 visits of 12 hours each.
4. The Repetition tab is where you can create one visit as a RECURRENCE.
Example: if your client needs a 1-hour-visit every weekday at 9am you just need to create one visit and in Repetition tab and Repetition drop down list, select Selected days and tick every weekday box:
It will look like this on the calendar:
It is important when you create a recurrence that all the visits in that recurrence have the same details.
How to set up different recurrences
Example:
What happens if Mon-Wed-Fri visits require a different set of tasks than Tue-Thu-Sat-Sun visits?
On Mon-Wed- Fri you need 2 carers because it is when the client requires assistance with shower, the rest of the days 1 carer will be enough to carry out the tasks
In that case you need to create 2 different recurrences:
First, create the recurrence that need 2 carers for Mon-Wed-Fri:
In Repetition you will select only the days that those tasks and 2 carers are required:
This is how this recurrence looks like in the calendar:
Now create the recurrence for the rest of the days, the morning visits that only require one carer since the shower Task is not needed:
Now, this is how the whole week looks like:
As you can see, some visits are double-up (2:1) and some are single carer visit (1:1).
Remember that now this 9:00 am daily visits are formed by 2 recurrences! So, in case you need to make changes to one of the visits you need to select the right recurrence.
Going forward you can modify/delete just one visit or 'all following' in your repetition.
Important: If you have created a recurrence, every time you make a modification the recurrence will be split and changes will be applied only to those visits that are part of their respective recurrences.
For example: You created a recurrence of visits starting at 10:00 am from Mon to Fri and you added 3 tasks. But from next Monday the visits will require 1 more task, so you have modified the next Monday visit adding the task and saved the changes using 'All Following'. What will happen to the original recurrence is that it is now split in 2 parts. One that has 3 tasks starting on the day you had created it originally and ending the Friday before the next Monday where you applied the changes. The second recurrence is the one with 4 tasks that starts from that Monday and onwards.
How to check the Visit Validation information
The SecureVisit tab shows where the carer has checked in and out from.
If your company is using GPS to monitor this, the carer is required to have the location/GPS service activated in their device. If this is not activated, the app won't be able to record the check-in/out location.
For areas with poor quality of GPS signal, we recommend the use of QR codes for the check-in/-out. The code is a small print-out delivered to the client's home. Once enabled, the mobile app will ask the carer to scan the code upon starting and ending visits.
Please see full details on how to set up SecureVisit methods in this article >>
Change log of the visit
The Change log tab shows the modifications made to any visit. These include the assignment date, start and end times of the visit, and the possible reassigment date.
Absences
1. On the left hand side of the calendar view, there is a '+' button besides absences. Click on this to create an absence for the client (such as a vacation, hospital visit, respite). This will turn the client calendar grey for those chosen days, and scheduling new visits will not be possible (Absences can be seen in the eMAR).
If there are already assigned visits for the absence time, the system prompts you to release them before you can add the absence.
Task and Carers tabs
1. There are also two tabs on the left. Tasks is where you can pick a task from the list and drag it to a visit in the calendar. This task is visible in the carer's mobile app. Find out how to add tasks here.
2. The Carers tab is a list of available carers sorted from the most suitable (3 green stars) to the least suitable (no stars or one yellow star).
3. Just drag and drop a carer name to your visit for it to be assigned to them or go to your schedule to assign them on a day by day basis.
We can add and delete tasks from your standard list, just email us support@nursebuddy.fi with your updates.