🚀 G o a l | We are delighted to roll out our new Beta Version Release Notes X9.0 The beta version release notes provides the summary of all new features in the latest version of the Entire OnHire application. This facilitates us to keep you updated with what’s going on with our products and services. Explore the comprehensive Beta Version Release Notes X9.0 with each new feature explained lucidly with the help of screenshots ??. | ||||||
👁 W a t c h T h i s S p a c e F o r | |||||||
📰 New Features | |||||||
📈 Product Roadmap | Our product roadmap provides a high-level visual summary that maps out the vision and direction of our product offering over time. Visit our Product Roadmap site to keep updated with our new and exciting offering. | ||||||
📅 Version Available From | November 2023 | ||||||
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On This PageNew Features
Customisable Forms
The Customisable Forms facilitates to create a repository of predefined customised forms to save time and effort as they are reusable 😊 👏 . The highlighting features include:
You can create new customise forms that include Form Header and Form Body designed with various Layouts, Questions, Sections, Signatures, and Declarations.
You can create a copy of the existing form and customise the form as per your requirements.
You can view the version details of the existing Customise Forms.
How to Access Customise Forms Masters?
To access Customise Forms:
Click Masters → Main Masters → Customise Forms and the Customise Forms pages opens
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Customise Forms
The Customise Forms created in Masters save time and effort as they are reusable. You can create multiple Customise Forms and include them in the Notes as Built-in or External Forms.
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You can Add New Form, Edit Form, Copy Form, Preview Form, and check the Version details of the existing forms 🤗.
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Add New Form
To Add a New Form:
Click Add New Form
The Add New Form pop-up window opens. Provide all the required details
You can preview the form by clicking Preview to have a quick look at the new form
Click Save. The newly added form is reflected in the Customise Forms page
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🔗 Click this link to view the detailed Customisable Forms document.
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Client NDIS Details and Case Notes Management
The National Disability Insurance Scheme, commonly known as the NDIS, is run by the National Disability Insurance Agency (NDIA). The NDIS supports eligible Australians with intellectual, physical, sensory, cognitive, and psychosocial disabilities who were either born or acquired a permanent and significant disability.
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The eligible members have client goals with predefined goal strategies that are achieved with the support of NDIS. The goals are included in the NDIS plan and are timely reviewed.
Client Management
Client Management helps to manage NDIS clients regarding Personal Details, Registration details, and Client Goals with strategies.
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On clicking the link of any of the fields, the Client Details page opens for the selected Client.
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How to Access Client Management?
To access Client Management:
Click Profiles → Client → Search Client or click Client Quick Link and the Search Client page opens
Now, select the client name checkbox with Location Type as Service, Delivery, or Admin and Service and the Action slider window opens as shown in the figure below
Click Client Management. You can access Personal Details, Registration, Client Goals, and Case Notes
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Personal Details
The Personal Details is used save the personal details of the client regarding Name, Gender, Date of Birth, Religion, Marital Status, Nationality, Language Spoken, and Next of Kin Details of the client. Provide all the required details and click Save.
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Field Name | Description |
Display Name | By default client name. This is a mandatory field and is disabled. |
Name | Provide Title, First Name, Middle Name, and Last Name. This is a mandatory field. |
Gender | Gender of the client. |
Date of Birth | Date of Birth of the client. |
Religion | Religion of the client. |
Marital Status | Marital Status of the client. |
Nationality | Nationality of the client. |
Language Spoken | Language Spoken by the client. You can select multiple languages. |
Next of Kin Details | Details of client’s Next of Kin that includes Relationship, Full Name, Contact Number, Email ID, Address, and Notes. |
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Registration
The Registration is used save the registration details of the client. Provide the Registration Number, Aged Care Id, Reference Number, Medicare Card Number, Funding Type, Support Budget, and Care Type of the client. Provide all the required details and click Save.
