Adding Staff and Their Detailed Profile
Overview
In this article, we will discuss the details of creating a new staff member profile, a person who can create a new staff member profile, the fields in the creation form that need to fill in, and the explanation about the detailed profile of the staff member.
The Coordinator, and its responsibility of managing the staff member profile
In every organisation, the Coordinators are the ones who can create a new staff member profile and manage the profile once created. It's their responsibility to ensure the correctness of the created staff profile.
Creating a new staff member profile
As of this moment, Coordinators can only add a new staff member profile using the CareVision Management Portal . In this section, we will show to you the important steps:
1. In the upper-left menu section of the Management Portal, please click the PEOPLE > TEAMS
2. Once you are in the TEAMS section, you need to click the + CREATE NEW STAFF button seen in the upper right section of the page.
3. After clicking the button, a modal form will pop up in the centre of the screen. It is important to fill in the necessary fields.
You as a coordinator will be given an option for the auto-generation of password credentials by opting for the Generate Password .
Fields for Adding a Staff
You need to understand the importance of each field for the adding of new staff to your organisation. The following are the short explanations of each field:
Field Name | Details | Required Field |
Username | Part of the staff's login credential. | YES |
Password | Part of the staff's login credential. | YES (if the Generate Password is not opted) |
Confirm Password | Verifying if the entered staff password is correct. | YES (if the Generate Password is not opted) |
Salutation | Staff's salutation. | NO |
First Name | The first name of the staff | YES |
Middle Name | The staff's middle name | NO |
Last Name | The staff's last name | YES |
Nickname | Staff's nick name | NO |
Unit Number | Part of staff's home address: The Unit Number | NO |
Street Number | Part of staff's home address: The Street Number | NO |
Street Name | Part of staff's home address: The Street Name | NO |
Suburb | Part of staff's home address: The Suburb | NO |
| State | Part of staff's home address: The State | NO |
Postcode | Part of staff's home address: The Postal Code | NO |
Country | Part of staff's home address: The current Country | NO |
Timezone | The staff's current timezone | YES |
Language | The staff's main language | NO |
Birthdate | The staff's date of birth | NO - check the birth year and make sure it's greater than 13 years old. |
Gender | The staff's gender | YES |
Email | The staff's email address | YES |
Mobile | The staff's mobile number. | NO |
Landline | The staff's landline number | NO |
Contact Alerts | Leave it as blank, we are about to remove this field soon | NO |
Emergency Contact Number | This value should be the contact number for any emergency purpose | YES |
Employee Number | The staff's assigned employee number | NO |
Security Role | The assigning of staff's user security role. | YES |
Active Circle Security Role | Assigning of staff's active circle scope security role. | YES |
| Inactive Circle Security Role | Assigning of the staff's inactive circle scope security role | YES |
Organisation Global Reference ID For Staff | The assigned Organisation Global Reference ID For Staff | NO |
Departments | Assigning of staff's affiliated department(s) | YES (If departments are enabled as a required field in add staff in the Organisation Structure in the Organisation General Config: SETTINGS > GENERAL CONFIG) |
Regions | Assigning of staff's affiliated region(s) | YES (If regions are enabled as a required field in add staff in the Organisation Structure in the Organisation General Config: SETTINGS > GENERAL CONFIG) |
| Checkbox: Do not send to Payroll Metrics | If this field has opted, the staff profile will not be sent to Payroll Metrics. Please note that the created staff profile can only be sent to the Payroll Metrics if organisation has integration with Payroll Metrics. | NO |
Checkbox: Default Department Filter | If Department/s are selected on the Staff Profile and this box is ticked, if they view the Scheduling Page, the view will be filte | NO |
| Role | Adding of staff's specific role. Please note that this field is different from the Security Role | NO |
4. Once the important fields are provided, you need to opt-in the Terms and Conditions and then press the SAVE button.
Security Roles and Their Acess to Notes and Forms
When we are setting up a user's permissions to use CareVision, we have 2 sets of security roles, as shown in the screenshot below. The above Security Role is (1) orgnisational security role, and it decides how much a user can see on CareVision Webportal (Management Portal on Web). The below Active Security Role and Inactive Security Role are (2) circle security roles, and they decide how much of clients' information a user can see (often referring to the booking details on Mobile App).
