Please note: This is for those using our upgraded rostering; if you are already using rostering, please see this article.
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How to assign a visit schedule to a carer via the Visit template
To assign a visit schedule to a carer on an ongoing basis, start by selecting the visit schedule on their Visit template page.
On the drop-down menu, select Assign schedule.
A pop-up of the roster will appear for the first day of the schedule, where you will see which Carers will be available for this visit.
Use the filter in the top-right corner to find the best carer for this visit, you will be able to filter via:
Group
Transport
Gender
Availability
Travel conflicts
To select an available Carer, click on their name on the left-hand side of the page. If the visit requires multiple Carers to attend, you will need to do this for each Carer to fulfil the assignment.
Click Assign when you are done.
To understand the colour coding on the Roster tab please see this article.
Viewing carer assignments
There are two places to view the assignment of a visit schedule.
The Visit Template tab- you will be able to see the carer assigned to the visit schedule via this tab. This indicates that the carer is the preferred carer for this entire visit schedule.
2. The Visit Calendar tab- you will be able to scroll through the weeks to see who is assigned to every instance of the visit in the schedule. You will be able to see and also change the assignment for a single instance if needed.
How to assign a carer to a visit via the Roster
You can also assign a visit from the template via the Roster tab. To do this, click on an unallocated visit at the top of the page and on the drop-down menu, select Assign schedule.
When you make changes in the Roster you are not assigning all future visits in the schedule, this will simply reassign this individual visit.
You will see which Carers will be available for this visit on the roster page.
If you assign a Carer that is not typically allocated to this templated visit, you will see that the visit on the Roster page will have a striped tag on it. See the image below!
This is an easy way to visualise the consistency of service delivered:
Lots of stripes = not matching the template = low continuity of care
Solid bars = matching the template = high continuity of care
Please be aware that making a change to a visit in the Roster (or Visit Calendar) 'detaches' the visit from the template, meaning that if you make a change to the templated carer this won't be reflected on visits that have been edited in Roster.
How to view & edit visit details
To view the details of the visit schedule, go to the Visit Calendar tab, click on the visit and select View Visit. You will be able to see information on the right-hand sidebar, such as:
Basic info- visit details
Date
Planned time
Actual time
Carers required
Assigned carer
Status (if the visit has been completed yet)
If the visit has been altered (If it matched the template)
Location
Home address
Access details
Activities (medications and tasks)
Observations (outcomes from submitting the care report)
To edit the visit, click on the Edit visit button.
How to avoid carer assignment conflicts
When assigning carers, it's important to be aware of potential carer assignment conflicts that could impact care delivery. The system allows you to assign carers to visit schedules that repeat over time, but there are situations where conflicts might occur:
Important to Monitor:
Future Availability Conflicts: When assigning a carer to a visit schedule, the system checks availability for the first occurrence only. Carers may not be available for future occurrences of that schedule.
Changed Availability: If a carer's working hours or holiday schedule changes after being assigned to visits, previously scheduled visits may no longer align with their availability.
Schedule Time Changes: When changing the time of a visit schedule that already has carers assigned, those carers may not be available at the new time.
Best Practices:
Use the Roster page's conflict filter to identify any availability conflicts
Regularly review the roster for upcoming weeks to spot potential conflicts
Check carer availability when making changes to visit schedules or carer working patterns
Pay special attention to recurring visit schedules, as conflicts may occur in future instances