Field Name | Description |
Registration Number | Registration Number of the client. This is a mandatory field. |
Aged Care Id | Aged Care Identification number of the client. |
Reference Number | Reference Number of the client. |
Medical Card Number | Medical Card Number of the client. |
Funding Type | Funding Type of the client. This is a mandatory field. The Funding Type can be NDIA Managed, Self Managed, or Plan Managed. |
Support Budget | Support Budget of the client. The Support Budget can be Core Support Budget, Capital Support Budget, or Capacity Building Support Budget. |
Care Type | Care Type of the client. The Care Type can be Early Intervention, Supports, and Services, or Permanent and Significant Disability. |
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Client Goals
The Client Goals are set with the intent to achieve the defined goals for the selected client outlined within the NDIS Plan. The Client's Goals are usually focused on physical, social, or independent requirements and it is important to set goals as it helps the beneficiary and their relatives.
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You can add, edit, and delete existing goals.
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Add New Goal
To add a New Goal:
Click Add New Goal
The Add New Goal pop-up window opens. Provide all the required details
Click Save and the new goal is added successfully
Field Name | Description | ||
Name | Name of the new goal. This is a mandatory field. | ||
Description | A detailed description of the new goal. This is a mandatory field. | ||
Commenced Date | Commencement date of the new goal. This is a mandatory field. | ||
Achieved Date | Accomplishment date of the new goal.
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Closed Date | Closure date of the new goal.
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Status | Status of the goal can be Active or Inactive. |
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Edit Goal
You can edit the existing Client Goals. To edit the existing goal:
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| Note |
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Note that the Achieved Date should always be greater than or equal to Commenced Date and the Closed Date should be greater than or equal to the Achieved Date. |
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Delete Goal
You can delete the existing Client Goals. To delete the existing goal:
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🔗 Click this link to view the detailed Client NDIS Details and Case Notes Management document.
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Notes Engine
The Notes Engine facilitates to setup different types of predefined Notes Categories for the user. Each Notes Category includes the form template(s) (already defined in the Customise Forms) that can be set as In Built Form or External Form. You can View/ Manage Access Permissions for the available Notes Categories as Public, Protected, Private, and Custom 👏 😃.
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The staff/members can add/edit/view/comment on the Notes as per the access permissions provided.
The staff can filter the Case Notes based on Date, Member, Staff, Category, and Shift. The members can filter notes by providing a specific date range.
Members can submit Notes via Member App and staff can also mandate notes for timesheet submission for the member(s).
How to Access Notes Engine Masters?
To access Notes Engine:
Click Masters → Main Masters → Notes Engine and the Notes Engine page opens.
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Notes Engine
The Notes Engine in Masters facilitates to setup different types of predefined Notes Category for the users. In the Notes Engine, the pre-defined Notes Category can be created for each user. The predefined Notes Category in the Notes Engine can be defined for Case Notes, Progress Notes, Medication History, Patient Notes, and General Notes. Each Notes Category will have the attached form template(s) as In Built form or External form with the defined access permissions.
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You can Add New Notes Category, Update Notes Category, and View/Manage Access Permissions of the Notes Category.
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Add New Notes Category
To Add a New Notes Category:
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Field Name | Description | ||
User Type | Type of User. Currently, the available user type is Clients. | ||
Notes Category Name | Category name of the notes. | ||
Category Description | Description of the New Notes Category that can include key points, purpose, examples, etc. | ||
Category Icon | Add Category Icon for the New Notes Category. Click Select File to add the Category Icon.
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Attach Form Template(s) | Click On clicking | ||
Access | Click Users can provide Public, Private, Protected, or Custom access to the New Notes Category. By default, Public is selected. For details, click here. | ||
Default Note Category | Select the Default Note Category checkbox to set the New Notes Category as the default selection. When the user creates a new note, the selected default category will be selected.
