This article explains how Admins or Managers can edit the planned started time of a visit that was marked as completed by the carer, re assign another carer to a completed visit, change the status to upcoming of a visit that was started by mistake.
Admins or managers cannot edit visit notes. Only the carer that wrote the visit note can edit/amend it. Changes in visit notes made by carers, can be seen in the change log tab that you will find when open a visit.
Modify details in a visit in the past (Status=Not Started)
Past visits details cannot be modified.
You can delete past visits (check if this option is enabled in your settings: Settings>General Settings> Scheduling) or assigning/re assigning a carer if no carer was assigned but rest of details like instructions, flexible start, duration, preferred carer and number of carers can't be changed.
Modify a past visit (Status=Completed)
Past visits details cannot be modified.
To modify the start time or change the carer assigned to a visit that has been marked as Completed -and now that visit is in the past:
1-Change the status of the visit in Reports from Completed to Missed
2-Release the carer from the visit (you can do it in Scheduling or in the client's calendar)
3-Amend the visit
4- or Delete the visit and create it again
Be aware that if you delete a visit, all the details and tasks reports (including notes and medication reports) made by carers will be deleted too. In that case a carer has to be assigned to the new visit and they'd need to make the reports all over again. For medication they'd need to make the report selecting the exact date when the visit happened.
5-If a carer has completed this new visit (status=completed), you can adjust the reported start and end time from Visit List Reports.
Re set a visit that was started by mistake
1-Change the status of the visit in Visit List Reports from Completed to Upcoming in the Visit List Report
Change the duration of a visit
Case scenario: the visit was set to start at 10:30 am and to end at 11:30 am. But the service user required 30 minutes more, so the visit ended at 12:00 pm. I need to change the planned end time because we use this for billed time for invoicing and payroll purposes:
At the moment, the duration of a visit with status=Completed cannot be changed. Please contact Support so we can help you to adjust the duration of the visit internally.
Note: Visits details that haven't been completed and have today's or future dates can be modified without having to change their status or release the carer.