X9.0 Beta Release Notes - Nov 2022
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 2022 |
On This Page |
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New 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
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.
The Customise Forms page displays the repository of all the forms that are used to collect specific information with predefined form details. The Customise Forms page shows the Form Name, Last Updated On, Last Updated By, Status, and Action details of the existing forms.
You can Add New Form, Edit Form, Copy Form, Preview Form, and check the Version details of the existing forms .
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
Field Name | Description |
Form Name | Name of the new form. |
Form Header → This section defines the title and description of the form. | |
Title and Description | Provide the title and description of the new form. On clicking the title/description, the formatting menu appears that allows the user to edit text formatting to create an effective and appealing title and description. |
Click to upload image | To upload the image/logo of your organisation. The recommended image size is 350px (width) by 150px (height) with file format as .jpg, .png (max. size 512 KB). The uploaded image/logo can be set to right, left, top left, top center, and top right. |
Form Body → This section includes features that help to create and edit the Layouts, Questions, Sections, Signatures, and Declarations in the form. | |
Layout | The Layout provides the design and arrangement of the Questions, Sections, Signatures, and Declarations. Click Layout to add the layouts in the form. The Layout can be One column, Two columns, One-third left column, and One-third right column. To reset the layout, select the required layout and the menu is available at the top-right corner. You can also delete the selected layout by clicking the delete icon. |
Add Questions | To Add Questions to the selected Layout. The Questions can be Textbox, Checkbox, Dropdown, and File Upload. You can add multiple Questions in the selected Layout. |
Add Section | To Add Section to the selected Layout. The Section provides the section heading with a description that helps to provide a common heading to a group of fields. You can add multiple sections in a Layout. |
Add Signature | To Add Signature to the selected Layout. You can draw a signature using your mouse or upload your scanned signature. Once the Signature is added, the date and time of submission are reflected below the Signature. Note that the maximum size of scanned Signature can be 5MB with file format as .png, .jpg, .jpeg. |
Add Declaration | To Add Declaration to the selected Layout. For the newly added Declaration, provide the declaration header and description. In the Declaration, you can add terms and conditions that should be accepted before submitting a form by the person. The Declaration can be set as Mandatory or Optional. |
Preview | To view the new form before adding. This helps to check the look and feel of the new form. |
Note the following features of the Forms:
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Click this link to view the detailed Customisable Forms document.
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.
The NDIS program helps members to form valuable social connections, develop skills and independence, provide work opportunities, and facilitate recreation and creative expression. These programs are designed to help members to get the required support and improve their skills and independence with time. The NDIS funds reasonable and necessary supports and services that relate to a person's disability to help them achieve their goal.
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.
In the Personal Details, Registration, and Client Goals the common client details header information is displayed on the top of each page that is fetched from the Client Details page of the client. The header information shows the Client’s Name, Client Logo image, Industry name, Client Address, Website address, Client’s Email Id, Client Id, Immediate Parent Name, Holding/ Admin Company Name (root Parent Name), and Client Status (Active/Inactive).
On clicking the link of any of the fields, the Client Details page opens for the selected Client.
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
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.
By default, the Display Name of the client is selected and disabled.
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. |
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. |
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.
The Client Goals displays the Name, Description, Commence Date, Achieved Date, Closed Date, and Status of all the goals as shown in the figure below.
You can add, edit, and delete existing goals.
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. The Achieved Date should always be greater than or equal to Commenced Date. |
Closed Date | Closure date of the new goal. The Closed Date should always be greater than or equal to Achieved Date. |
Status | Status of the goal can be Active or Inactive. |
Edit Goal
You can edit the existing Client Goals. To edit the existing goal:
Select the required Goal by clicking the checkbox of the existing goal
The Action slider window opens, now click the Edit Goal as shown in the figure below
The Edit Goal pop-up window opens. Edit all the required details in the existing Goal
Click Update and the existing Goal is updated successfully
Delete Goal
You can delete the existing Client Goals. To delete the existing goal:
Select the required Goal by clicking the checkbox of the existing Goal
The Action slider window opens, now click the Delete Goal as shown in the figure above
A confirmation message is displayed 'Are you sure you want to delete this goal?”. Click Yes and the selected goal is deleted successfully
Click this link to view the detailed Client NDIS Details and Case Notes Management document.
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 .
The Case Notes with notes are recorded against the selected Notes Category for the clients. In the Case Notes:
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.
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.
The Notes Engine page displays the repository of all the available Notes Categories that are used to collect specific information with predefined Notes Category details. The Notes Engine page shows the User Type, Notes Category, Category Icon, Access, Default, Last Updated On, and Status details of the existing Notes Category.
