Please note: Scheduling inactivity is available as part of Birdie’s Advanced, Plus, Essentials and Premium packages. Please get in touch if interested in more information on this feature!
We know your Care Recipients may have periods of time where they may not require visits - whether it be on a temporary basis, in the event they are going on holiday - or permanently, because they no longer require your agency’s services. And often, you know of these periods ahead of time.
As it is not possible to delete a Care Recipient profile, Birdie enables you to schedule periods of inactivity for your Care Recipients - for both temporary and permanent inactivity - in advance. This means you can identify periods where your care recipients will be inactive well in advance - and any visits for the specific period will be automatically cancelled for that individual care recipient.
How to schedule a period of upcoming inactivity
Go to the agency admin tab within the About Me profile, to schedule new inactivity, simply click the 'edit' button next to the status section.
Here, you can review upcoming periods of inactivity. To schedule new inactivity, simply click the button of the same name.
A modal will pop up, allowing you to:
Select the type of inactivity
Temporary; or
Permanent
Select the reason of inactivity
If temporary, the options will include: Admitted to hospital; On holiday; Respite; Temporary other
If permanent, the options will include: Deceased; Left service; Permanent other
When selecting permanent inactivity, with the reason 'Left service', you will also have the ability to record a more granular reason pertaining to why they’ve left the service, including:
Increase care needs
Decreased care needs
Price
Relocation
Service quality
Other
Record additional details, to provide more context about the inactivity
Identify when the period starts, including date and time
You can use the toggle arrows to navigate to the date you need
You can only schedule the inactivity with a start time in the future (you cannot add a start date in the past for inactivity at the moment)
Identify when the period ends, including date and time
You can use the toggle arrows to navigate to the date you need
Please note: adding an end date is optional
You can then to choose to apply the changes, if happy - or discard if you’d not like to proceed with scheduling the inactivity.
Once scheduled, this means that any visits for the specific period you have scheduled will be automatically cancelled for that individual care recipient.
Please ensure you hit the green 'Submit' to apply these changes.
Please note: Any visits scheduled will be cancelled during the period of inactivity. Any visits that are due to start before this period of inactivity will not be cancelled automatically.
How to edit or remove a period of upcoming inactivity
If you need to edit a period of upcoming activity you can do this by navigating to the Agency admin tab and clicking on the sketchpad icon next to the period of inactivity.
You can then edit the start and end dates of a period of inactivity, However, It is not possible to update the start date of an inactivity period that has already passed or the reason for the inactivity, if you need to change these then you will need to remove it and create it again.
Adding an end date when scheduling a period of inactivity is optional, so you can always go in and update it with the correct end date once you have that information.
When you are done, click Apply Changes and then Submit.
If you want to remove a period of inactivity, you can do this by clicking the bin icon, this will remove it entirely, this will reinstate the visits immediately.
Make sure to click Submit at the bottom of the page or your changes will not be saved.
FAQs
What visits will be cancelled?
Any visits scheduled to start/occur during this period of inactivity will be cancelled automatically. Visits due to start before this period of inactivity will not be cancelled.
Will this remove visit data from my Finance tab?
Yes, inactive care recipient visit schedules and associated data will be automatically cancelled for care recipients during these periods of scheduled inactivity. At this time, this means those visits cancelled as a result of inactivity can’t be paid/charged for within the Finance tab.
Can I have multiple periods of inactivity for a care recipient?
Yes, you may have multiple planned periods of inactivity for a care recipient at any time. For example, if your care recipient is due to go on holiday from 1st Nov - 5th Nov, and then is booked in for a planned hospital admission from 6th Nov - 10th Nov, you are able to schedule both of these inactivity periods.
Please note: if any of these periods of inactivity overlap (i.e. 1 period 1st Nov-7th Nov, another period from 6th Nov-10th Nov), it will not be possible to schedule these overlapping periods in Birdie.
How do I make my care recipient active again?
When you have scheduled a period of inactivity, your care recipient will remain active up until the dates for which you scheduled that period of inactivity (i.e. October 12 - 20). When their scheduled period of inactivity is over (i.e. October 21), their status will become Active again in the system. If you wish to make the care recipient active again before the end of the scheduled period of inactivity, you will need to edit the period of inactivity so that the end date/time is now.
Can I schedule a period of inactivity in the past?
It isn't possible to schedule inactivity to start in the past, you will need to set the start of the inactivity for a date/time in the future. You may want to add a note to their client feed to state when the client was inactive.
Birdie Academy video