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Care needs do not always follow a regular schedule. Whether you are arranging a special medical appointment, coordinating an assessment visit, covering for an unexpected absence, or fulfilling a temporary care request, our one-off visit feature gives you the flexibility to meet these diverse needs without disrupting your regular schedules.
This adaptability ensures you can respond quickly to client requirements while maintaining organisation in your visit scheduling.
What is an untemplated visit?
An untemplated or one-off visit is a single visit that does not repeat as part of a schedule. This is useful for special appointments, assessments, or temporary care needs.
How to create a one-off visit
Start by going to the Visit Calendar tab for your client and click the Add visit button in the top right corner.
In the pop-up window, set the following details:
The visit date
Visit start and end times
The funding
Number of carers needed (if multiple carers are required)
Specific slot times for each carer if they will be attending at different times
Activity list if needed (for overnight visits, you will have access to activity lists from both days of the visit, plus the option to "show activity lists outside visit times" for even more flexibility)
Click Submit to create the visit.
The visit will now appear in the Visit calendar tab as unassigned.
How to assign a one-off visit
Now that you have created a one-off visit, it is time to assign it to a carer. To do this, Click the unassigned visit you just created and click Assign carer from the drop-down menu.
A pop-up window will appear where you can assign a carer. If you added multiple carer slots to the visit, you will need to assign each slot separately.
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
Once you are happy with the assignment, click the Assign carer button.
Your one-off visit is now created and assigned! It will only appear in the Visit Calendar for the specified date and time, but won't repeat in the future.
Creating overnight one-off visits
Schedule overnight care with ease and flexibility to ensure no care is missed during extended visits.
To create a one-off overnight visit:
Go to the Visit Calendar tab for your client
Click the Add visit button in the top right corner
In the pop-up window, set:
The visit date
Visit start and end times (e.g., 22:00-08:00)
The funding
Number of carers needed
Specific slot times for each carer if different
Activity list if needed (with enhanced flexibility for overnight visits)
Click Submit to create the visit
With overnight one-off visits, you will have a greater level of flexibility in the activity list options:
The default options offered in the activity list drop-down:
Link to activity lists within the visit timeframe- link activity lists within the visit timeframe and adjacent sessions.
Show activity lists outside visit times - expand your options even further for maximum flexibility.
Overnight one-off visits- Can link to any activity list from 00:00 of day 1 to 23:59 of day 2 of the visit.
Please note: This flexibility applies specifically to one-off visits. Visit schedules continue to follow standard time-based restrictions to maintain consistency for recurring care.
How to edit or cancel a one-off visit
Editing
If you need to make changes to a one-off visit, select it in the Visit Calendar tab and choose Edit from the drop-down menu.
You will be able to edit:
The visit date (if it is in the future)
Visit start and end times
The funding
Number of carers needed (if multiple carers are required)
Specific slot times for each carer if they'll be attending at different times
Activity list if needed (overnight visits can access activity lists from 00:00 of day 1 to 23:59 of day 2)
Click Submit when you are done making changes.
Cancelling
If you need to cancel a one-off visit because it is no longer needed, you can do this by clicking on the visit and selecting Cancel visit on the drop-down menu.
You will see a pop-up where you can add additional details about the cancellation such as:
Who the visit was cancelled by
The client
The carer
Reason for cancellation
Family
Refused
RAG
Other
Whether to pay the carer
Whether to charge the payer
Click Submit when you are done.
Tips for managing one-off visits
One-off visits are perfect for special circumstances like doctor appointments, assessments, or temporary care needs
You can add specific tasks and medications to one-off visits just as you would with templated visits
Remember that one-off visits will not appear in visit templates since they do not repeat
For overnight one-off visits, you can link activity lists from any time between 00:00 of the first day to 23:59 of the second day, giving you maximum flexibility for cross-midnight care