You can Add New Notes Category, Update Notes Category, and View/Manage Access Permissions of the Notes Category.
Add New Notes Category
To Add a New Notes Category:
Click Add New Notes Category
The Add New Notes Category pop-up window opens. Provide all the required details
Click Save and the newly added notes category is reflected in the Notes Engine page
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. |
Attach Form Template(s) | Click icon to Attach Form Template(s) for the New Notes Category. On clicking icon, Attach Form Template(s) pop-up window opens to select Form Template(s) that will be linked with the New User Notes Category. For details click here. |
Access | Click icon to Manage Access for the New Notes Category. 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. |
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. |
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 .
To Attach Form Template(s) in the Add New Notes Category:
Click icon in the Attach Form Template(s) field as shown in the figure above and the Attach Form Template(s) pop-up window opens that displays the list of available form template(s)
Now, select the required Form Template(s) or you can search the form templates by providing the name of the form
The Form Template(s) can be selected as In Built Form or as External Form and by default In Built Form checkbox is selected
The selected In Built Form will be attached as a section for this Notes Category in the Add New Case Note
The selected External Form is attached as a URL for this Notes Category and will be shown as a Form icon
In the External Form, in case the Required to fill form checkbox is selected that indicates that the user mandatorily needs to add notes for this Note Category in the Add New Case Note
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
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 .
The selected staff will receive notifications when the notes or comments are added or edited for the selected Notes Category. The staff will receive an email notification for the new notes/comments added as shown in the figure below. On clicking View Note, the note/comment will open.
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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 opens
By 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).
On clicking Continue, the Manage Permission pop-up window opens
Field Name | Description |
Access Parameter | Grant permissions for this Notes Category to all the users. The Access Parameter value is shown as ‘All’. |
Users | Shows the Users having access to this Notes Category. |
Type | Shows the access value as Public. |
Notes Category | Category name of the note. |
Staff Access → This access is defined for the staff of this Notes Category | |
Add | Permits all the staff to add new notes and this checkbox is selected by default. This indicates that all the staff can add a new note for this Note Category. |
View | Permits all the staff to view notes and this checkbox is selected by default. This indicates that all the staff can view notes for this Note Category. |
Edit | Permits all the staff to edit notes after submission and this checkbox is selected by default. This indicates that all the staff can edit notes for this Note Category. |
Own Edit | Permits to edit notes created by the staff after submission and this checkbox are unselected by default and this indicates that the user cannot edit his own 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 all the staff to delete notes and this checkbox is selected by default. This indicates that all the 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 delete his own notes. The user can either select Delete or Own Delete checkbox. |
Comment | Permits all the staff to comment on the notes and this checkbox is selected by default. This indicates that all the staff can comment on the notes for this Note Category. |
Member Access → This access is defined for all the members of this Notes Category | |
Add | Permits all the members to add new notes and this checkbox is selected by default. This indicates that all the members can add a new note for this Note Category. |
View | Permits all the members to view notes and this checkbox is selected by default. This indicates that all the members can view notes for this Note Category. |
Own Edit | Permits to edit notes created by the member after submission and this checkbox is unselected by default and this indicates that the user cannot edit his own notes. To edit notes, the user has to grant permission by selecting the Own Edit checkbox. |
Own Delete | Permits to delete notes created by the member after submission and this checkbox is unselected by default and this indicates that the user cannot delete his own notes. To delete notes, the user has to grant permission by selecting the Own Delete checkbox. |
Comment | Permits all the members to comment on the notes and this checkbox is selected by default. This indicates all members can comment on the notes for this Note Category. |
Client Access → This access is defined for all the clients of this Notes Category | |
Add | Permits all the clients to add new notes and this checkbox is selected by default. This indicates that all the clients can add a new note for this Note Category. |
View | Permits all the clients to view notes and this checkbox is selected by default. This indicates that all the clients can view notes that are added against them by members/ staff for this Note Category. |
Own Edit | Permits to edit notes created by the client after submission and this checkbox is unselected by default and this indicates that the user cannot edit his own notes. To edit notes, the user has to grant permission by selecting the Own Edit checkbox. |
Own Delete | Permits to delete notes created by the client and this checkbox is unselected by default and this indicates that the user cannot delete his own notes. To delete notes, the user has to grant permission by selecting the Own Delete checkbox. |
Comment | Permits all the clients to comment on the notes and this checkbox is selected by default that indicates all clients can comment on the notes for this Note Category. |
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.
