Case Notes: Allow Certain Users to Edit and Archive Case Notes in a Compliant Way + Usability Updates

1. If you have a note that you have filed against the wrong client in error, it is appropriate to delete the note and provide the reason for doing so, this is the digital equivalent of a strike through on the paper note. You would be expected to submit the note again against the appropriate client. 
   
2. If editing a note, if you write a note about a clients wound today,
   
1. and later today you add some extra detail and an attachment to the note, that may be considered ok so long as there is good reason i.e. you needed to save and submit the note so it was visible to others immediately but had to chase down the pdf report to attach,
   
2. and then in 1 week, or 1 months time you go back to update or edit the note, it could be considered inappropriate or misleading to do so due to the time delay and in this case it may be more appropriate to add another new note 
   
3. If a field staff member submits a note about a client but includes feedback that is sensitive HR information about another staff member in the note which is visible to the staff member, 
   
1. It may be considered appropriate that the staff member is asked to edit the original note to remove the sensitive information, and that information is instead submitted by the staff member as a form or other confidential note type that the appropriate managers can see and manage. Again the timeliness of this will be important in an auditors review of your practices. 

1. Make it more obvious a note has been edited when viewing the list of notes on a client profile or on the notes action board. There is now a Version Number indicator on the note as shown below. 
   
2. Add additional filters on the Note Action Board to allow for filtering by Region, Department, and
   
3. Add additional filters on the Note Action Board to allow for filtering by  Edited Notes and Deleted Notes to make auditing the use of note editing and deleting easier for managers. 
   
4. On notes action board include deleted notes on the list with the indicator that they have been deleted. 
   

1. Include on the note, the visibility of the role of the staff member who submitted the note 
   
2. Add API Search on Notes allowing for searching across an organisations notes based on a keyword on the title, body or both, combined with common filters. 
   
3. Split permission re Delete Notes, where one allows a user to only delete notes they generated and the other allows for a manager or quality admin to delete a note submitted by someone else. 
4. Split permission re Edit Notes into 2, where one allows a user to only edit notes they generated and the other allows for a manager or quality admin to edit a note submitted by someone else. 
   
5. New Notification Trigger to allow for managers to be notified when a note is edited or deleted to improve transparency and accountability around use of this capability. 
   
6. Allow for editing and deleting notes from the Action Board for Notes 
   
7. Allow for printing of individual case notes from the action board

FORMS: Various Improvements for Quality, User Experience, and Workflow. 

1. Fix the form printing as the headers sometime appear at the end of the printed form. 
   
2. On the client profile, we have added a toggle at the top of the notes and forms list, to allow you to view the forms expanded in line with the reading of the notes and forms. This will increase the speed at which you can review a client profile and detail of these forms as you will not need to open each form to review it. Some organisations form formats are very long (100s' of fields) as such to optimize the performance of this we allowed for the default in line view of up to 50 fields, if you then need to review more you can click 'see more' to expand the rest of that specific form you are reviewing. 
   
3. On the Forms Action Board we have overhauled the layout of the forms action board to bring it in line with our notes and task style action boards. This allows for faster review across a range of forms.
   
4. With the change on the Forms Action Board we have also been able to improve the view and detail available on the form review, with the addition of being able to add notes as well as a review status. 
   
5. Editing the forms on the form action board is now easier with the edit button at the bottom of the form, also if you go to move away from the form before saving a change you will be prompted 
   
6. Form Action Board loading speed - We have been able to dramatically improve the speed at which the form action boards load and will continue to improve this over time 
   
7. Introduced the ability to reassign who a form is for. This allows you to re-assign a form submission in case it was submitted against the wrong client or staff member. 
   
8. For those really long forms, we have changed the way they load. You will see that now when they load there is a counter at the top of the form, showing the number of fields loaded. We will display the first 50 fields and then progressively load the additional fields in the background while you can get started on editing / updating the form. However you will be required to have the whole form load before you can save any changes to the form submission. This will make the process of updating these really long form submissions faster and prevent errors that did occur when the data failed to load and an edit was made and saved before full loading. 
   
9. Improve the UI to remove an error on the viewing of the draw field property which resulted in the draw item overhanging the field space and interfering with the viewing and editing of the next field. 
   
10. Improve the date and time zone interpretation when loading forms submissions from a specific date, to ensure that the item is included based on the organizations time zone. (previously forms submitted before UTC midnight or 10am Sydney Time, would not appear on the same day) 
    
11. Updated form assignment to add permissions and API level support for this. 

1. Allow for system fields to be added to form formats and pre populate as part of a form submission. If they are edited on the form submission they will update the system field only when the form is marked as çlosed / completed and a warning will be provided to the user closing the form about which system fields will be changed based on closing of the form. This feature will be made available on 2023 sometime, and will be accompanied with field level drill down on field changes. In the interim a good solution for where you have a form that you want to blend with system information please consider using our print format capability which allows you to cut back the fields used on the form and yet allow you to print out the form with those system fields included. 
   