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Notify To | The Email Ids of the staff to whom the notifications will be sent when the notes/ comments are added or edited for the selected Notes Category Name. To activate the staff name, type at least three characters of the user name. For details, click here. | ||
Status | Shows the current Status of the User Notes Category and the Status can be Active or Inactive. |
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Attach Form Template(s)
The Attach Form Template(s) in the Add New Notes Category facilitates to attach the form template(s) created in the Customise Forms Masters 🧑💻.
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Once the In Built Form or External Form template(s) are selected, click Add and the form template(s) are added and shown on the top of the screen
Click View and the selected form opens in a new tab
Click the Manage Form Template(s) to open the Customise Forms in the Masters and this option is visible to the users based on their User Authorizations
Click Save and the selected Form Template(s) are shown in the Attach Form Template(s) field and are linked with this New User Notes Category. On selecting this Notes Category in the Add New Case Note, the attached form template(s) will be displayed by default
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Notify To
In the Notify To, the user can search and select the staff names with their Email Ids. To activate the staff name, type at least three characters of the staff name 
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The staff will also receive an email notification for the updated notes/comments added as shown in the figure below. On clicking View Note, an update on the note/comment will open.
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Manage Access
The Manage Access helps to set the access permissions for the creator, staff, member, and client for the Notes Category. To set the access permission for the Notes Category 🔐:
In the Add New Notes Category, click
icon in the Access field, and the Manage Access pop-up window opensBy default, Public access is selected and you can set the access permission to Public, Private, Protected, or Custom
Based on the selected access permission, click Continue, and the Manage Permission pop-up window opens
View/ Manage Access Permission for Staff/ Member/ Client and click Save
The message show ‘Are you sure you want to grant permission?’, click Yes and the access permission is granted successfully for this Notes Category
Public
By default, Public access is selected for the Add New Notes Category. This indicates that this Notes Category is accessible to everyone i.e. Creator, Staff, Member (in Member App), and Client (in Client Portal).
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Users can check/uncheck the checkbox to add or remove the access permissions to Add, View, Edit, Own Edit, Delete, Own Delete, and Comment for the Notes Category.
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Private
The Private access indicates that this Notes Category is accessible to the Creator along with the Staff Email Ids added. Users need to select the name along with the email id to provide access to the selected Notes Category.
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For Staff Access, the user can check/uncheck the checkbox to add or remove the access permissions to Add, View, Edit, Own Edit, Delete, Own Delete, and Comment for the Notes Category.
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Protected
The Protected access includes All and Role options. By default, the All option is selected.
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Field Name | Description |
Access Parameter | Grant permissions for this Notes Category to the Creator and Staff (All) or Creator and Role based Staff (Role). The Access Parameter values are shown as All or based on a Role such as Management. |
Users | Shows the Users having access to the Notes Category. |
Type | Shows the access value as Protected. |
Notes Category | Category name of the note |
Staff Access → This access is defined for all the staff or role based staff (such as management) for the Notes Category | |
Add | Permits the selected staff to add new notes and this checkbox is selected by default. This indicates that the selected staff can add a new note for this Note Category. |
View | Permits the selected staff to view notes and this checkbox is selected by default. This indicates that the selected staff can view notes for this Note Category. |
Edit | Permits the selected staff to edit notes after submission and this checkbox is selected by default. This indicates that the selected staff can edit notes for this Note Category. |
Own Edit | Permits to edit notes created by the selected staff after submission and this checkbox is unselected by default and this indicates that the user cannot edit the notes. To edit notes user has to grant permission by selecting the Own Edit checkbox. The user can either select Edit or Own Edit checkbox. |
Delete | Permits the selected staff to delete notes and this checkbox is selected by default. This indicates that the selected staff can delete notes for this Note Category. |
Own Delete | Permits to delete notes created by the staff and this checkbox is unselected by default and this indicates that the user cannot edit the notes. The user can either select Delete or Own Delete checkbox. |
Comment | Permits the selected staff to comment on the notes and this checkbox is selected by default. This indicates that the selected staff can comment on the notes for this Note Category. |
Member Access → Member Access to Add, View, Own Edit, Own Delete, and Comment is disabled for all users. | |
Client Access → Client Access to Add, View, Own Edit, Own Delete, and Comment is disabled for all the users | |
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Custom
The Custom access includes Industry and Qualification options.