Once the required Staff is added, click Continue, Manage Permission pop-up window opens
Field Name | Description |
Access Parameter | Grant permissions for this Notes Category to the Creator and Staff added. The Access Parameter values are shown as names and email-ids of the Staff. |
Users | Shows the Users having access to the Notes Category. |
Type | Shows the access value as Private. |
Notes Category | Category name of the note |
Staff Access → This access is defined for selected staff of this 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 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 selected staff and this checkbox is unselected by default and this indicates that the user cannot delete his own 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 | |
Protected
The Protected access includes All and Role options. By default, the All option is selected.
All - indicates that this Notes Category is accessible to the Creator and Staff.
Role - indicates that this Notes Category is accessible to the Creator and Staff who belong to the selected Role(s).
Once the All or Role option is selected, click Continue and the Manage Permission pop-up window opens.
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 | |
Custom
The Custom access includes Industry and Qualification options.
Industry - indicates that this Notes Category is accessible to the Creator, Staff, Member (in Member App), and Client who belong to the selected Industry (in Client Portal).
Qualification - indicates that this Notes Category is accessible to the Creator, Staff, Member who belongs to the selected Qualification (in Member App), and Client (in Client Portal).
Once the Industry or Qualification option is selected, click Continue and the Manage Permission pop-up window opens.
Field Name | Description |
Access Parameter | Grant permissions for this Notes Category to the Creator, Staff, Member, and Client who belong to the selected Qualification (of members) or Industry (of clients). The Access Parameter values are shown as per the Industry Name of the clients or Qualification of the members. |
Users | Shows the Users having access to the Notes Category. |
Type | Shows the access value as Custom. |
Notes Category | Category name of the note |
Staff Access → Staff Access is similar to Public access (as explained above) except the staff selection is custom i.e. based on the selected Industry or Qualification for the Notes Category. The Industry Name of the clients or Qualification of the members. | |
Member Access → Member Access is similar to Public access (as explained above) except the member selection is custom i.e. based on the selected Industry or Qualification for the Notes Category. | |
Client Access → Client Access is similar to Public access (as explained above) except the client selection is custom i.e. based on the selected Industry or Qualification for the Notes Category. | |
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.
Update Case Notes Category
To update the existing Case Notes Category:
Click the edit icon as shown in the figure below and click Update Case Notes Category and the Update Notes Category pop-up window opens
Edit all the required details.
Before updating, you can preview the Notes Category by clicking Preview.
Click Update .
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.
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 .
You can Add New Case Note, Filter Notes (based on Date, Member, Staff, Category, and Shift), Send Mail, Export data to Excel, and view/edit the Settings. You can also edit/delete existing Case Notes, View/Edit Forms, Export notes to PDF and add Comments to the notes.
Each Note shows the details of the Category, Related To, Event Date, Access, Status, Note Title, Description, and Last Activity By.
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.
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. |
Access | Sets Access permissions for the Case Note. The available access level permissions are Public, Private, Protected, and Custom. For details, click here. |
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. |
Related To
The New Case Notes can be associated with Delivery, Member, or Professional.
To set Related To in the Add New Case Notes:
Click the sign (as shown in the figure above) and the Related To pop-up window opens.
Select Notes Related To as Delivery, Member, or Professional.
Type in three characters of the name to activate the user name list and select the required name.
Click Save. Now, this note will be visible for the selected Related To values whether associated with the Delivery, Member, or Professional.
Click this link to view the detailed Notes Engine.
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 .
This Member Fatigue Management module allows you to define the control measures that will help you to reduce the risks of fatigue of your members. You will be able to define control measures to manage the shift worked hours within a defined period and can also define the shift hours gaps within the shifts.
Some work sectors are inherently at a higher risk of fatigue, particularly when shift work is part of their business model. This module will help you to define different control measures as per the Member Industry, Member Qualifications, or Member Employment Type.
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
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:
All Members
Members with Industry match rule
Members with Qualification match rule
Member with Employment type rule
You need to nominate Control Measure with maximum priority in case of multiple rules exists per member of the same combination. The Control Measure lowest to highest priority is defined as All Members → Employee Type → Member Industry → Member Qualification (as explained in the figure below). The highest priority is provided to Member Qualification and the lowest priority is given to All Members.
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 .
Select FALSE – Internal Staff will check the Fatigue Management rules from the Fatigue Management Masters when required. This option will keep the system load balanced
Select TRUE – Active Fatigue Management rules will apply automatically when the internal staff allocates members in the Shift and by default True option is selected
The existing Rules are displayed in the Member Fatigue Management page and display Rule No, Rule, Control Measure Type, Restriction Type, Action Type (External), Rule Apply Start Date, Rule Apply End Date, Last Activity (View Log), Status, and Action.
