It's common for a care worker to have a set of tasks they are required to perform when seeing a service user. These tasks can be set up in the client's profile, allowing carers to log completions via the Carer Companion App.
We currently support two types of task:
Linked to the client's medication record, and can be used to complete MARs.
General tasks that need to be completed, such as changing bed sheets or preparing a meal.
When prompted to complete a task, the carer has the option of choosing a completion status; these are similar to the MAR codes you'll already be familiar with. This allows carers to log exceptions, such as refusals, family already completed, and shortage of stock.
You can add to and modify the list of completion statuses in Settings → Tasks. Completion statuses apply to both tasks & medication, you're currently not able to separate them.
In order for a task to be prompted by a carer during a visit, office administrators must record when the task should be completed. Tasks are not always linked to a specific visit and can instead be given a window of time, which reduces the risk of time sensitive tasks being mistakenly completed if a last minute change is made to a client's visit.
We offer three options for setting a task's recurrence:
This is the simplest way to get started, and closely mirrors the way that scheduled visits work. A client has a task schedule cycle (normally one week), and you are asked to choose which times & days of the week the task should be prompted on.
Linked to scheduled visit
Linking a task to a scheduled visit means that the task will always be prompted within the booking(s) generated from that particular scheduled visit. There is no option to adjust the time window as the task will remain within the booking if the time is changed.
This is the more complex of the three, but also gives the most flexibility. You can choose which days of the week, the interval between each set of occurrences, and limit how many times it can be prompted. E.g. every 72 hours; once every 4 weeks; the first Monday of every month.
Adding a task
To add a task for a client, open up their profile and open the tasks tab. Once you have tasks entered, this page will show a list that includes a summary for each task. Click the + button in the top-right hand corner to open the task creation form.
First, you will be asked to select the type of task (medication or task).
When choosing Medication, you'll also need to select which medication it is linked to. You'll first need to add the medication to the client's medication record. You'll be given the option to override the dosage and include any additional instructions.
If you've chosen Task, all you'll need to provide is a set of instructions for the carer.
How often should the task be prompted?
Once you've added the instructions for the task, you'll need to enter how often it should happen.
Choose the type of recurrence (see above for more information). Depending on which you choose, a different set of options will be presented.
Choose which days of the week and the time window that it should be prompted. We recommend making the time window as broad as possible so that it includes leeway for visit alterations later on. Tasks with this recurrence type will not be directly linked to visits, and instead are matched based on whether the visit and task times overlap.
Linked to visit
Choose which visits from the client's schedule you want to link the task to. The task will be prompted in every booking generated from this scheduled visit.
Choose the time window for the task; as with the Schedule option, tasks will be matched with visits if their times overlap each-other.
Next, you'll need to set which dates the task will happen on. The options allowed here can be quite confusing, at the bottom of the section we give a summary of the selected options and allow you to preview the first 10 dates.
The frequency dropdown allows you to select either Daily, Weekly, or Monthly. Unless you are changing the gap (interval), this option won't have much of an effect. Select which days of the week the task should be allowed to happen on.
Next, you have the option of specifying whether there should be a gap between each set of occurrences. For example, if you have a Daily frequency and choose a gap of 2, the task will be prompted every 2 days; for a Weekly frequency with a gap of 4 it will be prompted every 4 weeks; for a Monthly frequency with a gap of 1 it will be prompted every month.
The start date decides when the recurrence cycle will start; this is different to the Schedule recurrence type, which is based on the client's task schedule start date.
Change the "How many times" option to limit the number of times that the task will be prompted, which may be useful for short prescriptions of medication.
Booking type filters
If a task should only appear in certain visits, it is possible to add a booking types filter. If used, the tasks will only appear in visits of the associated booking types. Use this option with caution, if the booking type for the booking changes, there is a chance the task will not appear in the app to prompt carers.
How long should the task run for?
Choose the dates that the task will be active. A start date is required and it's recommended to leave it as the current date, unless you know what you are doing. Leave the Until date blank to run indefinitely, you can fill this in later when you need to deactivate the task.
Once you've created a task and carers have logged completions, you will only be able to change a handful of properties.
Only the task instructions, dosage information, finish (until) date, and private notes can be changed once completions have been recorded. The task dates are syncing with medication dates you will be able to un-sync them.
For Schedule tasks, only the start and finish times can be adjusted. You cannot change which dates the task occurs on, the start date, or booking type filters.
For Linked tasks, you will not be able to change the linked visit.
For Recurrence Rule tasks, only the start & finish times can be changed.
For more information on medical tasks, see - eMAR
Duplicating a task
Often you may have a task that you want to occur at multiple times. To save filling out all of the details from scratch, you can duplicate a task that has already been added.
Click the :more_vert: button for a task, then Duplicate.
This will load up a form with all of the options from the task you are duplicating already loaded. Make any adjustments as necessary, and Save.
Changing the order of tasks
Sometimes it's important that tasks are performed in a specific order. Drag & drop tasks on the client's Tasks to change the order in which they appear on the carer's phone.
Please note that not all of the tasks on the client's Tasks screen may be visible in their app, due to the task start & finish times. You may wish to first order your tasks by their start time, and then by their priority.
Completing tasks and reconciliation
If an active task coincides with a booking, the task will be prompted to the attending carer once they're checked in.
Tapping on a task will bring up any additional information, and allow the carer to record the completion if they've checked in to the visit. Comments and photos can be attached when completing a task.
Once this has been done, the tick will appear as in the screenshot on the right hand side, the task will be marked as "prompted" in the reconciliation page.
For more information on this, see - 3/9/19: Task Reconciliation