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Only those Staff/Members/Clients will have access to the selected Notes who belong to the selected Industry or who have the selected Qualification.
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View/ Manage Access Permissions
In the Notes Engine page, you can View/ Manage Access Permissions for all the available Notes Categories in case you have access permission for the Notes Engine Masters.
In the Notes Engine landing page, click the View/Manage Access Permissions to manage the access permission (Add, View, Edit, Delete to Comment) for all the available Notes Engine and click Save.
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Update Case Notes Category
To update the existing Case Notes Category:
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Updating the attached forms will have no impact on already filled forms by the users. The updated attached forms will be available to users to fill in for the new notes.
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Case Notes
The Case Notes display the notes recorded against the Notes Category that are organised month-wise for each year. Each month/year shows the number of available case notes 😌 ⏲️.
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Each Note shows the details of the Category, Related To, Event Date, Access, Status, Note Title, Description, and Last Activity By.
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Add New Case Note
To add a New Case Note:
Click Add New Case Note.
The Add New Case Note pop-up screen opens. Provide all the required details.
Click Save. The newly added Case Note is reflected in the Case Notes page.
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Field Name | Description | ||
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Note Category | Shows the available Note Category in the drop down. The Note Category are fetched from the Notes Engine Masters. | ||
Event Date & Time | Date and Time of the Event. Pick the Date and time from the calendar picker. | ||
Upload File(s) | Select files to be uploaded related to this Case Notes. You can also upload multiple files at a time.
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Access | Sets Access permissions for the Case Note. The available access level permissions are Public, Private, Protected, and Custom. For details, click here.
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Status | The Status of the Case Note can be Active or Inactive. | ||
Related To | The Case Notes can be associated with Delivery, Member, or Professional. The note will be visible for the selected Related To values whether associated with the Delivery, Member, or Professional. Select the Notes Related to Delivery, Member, or Professional and type-in three characters of the name to activate the user name list. For details click here. | ||
Notify to "Related To" member(s) in Member App | Select the checkbox to send the notification to the selected “Related To” member(s) in the Member App. | ||
Note Title | Title of the Case Note. | ||
Note Description | Description of the Case Note. Use the formatting menu to edit text formatting that helps to create an effective and appealing Notes Description. |
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Related To
The New Case Notes can be associated with Delivery, Member, or Professional.
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🔗 Click this link to view the detailed Notes Engine.
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Member Fatigue Management
Fatigue is a significant issue in modern business, due to high-demand jobs, long duty periods, disruption of daily rhythms, and accumulative sleep debt. It is mental and physical exhaustion that reduces your employee's ability to perform his work safely and actively. Managing fatigue in the workplace is an essential part to get workers' productivity and ensure their safety 🧑🏭 😊.
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The control measure defined in this module will work as per members' data. Also, the system will need to know the priority of the applicable control measure condition.
For example, if you have defined a separate rule for each Member Industry, Member Qualifications, or Member Employment Type, the system needs to know which rule will get prioritized to apply the correct condition based on the type of business model. The system will only apply conditions based on the highest priority rule and will ignore the other rules.
How to Access Member Fatigue Management?
To access Member Fatigue Management:
Click Masters → Allocation Master → Member Fatigue Management and the Member Fatigue Management page opens
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Member Fatigue Management
The Member Fatigue Management sets the global level to nominate Control Measures and Auto Check the system automatically while allocating shifts to the members in the Staff Portal application.
Nominate Control Measure
To define the Control Measure, select from the following available options:
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In case you have defined a separate rule for each Member Industry, Member Qualification, or Member Employment Type, the system will apply conditions based on the highest priority and ignore other rules. Maximum priority is required when two rules are defined, to understand this process refer to the example explained below.