You can action the existing fatigue rule to Edit, Copy, or Delete.
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
Field Name | Description |
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Rule Name | Name of the new Member Fatigue Management rule. |
Control Measure (Fatigue Management based on) | Control Measure is selected depending on the rule that needs to be applied on Shifts for the members. The options included are All Members, Member Employment Type, Member Industry, and Member Qualification.
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Control Measure Value | Control Measure Value is selected based on the selected Control Measure. The system checks the fatigue rules to be applied for the members having the selected values. For the selected Control Measure, the Control Measure Value shows:
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Staff User Action | Staff User Action is selected as Warning or Restriction. Warning – If the Warning is selected and the member does not comply with the fatigue rule set, the system will show an alert to the Staff while allocating shift to the member. However, the Staff will be able to allocate the shift to the member without any restriction. Restriction – If the Restriction is selected and the member does not comply with the fatigue rule set, the system will show a restriction message to the Staff while allocating shift to the member. The Staff will not be able to allocate the shift to the member. |
External User Action | External User Action is selected as Warning or Restriction. Warning – If the Warning is selected and the member does not comply with the fatigue rule set, the system will show an alert to the Client/ Professional while allocating the shift to the member. However, the Client/ Professional will be able to allocate the shift to the member without any restriction. The member in the Member App will get a warning alert on accepting Release Shift if the member does not conform to the fatigue rule. Member will be able to accept that shift without any restriction. Restriction – If the Restriction is selected and the member does not comply with the fatigue rule set, the system will show a restriction message to the Client/ Professional while allocating the shift to the member. The Client/ Professional will not be able to allocate the shift to the members. The member in the Member App will get a restriction message on accepting Release Shift if the member does not conform to the fatigue rule. Member will not be able to accept that Shift. |
Apply Start Date | This Apply Start Date specifies that the fatigue rule will be applicable on shifts from the selected date to the members. From this Start Date, the system will check the fatigue rules for the members while allocating the shifts from the Staff/Client/Professional portal and will also check on accepting Release Shifts from the Member App. |
Apply End Date | This Apply End Date specifies that after this date no restriction will be applicable on the shifts as per the fatigue rule set for the members. Until this End Date, the system will check the fatigue rules for the members while allocating shifts/ accepting Release Shifts from the Member App. |
Restriction Type | The Restriction Type can be either Shift Type or Hour Type. If the Restriction needs to be set against a particular Shift Type booking for a member, then select Shift Type restriction and by default, the Restriction Type selected is Shift Type. If the Restriction needs to be set against the working hours in a day/ week/ month/ fortnight or even gap between two shifts, then select Hour Type restriction. |
Status | Set the selected rule as Active or Inactive. |
Upload File | To upload documents for the fatigue rule, click Choose File. |
Show Uploaded file to Member | Activate the Yes toggle button to show the uploaded file(s) to the members. |
Rules based on Shift Type | |
Old Shift Booking to check | Select the Shift Type that is already booked for the member and the system will restrict the New Shift booking for the member as per the fatigue rule. |
New Shift Booking to restrict | Select the Shift Type that needs to be restricted for member allocation/ member release shift acceptance to manage the fatigue rule. If the shift is not conforming to the rules set, the system will show Warning/Restriction message:
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Number of days (- / +) to check the rule validity as per the new booking shift day | Select values between 0, 1, and 2 from the ‘-‘ and ‘+’ drop-downs. Here ‘+’ sign represents future days, and the ‘-‘ sign represents past days. The system will check the fatigue rules set for the shift date of the new shift that is being allocated to members along with the number of days selected in the -/+ drop-down. For example: In case -/+ have values selected as 1/1 respectively and the Shift Date is set to 20/10/2021, the system will check the booked shift date and type for 19/10/2021, 20/10/2021, and 21/10/2021 dates. The value provided in -/+ will check the booked shift date and apply the fatigue rules defined. |
Field Name | Description |
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Rules based on Shift Hours | |
Week Work Start Day | Select the start day of the week and the system will calculate the allocated shift hours of the member as per “Week Worked Hours” and “Fortnight Worked Hours”. By default, Week Work Start Day will be Monday. For example: For a fatigue rule set, if Week Work Start Day is selected as Tuesday, the Rule Apply Start date is 29/12/2021 and Staff is allocating a shift with shift date as 29/12/2021 to the member. Here the system will check the allocated hours of the member from Tuesday i.e., 28/12/2021 till Monday i.e., 03/01/2022. |