Usually an admin or a coordinator is set up with (1) org role: Coordinator (Admin) and (2) active and inactive circle roles: PatientAdmin and PatientAdmin. With these roles, the admin can not only log onto the Webportal but also see the App actively always.
Usually a support worker or a nurse is set up with (1) org role: Field Care Professional and (2) active and inactive circle roles: Active Carer and Inactive Carer (as shown in the first screenshot in this sub-section). With these roles, the carer cannot get on the Webportal and can only get on the Mobile App. In addition, they are only allowed to see the info of the client they have taken care of / will take care of, for 14 days, from 7 days before the booking, to 7 days after the booking.
The role, Inactive Carer, is designed to protect the patient's private information, and to make sure only people who need to see their information at the time can see the information. For a client, an Inactive Carer basically means someone that is a carer but is not actively helping them at the moment (not in the past 7 days, and will not in the next 7 days either). Users with Inactive Carer as their Inactive Security Role will no longer be able to see the client's profile and detailed information there.
Usually while setting up a form or a case note or a form and choosing who has access to the form / case note, it's not suggested to tick the option Inactive Carer for the purpose of protecting client data. If you would only like admins to see the forms, you can select Circle - PatientAdmin and Organisation - CareOrgAdmin.
The Detailed Profile of the Staff Member
Once the profile of the staff member is created by the coordinator, the name of the staff member will now appear in the list of All Active Team Members .
You as a coordinator can view and access the detailed profile of the staff member by clicking the name of the staff:
Once you are in the staff member profile, you might notice the following areas:
1. The Name of the newly created staff member, the silhouette background and profile photo
2. The uncollapse row of the detailed profile of the staff member
Changing the profile picture of the staff member and the header background
Coordinators can provide the profile picture and the header photo of the newly created staff profile by hovering the section and clicking the button seen in the sample image below:
CareVision recommends these image file formats for the image uploading for the Profile Photo and Profile Header:
JPEG, JPG and PNG
We do not recommend to use and upload the image file formats as such:
BMP and GIF
This is how it looks like of the staff profile after providing the profile image and profile header:
What is the working status indicator along with the Profile Picture
After the creation of the staff member profile, the default indicator of the working status would be as such:
By clicking the small circle along with the staff member profile, a drop-down selection would appear:
If you as the coordinator set the Working as value, the working status indicator will be change as such:
And if you choose the Emergency Only as the set value, it will change its indicator as such:
Just to be clear that the working status along the profile picture of the staff member is just an indicator where its purpose is to track easily the working status of each staff member. This is not related to the work availability schedule of the staff member.
The detailed profile sections of the staff member profile
The DETAILED PROFILE
This section displays the information of the staff member. The coordinators can organise important pieces of information of the staff member profile and the staff member can also manage their own profile using the CareVision Plus Mobile.
In this section, coordinators can manage the important setups for the staff member:
The staff member's Security Role
Coordinators can manage a Staff Member's Security Role using the CareVision Management Portal. A Security Role determines the platform functionality that staff members will be able to access while utilising either the portal or mobile app.
The Staff Member's Departments and Regions
Coordinators can sort and organise staff members by Departments and Regions for seamless rostering. Departments can be based on the assigned areas or sub-branches, as well as specific job functions while Region can be based on the region area.
The Staff Member's Email Address
In this field, the coordinators can modify the staff member's email address.
The Staff Member's Employment Dates
Coordinators can manage the staff members' employment dates where the purpose is to record the start date and the end date of the staff member. Coordinators can also add details for the employment end date for future reference.
