We know that in double-handed visits, each carer sees things differently. Our system allows every caregiver assigned to a visit to enter their own notes from their individual perspective, ensuring a complete picture of care.
A preview of the visit notes is available on our Scheduling page, Calendar, Diary, and in full detail in Client and Carer notes reports, as well as the Visit List Reports.
Troubleshooting tip: If a second carer can't see the note box, ask them to manually log out (Click on the 3 lines at the top right of the screen > My Profile > Log out)and log back into the app
When doing a logout, visits must NOT have Ongoing status, otherwise all the information entered will be deleted.
Assigning Task Responsibility
While all carers can write notes, one person is designated as the "Lead" responsible for ticking off tasks (like cleaning, medication, or clinical forms)
You can see who is assigned to tasks on the Scheduling page and change the lead carer simply by manually switching the visit assignment.
Carer's Mobile App
On the mobile app, carers can clearly see if a visit is multi-handed. By opening the visit, they can see exactly who they are working with.
Both carers will see a requirement to write visit notes. The lead carer will complete the tasks, while both will type their individual observations before finishing the visit.
If they scroll down to the list of tasks, they will see who will be recording the tasks but also they will see that now they both are required to write visit notes:
They can now proceed to record the tasks and write their notes.
Revising visit notes from manager's web portal
You can review these combined notes in several places. Carer names will appear in [Square Brackets] to show who wrote what:
Scheduling & Calendars: Hover over a completed visit to see a preview of the notes. To see the full text, open the visit and expand the note field.
If you open the visit you can see the full notes by expanding the visit notes field (pulling the lower right corner of the visit note field) *note the name of the carers between the square brackets:
The Diary: This is the best place to see the full, unedited notes from everyone involved in the visit in real-time.
Change Log: Need to see if a note was edited? The change log tracks the original entry and any subsequent updates made by the carers.
edited notes. You can check these changes in the change log tab, too:
Reports: Both the Client/Carer Notes Report and the Visit List Report display these notes. In the Visit List, ensure "Visit Notes" is toggled on in the settings!
In the Visit List Report: you can hover over the visit to see all the notes (note how the notes are separated by [carers' name]. To see the notes in this report, make sure you have selected to show Visit notes from the Settings menu in the report.
Pro-tip: Using the "Copy to Clipboard" feature in the Visit List Report is the fastest way to move these detailed multi-carer notes into a spreadsheet for your own audits!
Frequently Asked Questions
1- Can carers see each other's work? Yes! Carers can see the tasks recorded and the notes written by their colleagues via the Diary and the Visit view.
This is what the carer who didn't record the tasks can see if this feature is enabled:
Tasks and their recorded values entered by the other carer:
Other carer's notes:
2- What will happen if I don't want to have this option enabled? You can contact us and we will disable it for your account. Just bear in mind that previous notes entered by all the carers will remain in the system in both carers and managers' interface and if you disable it, the carer that was able to record the tasks will be able to edit all the notes, including the additional carer's notes. These changes will be visible in the change log.
3-We don't require that both carers write the notes but at least one of them needs to do it. Can I select for what carer is mandatory to write the visit notes? If you have this feature enabled both carers will have the option to write notes.
However, bear in mind that if you have enabled the setting that prevents carers from ending a visit unless all the tasks are completed then all the carers in the visit will be required to write a note in order to be able to check out/end the visit. One alternative option is that one of the carers writes a short reason why they are not writing the note in the visit note field to mark that task as completed e.g Ann wrote the notes for this visit.