Hours gap between shifts (HH: MM) | Minimum hours gap between the two consecutive shifts for the member to work according to the rule set. This will be defined in the 'hh:mm' format. Here consecutive shifts gaps will be considered based on: Preceding shift checks: End time of the preceding shift in which member is active and the start time of new shift allocating to member/ accepting release shift by the member. |
Exclude shifts for a same Service Location | Activate the ON toggle button to exclude the check for “Hours gap between shifts” while allocating shifts to the member/release shift accepted by the member of the same Service Location. This will be applicable only for the Service Location without any Delivery Location. By default, this toggle button is OFF which means the system will show Warning/Restriction to the staff/client while allocating the shift without Delivery Location. Show Warning/Restriction to the member to accept release shift without Delivery Location, if the member has a pre-active shift i.e. same Service Location without Delivery Location and the gap between both the shifts is less than or equal to the hours mentioned in the rule. This rule checks the gap between:
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Exclude shifts for all Delivery Locations (For Same Service Location) | Activate the ON toggle button to exclude the check for “Hours gap between shifts”, while allocating shifts to the member/ release shift accepted by the member of the same Service Location for all Delivery Locations. By default, this toggle button is OFF which means the system show a Warning/Restriction to the staff/client while allocating the shift with Delivery Location. Show Warning/Restriction to the member to accept release shift with Delivery Location, if the member has a pre-active shift with Delivery Location and the gap between both shifts is less than or equal to the hours mentioned in the rule. |
Single Day Worked Hours (HH:MM) | Maximum hours a member is allocated to work in a day according to the fatigue rule set and the Single Day Work Hours limit cannot be greater than 24 hours. |
Week Worked Hours (HH:MM) | Maximum hours a member is allocated to work in a week according to the fatigue rule set and the Week Work Hours limit cannot be greater than 60 hours. |
Fortnight Worked Hours (HH:MM) | Maximum hours a member is allocated to work in a fortnight according to the fatigue rule set and the Fortnight Work Hours limit cannot be greater than 120 hours. |
Include weekend? | Activate the ON toggle button to calculate hours of weekend shift(s) allocated to the member as per “Week Worked Hours” and “Fortnight Worked Hours”. |
Exemptions (Specify shift exemptions to exclude from rule) | Specify shift Exemptions to exclude from the rule for Employee Type(s), Shift Type(s), Industry(s), or/and Qualification(s). |
Restriction Message to Internal Staff | This Restriction Message is visible to Staff as a Warning/Restriction message while allocating shifts from the Staff Portal in case the shift does not conform to the fatigue rule set. The Warning/ Restriction message is based on the Staff User Action value selected. |
Restriction Message to External Staff | This Restriction Message is visible to the Client/Professional on the Client/Professional Portal as the Warning/ Restriction message based on the value selected in the External User Action field. For the Member, this message is visible in the Member App as Warning/Restriction message based on the value selected in the External Staff Action field. |
Click this link to view the detailed Member Fatigure Management document.
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.
In this feature, the user can add new infections, edit existing infections, or remove existing infections on the Service Locations/ Delivery Locations. The infections listed against the various shifts will be visible to the user during the shift allocation process. The system checks whether the member is booked for the Infection Shifts or Non-Infection shifts for the specified duration, and shows the confirmation messages before allocating the shifts to the member. The confirmation message is displayed when the member is allocated from Infection to Non-Infection shifts and vice versa. Members are notified about the infection update through email notification .
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.
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. |
Add Infection
To add a new infection:
Click Add New Infection from the Infection Control page as shown in the figure below
The Add Infection pop-up window opens. Provide all the required details
Click Save. The newly added infection is reflected in the Infection Control page
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). |
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. |
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:
Click the edit icon as shown in the figure below and the Edit Infection pop-up window opens
Edit all the required details in the existing Infection:
If all the Infection(s) are removed for the Service/ Delivery Location in the Edit Infection, the confirmation message ‘You have unchecked all the infection(s) and on save the selected infection will be deleted from the list. To ensure that you remove the infection(s) from the Client Allocations also, select the “Set/Reset infection(s) to all existing shifts for the current and future dates” checkbox and update the Affected Shift(s) Confirmation to remove the infection(s) from the selected Service/Delivery location.’ appears. On clicking Save, this Infection will be removed from the Infection Control page
Note that on clicking ‘Set/Reset infection(s) to all existing shifts for the current and future dates’, an authorisation Alert message is displayed. To activate this feature contact the Entire OnHire administrator.
Click here to view the detailed Infection Control document.
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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