Example to explain how the rules are applied based on the highest priority and ignore other rules Maximum Priority is required when two rules are defined:
Now, if the Control Measure selected is “Member with Qualification match rule”, then Rule 1 → "Minimum 6 hours gap in between 2 shifts for "RN" Members" will be applicable while Allocating Shifts as well as in Member App while accepting Release Shifts as Rule 1 has the Member Qualification Rule as Control Measure. |
Auto Check Rules
The Auto Check is a mandatory check that will define whether the Member Fatigue Management rules will be checked by the system automatically while allocating shifts to the members or will be done by the internal staff manually whenever required ☑️ 😌.
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You can action the existing fatigue rule to Edit, Copy, or Delete.
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Add New Rule
To add a New Rule:
Click Add New Rule as shown in the figure above
The Add New Rule pop-up window opens. Provide all the required details
Click Save to save the new rule 😎
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🔗 Click this link to view the detailed Member Fatigure Management document.
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Infection Control
Introduction
Infection Control allows the user to dynamically control Infection(s) and prevents transmission of disease in healthcare settings and restricts staff from booking shifts based on real-time infection information.
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The Infections defined for the Service Locations/ Delivery Locations in the Infection Control Module of the Staff Portal application are reflected in the Member App and the impact of the infection is reflected in the My Shift and Released Shifts screens.
How to Access Infection Control?
To access Infection Control:
Click the Infections link available at the footer of the Entire OnHire application and the Infection Control page opens.
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Infection Control
The Infection Control displays the repository of all the existing infections that are on various Service Locations/ Delivery Locations. The Infection Control page shows the Service Location, Delivery Location, Infection(s), Restriction, Last Updated, Last Updated by, and Actions details of the infections. You can add new infections, and edit existing infections 😌.
Field Name | Description |
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Service Location | Service Location of the Infection(s). |
Delivery Location | Delivery Location of the Infection(s) based on the Service Location. |
Infection(s) | Names of the existing Infection(s) at the Service Location/ Delivery Location |
Restriction | The Restriction limit in Day(s)/ Hour(s) applied at the Service Location/ Delivery Location. |
Last Updated | The Last Updated date and time of the Infection. |
Last Update By | Name of the user who last updated the Infection details. |
Actions | Action to edit the existing infection. |
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Add Infection
To add a new infection:
Click Add New Infection from the Infection Control page as shown in the figure below
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Field Name | Description |
Service Location | Service Location of the Infection(s). |
Delivery Location | Delivery Location of the Infection(s) based on the selected Service Location. Select the required Delivery Locations for infections. |
Infection(s) | Infection(s) at the Service Location/ Delivery Location. In case the selected infection(s) already exists at a selected Delivery Location / Service Location, an error message ‘Unable to add new infection as infection(s) already exists in the Service/ Delivery Location. You can only edit the prior infections in the Service/ Delivery Location.’ is displayed on clicking Save and the user is not allowed to add new infections. To add infection, you need to mandatorily select infection(s). A maximum of five infections can be added for a Service/ Delivery Location. |
Restriction | The Restriction in Day(s)/ Hour(s) applied at the Service Location/ Delivery Location. You can select the Restriction limit from 0 to 30 Day(s) and 0 to 23 Hour(s). The '0' value indicates infection(s) exist without any restriction. To add infection, you need to mandatorily select Restriction limit. The maximum Day(s) restriction can be set to 30 days and the maximum Hour(s) restriction can be set to 24 hours. |
Add infection(s) to all existing shifts for the current and future dates. | This feature is available in Advanced Infection Control. Please contact Entire OnHire administrator to activate the feature.
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Edit Infection
You can edit existing Infections. To edit the existing Infection:
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🔗 Click here to view the detailed Infection Control document.
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Feedback
We have incorporated the new features to provide you with a delightful user experience 😌. We would love to hear back from you about your experience with our product or service. Please drop your suggestions and feedback at 📭 feedback@entiresoftware.com.
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