1. Actions Pending
Now that you've created a Client, its time to finalise the activation of that client. Normally when a client has been acquired, there's certain action items that need to be ticked off before they begin their service. To accommodate this, once a client is created, they're immediately set to 'Pending' status and when you navigate to the new Client's profile, the first thing you see is the actions that are pending completion. See below in the case of new Client Maisie Bevan:
The client should remain in pending status until all of the required actions (defined by you as the admin) are set to completed. Once you are satisfied that all actions are completed and the client is fully on-boarded its time to update their status to "Active".
2. Status
Adding new statuses to the drop down
Admins can add new statuses to the above drop down by going to the Main Dashboard, scrolling down the left hand navigational panel to Company Settings and then clicking on Status Settings from the options that appear to the right. See below:
Having clicked here, admins are redirected to an existing tables of statuses. Note how the statuses can be updated to use for just clients, just care workers or both at the same time.
A new window pops up where the status name, who it'll be used for and what level will it be for (Active, Pending or Archived) can be defined. Click Add New Status to save.
When you navigate to All Clients in future, the list of clients are filtered according to their status level. See the options on the top right hand side of the page:
Status change
If you would like to also watch a video showing the status change, please click here.
Scroll down past the list of action items and you will come to the main part of the client profile. On the screenshot below you will see the status button which indicates the current status ('Pending' in this case). Click on this to change the status.
Once you click on this button an option to "Change Status now" pops up. This is part of the Future Status Change functionality available for clients. To learn more about Future Status Changes, click here. For now, Click on "Change Status Now"
Click on the relevant status the client is now in from the drop down and then press Save.
Future Status Change
Using the example of our client Maisie Bevan who was in pending status. Lets assume that all pending actions were completed successfully and we've now set her to "Active" using the steps mentioned above.
We have seen how we can change a client's status instantly, but a new feature now part of the OneTouch system is Future Status Change. This is a handy feature for when you know that your client's tenure will soon encounter a disruption either temporary or permanent (Sick, Holiday, In Hospital, End of Service etc). To enact a future status change, click on the green "Active" status indicator. The following prompt will show up:
Lets go through each of the 4 options:
1. Change Status Now: We saw this in action earlier on in the article. You can change a client's status immediately by clicking here. Whatever option you pick, will update straight away once you save.
2. Future Status Change with No Return: This is where you set a client to change to an archived (red) status level (usually End of Service) when you know that their contract is finishing up and they won't be on your client base thereafter. You will be able to set the day and time for the status change to kick into effect as well as check any scheduled events which could be impacted by the status change.
3. Future Status Change with Known Return Date: This is for clients that you know are going into a Pending (orange) status temporarily with a view to returning to an Active (green) status at a later date and time.
4. Future Status Change with Known Review Date: This is for clients who will have a future status change (Pending) with a return date but the return date may not be set in stone. Here you can set a 'review' date which reminds the admin to update the return date if or when it's clarified.
As an example, lets perform a future status change for Maisie. In this scenario, we will say that Maisie will be going to hospital for a period and returning to normal service after.
Note: if you don't have a specific date that the client is due to return - you would go with the last option "Future Status Change with Known Review Date"
Once you choose "In Hospital" from the drop down, new fields appear for inputting the date the status change will occur and the date it will revert back to its original setting (Active in this case).
Having clicked "Check Events Affected" the impacted events will then be displayed.
Final step is to confirm the status change:
Maisie's profile now shows a "Future Status Set" symbol to indicate a future status change will happen.
To learn about how to edit future status changes for clients, click here.
3. Location
To learn about confirming the location of a client, click here
4. Assessments
OneTouch has a feature to help admins keep track of recurring assessments due for clients. Such assessments could be a safety check on the home of the client, a medication review or general health checkup. This was touched on briefly in Main Dashboard Detailed Overview - Part 2. Lets delve further into it.
Returning to the client profile of Maisie Bevan, on the left hand side navigational panel is where we can access her assessment information:
From the resulting drop down, pick "Assessment Dates" to see what assessments are scheduled for Maisie:
The next screen shows what assessments (if any) are setup for Maisie.
Upon choosing "Physio Check Up" a new window appears:
Click on "Add" once the dates and assessor is chosen.
You can keep track of Assessments on the Assessments calendar. Remember from Main Dashboard Detailed Overview - Part 2 how we touched briefly on Assessments that you can access from the Main Dashboard:
Clicking on "View Calendar" will give you a calendar view of upcoming assessments and plan reviews.
Now that you know how to create clients and care workers, its time to build their schedules. Click here to begin learning about creating a schedule