The Staff Members Timezone
Coordinators can specify the staff members' timezone as teams could work in different time zones.
The Staff Members Emergency Number
Coordinators can manage the staff members' emergency number where its purpose is if an emergency occurs, the contact number can be used.
The WORK AVAILABILITY
The STAFF PAY DETAILS
This section is for the staff member's pay-related information and coordinators can manage the staff members' pay details.
The following are the details of the fields in creating staff members' pay details:
- Work Pattern - This classifies the staff member to work full time, part-time, or casual, this will impact their leave eligibility and pay.
- Job Classification - This represents the rate set that they are paid under the award it often represents the pay level and pay point
- Pay Period - Your organisation may pay some people weekly, others fortnightly, or monthly, you can run multiple pay periods but each staff member is only paid in one.
To know more about Staff Members' Pay Details, kindly refer to this article.
The QUALIFICATIONS
This section is for the management of staff members' qualifications and Coordinators can manage the qualification of the staff member and are considered as an important step, especially if the staff member has recently acquired new certifications or care management skills.
The SKILLS
This section is for the management of staff members' care management skills.
A skill is something that someone can do. A skill can be associated with a qualification such as a wound management as a skill that a registered nurse would possess. However, a skill can also be stand-alone and not associated with a qualification such as the ability to play an instrument.
A qualification may include many skills, and when the qualification is added to the staff members' profile they are awarded those underlying skills.
For instance, the Qualification of Registered Nurse would include the Skill or Registered Nurse, Enrolled Nurse, Cert 3, Cert 4, Medication Management, Medication Assistance, Wound Management, Clinical Management, this is because a Registered Nurse is suitably qualified and has the skills of all the levels below a registered nurse.
When a Registered Nurse adds the Registered Nurse Qualification to their profile they can remove certain skills such as Cert 3, or Cert 4, if they choose to not do those levels or types of services requiring those skills. Similar if a Registered Nurse is also qualified for Complex Medication they could have that skill added to their registered nursing qualification.
The EXCLUSIONS
This section is for the management of staff's exclusion, and coordinators can create staff members' exclusion from being allocated to service bookings for a specific care recipient. This can occur due to some reasons, from Client Preferences to Staff's Competencies and Skills.
The NOTES AND FORMS
This section is for managing Notes and Forms related to the staff members. It displays here the created Notes and Forms for the staff members. Coordinators can directly create Notes or Forms for a staff member in this section.
What are the Notes and Forms?
Notes (also known as Case Notes ) are usually created for the work-related report, in a narrative form. The creation of the case notes will be based on the selected Case Note Type and it must be related to it.
While the Forms are usually created to fill in the created form of the organisation based on the selected Form Formats in which it could be health-related or details about the Client's care management.
The COMMUNICATIONS
This section is for the communication history of the staff member and could comprise of recorded calls and emails with clients.
The TO DO ITEMS
This section is for the tasks of the staff member and usually represent activities or to-do's to make it clear who is accountable for what by when — but they can also represent ideas and reference items.
The CALENDAR
This section displays the created calendar related to the staff members. The calendar items could consist of different items and colour codings that represents the following:
Allocated Service Booking (PUBLISHED - ACCEPTED)
These are the calendar items related to the service booking that was allocated to the staff member and was accepted.
These are the calendar items related to the service booking, allocated to the staff member and need for acceptance.
If the staff member is joined in a particular social group, the created events will appear in the staff members' calendar.
These are the created staff member's to do items.
It represents as the cancelled service booking.
These represents the created leave schedule of the staff member. Please note that this item is not clickable.
The SOCIAL GROUPS
This section displays the social group where the staff member is currently joined as a member. Coordinators can join their staff members by clicking the + ADD TO GROUP button.
The CUSTOM RESPONSE OPTIONS
This section displays the created custom response options for the staff. This should be related to the custom response for the messaging.
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