2. Update to the viewing of Modified vs Created and allowing for multiple editors to be tracked against the form submissions

QUOTES: Updates to Quote UI / UX 

1. Now the + icon for the section will follow the user as they scroll up and down the page
   
2. Now the view will move to the newly added item in the section when the user clicks on the + icon so they do not have to scroll and find the newly added item, and it will also have the first drop down of the new section / item open ready to use
   
3. Now we have an easier way to differentiate the items in a section when you are looking at them,  this has been achieved by having a collapsed view and an expanded view of each item in each section, and for the default view to be collapsed 
   
4. Now we have improved error tracking and data entry warnings with items highlighted and sections that are collapsed already showing a warning indicator and also the cursor will take you to the first error on the quote if you encounter an error when saving

Scheduled Breaks 

Set up your scheduled break templates: 

1. Set up break templates to make it faster and easier for your teams to add common breaks into the schedule
   
2. A Break Template needs a name, use a easily recognized name for your teams so they can pick the best option when selecting a template break i.e. if your award allows for a Tea Break or a Lunch Break use these terms in the template name. 
   
3. Break Name - The actual name of the break that will appear to the team member so again make sure it is recognizable to your team. [Your probably wondering what's the difference between the template break name and the break name? You may have multiple templates for the same Break Name i.e. Morning Tea Break vs Midday Tea Break vs Afternoon Tea Break vs Sleepover Tea Break, which can all be the 'Tea Break' as per your award but they can be set up with different default times or conditions to make it easier for your team to add them to the schedule] 
   
4. Break Type: Options here are Paid Break, Unpaid Break or Standby. Note the following considerations when selecting
   
1. Paid:
   
2. Unpaid:
   
3. Standby:
   
5. Break Details: This allows you to provide some more instruction or detail to the staff member for the break. I.e. if it is a break during a client booking you may have some rules or conditions to ensure everyone's safety to be followed. 
   
6. Time: This is the default time used when you add this template break to a staff members day, you can still move it around on their day, but this time will be the default. 
   
7. Duration in Minutes: This is the duration of the break that will be scheduled when you use this template. 

Add and Update Scheduled Breaks: 

1. On the scheduling view you will see a plus icon under each staff members name. From here you will be able to add a new break or you can select a template break to add to that staff members schedule. 
   
2. Once the break is in view on the schedule you can move the break around on the day to the most suitable time. 
   
3. You can click on the break's coffee cup icon to open the break details and edit the break details such as the duration, the start time (if you don't like drag and drop) or the type of break etc.)
   
4. If you need to delete a break you can do so by clicking the coffee icon to open the break detail and then selecting to delete 
   
5. DONT FORGET: For any break you schedule or change you ALWAYS need to hit publish on the scheduling area for your changes to take affect.

Staff Visibility of their Scheduled Breaks on Mobile: 

1. Staff will be able to see the break on their mobile application. It will appear in line with the schedule. 

Viewing Scheduled Breaks on Staff Calendar:

1. On the portal you will be able to see the break on the staff members calendar. It will appear in line with the schedule. 
   

Breaks Taken With Clients 

1. From time to time breaks must or can be taken with a client. We have included the ability to indicate this on the client care plan items, as well as on Ad Hoc Bookings, this will allow for your scheduling team to see bookings where the client has accepted that a staff member can or needs to take a break during their booking. This can help scheduling teams optimize the cost of the roster by placing paid breaks overlapping with the bookings that allow for the paid breaks. 
   
2. You can identify a booking on the scheduling area which will allow for a paid break as it shows a coffee cup icon on the booking as well. 
   
3. There are validation warnings on these bookings with breaks if they have or do not have a break overlapping with them. This is to help prompt the 

Scheduled Breaks and Payroll 

1. Our CareVision Payroll and Award Interpretation considers breaks and break types when sending detail across to the payroll module for award interpretation and pay processing. 

What's Next for Scheduled Breaks 

1. We want to add more automation with the placement of the breaks to minimize cost and optimize the positioning of them throughout the work day
   
2. For organisations that do site based services i.e. retirement villages, aged care etc, then we want to ensure the automatic placement of the breaks considers who else is on shift at the time to balance the placement of breaks for optimal service coverage. 
   
3. Other payroll outputs will be updated in due course to include consideration for the scheduled breaks however some consultation is needed with clients to ensure this is optimally rolled out. If your organisation wants to include the scheduled breaks in your payroll outputs please contact support to arrange a time to discuss. 

Service Review Action Board 2.0 

1. Linking this action board with the invoices outputs to provide accurate cost and charge amounts on this action board, ensuring you know how much is being charged when approving the booking
   
2. In Addition to the qty, you can now see the detail of exactly how much $ and Qty will apply based on the options selected on the booking details (Line Itmes, Billing Categories Applied, Client Group Treatments, 
3. The introduction of a 2nd view of it where you can also review all the adjustments made in the period separate to the bookings delivered in the period. 
   
4. Performance improvements to allow for viewing a date range as opposed to a fixed week duration 
   
5. The introduction of warnings for common issues that result in billing and claiming complications and easier ways to fix them, this will reduce incidences of bookings slipping through with no billing rate or details missing that are required for accurate billing and paying. 
   
6. Changes to the layout to make less horizontal scrolling while adding more detail and additional links to enable opening of more records in new tabs
   
7. Additional filters for more reporting capability 
   

1. Multi select bookings of the same service type and bulk add a service billing category 
   
2. Multi Select bookings and add or modify a time line item 
   
3. Multi Select bookings and add or modify travel with client line item 
   
4. Multi Select bookings and add or modify Call Out Line item 
   
5. Multi Select Bookings and add or modify Manual Line Item 
   
6. Multi Select Bookings and Approve 
   
7. Multi Select Bookings and Undo an Approval 
   
8. Multi Select Bookings and Dismiss an Alert 

Minor Improvements and Fixes 

1. Update to the fetching of tasks on the Task Action Board to allow for non client related tasks to be returned 
   
2. Add support on the Task Action Board for task reassigning and deleting 
   
3. Add visibility for who created the task to the portal 
   
4. Add visibility for who created the task to the Mobile 
   
5. Update on Care Plans to restrict the editing of items on the care plan that should not be edited after a service is delivered 
   
6. Update on Care Plans to make end dating a service and adding a new version of it with additional / different schedule details easier and faster. 
   
7. On People List view add a copy icon which allows for the Client Address Details and Email to be copied to the clip board, then the user can use this to paste into a document format as required. 
   
8. Groundwork for Xero Payroll Interface in place 
   
9. Form Properties that have been removed will no longer show in configuration
   
10. When a published social group is deleted the attendee status and booking now also reflects the cancellation of the event, without the need to manually update each RSVP
    
11. Improve some of the email notifications i.e. leave to reduce number of emails sent 
    
12. Moved the add quote type to the settings area to reduce number of and add control to organisation around its quote types 
    
13. Update to Video Display on mobile to use the uploaded Splash Screen of the Video 
    
14. Added Pagination to Mobile for Content allowing for significant performance improvements
    
15. Update on quotes to prevent archived billing categories being passed to api for calculation causing errors with the result has been resolved
    
16. Improved view of calendar modal on social groups schedule
    
17. Update to Care Plan Import API to allow for additional care plan detail to be captured 
    
18. Update to export clients and teams and other list views to handle special characters in the view which had been breaking the CSV download format 
    
19. Allow for $0 Funding 
    
20. Update to the quote and statement for clearer grouping of fees based on their linked funding type 
    
21. Added ability to add and update notes on clients that are no longer clients. 
    
22. Allow users to edit password on the mobile app 
    
23. Client Leave filtering and adjustments to view to make easier to correctly cancel or delete bookings in the leave window 
    
24. ÁBN' has been added to the print calendar for the client 
    
25. Add support for push notifications when signed into multiple devices (requires signing out and back in on affected devices) 
    
26. Update to the handling of staff / client exclusions on scheduling area including additional warnings and better tracking of effectivity dates. 
    
27. Separate change email notification trigger for Clients vs Other organisation users, allowing you to have different settings for your teams vs clients. 
    
28. Allow head office users to add attachments on notes etc on Branches where they have permission to do so 
    
29. Updated filters on case notes for date handling 
    
30. Make fees use the value from the billing category including the references from the billing category and only allow for rate overrides to be on the fee on the client profile 
    
31. Update to control the number of decimal places and rounding per account and output
    
32. Update to the assignment of debtor references on funding sources and fee items on the invoice outputs including the inclusion of the funding billing contact 
    
33. Bookings on the last day of the month extend to the next day now appear on the client and staff calendar
    
34. Update all booking export to respect timezone selected when exporting 
    
35. Improved handling of publishing from client calendar where there is a conflict detected
    
36. Update to care plan import to allow importing multiple care plan items for the same service with different descriptions 
    
37. Branch / Head Office User experience on quotes to handle dates where organization timezones conflict
    
38. Upgrade to time category handling to cater to new and updated rules re awards and NDIS price guide 
    
39. Updated performance on client funding sources when opening the funding source
    
40. Allow head office staff to be event managers or group managers within the Branches 
    
41. Improve statement sorting and details per the HCP requirements 
    
42. Mobile App allow for coordinators to edit bookings and change their time, staff member and or cancel them 
    
43. Allow head office user to delete scheduled leave on branches where their permissions allow 
    
44. +45 Upgrades to sleepover start times to ensure they are consistent and maintained regardless of where the booking is modified  from 
    
45. Additional validation when saving a booking to ensure only valid booking / billing details can be published 
    
46.