Managing Skills and Qualifications

Managing Skills and Qualifications

What are skills and qualifications

Skills

A skill usually refers to something that someone has the ability to do.  A skill can be associated to a qualification such as wound management as a skill that a registered nurse would posses. However, a skill can also stand alone and not associated with a qualification such as the ability to play an instrument. In rare occasions, if it's required to show some information or add any label/category to a staff, e.g. which staff members are providing CHSP or NDIS services, you can add the information as Staff Skills on their profiles. By doing so, the list of staff members for each type of service can be viewed on Skills page in Settings.

Skills in CareVision are created to make sure the care organisation can meet the clients' needs. When a client needs someone who understands sign language to work with them, you can set up a booking for the client with the Skill field filled with the required skill, which assures that the service can be successfully and efficiently delivered.

  1. When a specific booking needs certain skills, the skills can be added in the multi-select Skills field on the booking page. For example, for any services that include travelling, the skill Driver License or Driving can be added on the booking. 

  2. When a client requires staff with certain skills (Sign language, special languages, special skills to aid disability support, etc) to provide them service, you can add the skills in the Required Skills section on the client profile. After adding a Required Skill to a client's profile, the skill will be required for any services/bookings for this specific client.

  3. To match qualified staff members with the bookings and clients, you can add skills that the staff have in the Skills section on their staff profile.


Below are a list of organisation skill templates.


By clicking on the numbers in the No. of People with this Skill column, you can see the list of people with the skill and the status of this skill. The example below is for the Covid-19 Vaccination skill:


Qualifications

A qualification can be an actual qualification that requires legal documents (PTE 83+) or simply a set of skills that need to be grouped (Driving - relate it to all driving-related skills). It needs to associate with one or a set of skills.

Qualifications might expire, and you can turn on the option to have staff renew it after a certain period of time. For example, a blue card needs to be renewed, and thus you need to set up a renewal/expiry date for the qualification.

Below are a list of organisation qualification templates:


Relationship between skills and qualifications

Qualifications must be created when there's associated skills to them, but skills can be created with or without any associated qualifications. A qualification needs to be created after creating the required skills.

Why tracking skills and qualifications is important

As mentioned above, the skills and qualifications in CareVision are created to make sure the care organisation can meet the clients' needs. When a client needs someone who understands sign language to work with them, you can set up a booking for the client with the Skill field filled with the required skill, which assures that the service can be successfully and efficiently delivered.

In addition to that, You need to also make sure the qualifications are valid while in use. While some qualifications might expire, you can turn on the option to have staff renew it after a certain period of time. For example, a blue card needs to be renewed, and thus you need to set up a renewal/expiry date for the qualification.

How skills and qualifications relate to service types

Skills are associated with the services in your organisation, or with clients and determine which staff are suitable to deliver the services. This is set up on the booking stage, after the system configuration stage and the general configuration stage are done correctly. For example, for an Escort or Travelling service with client, it is important to add the skill Driver License in the skills field on the booking. After doing so, only staff with the skill will show up in the Qualified and Available Staff list when you select preferred carers or assign a carer. You may also go to the selected staff's profiles and check whether the relevant qualification is still valid after creating the booking. This ensures that the clients can receive quality services from reliable staff.


Skills and qualifications workflows in CareVision

To put skills and qualifications in use, please refer to the following workflows on different stages. Please click on the image to expand it, if you cannot see it clearly.


System Configuration Stage - Designing skill and qualifications configurations 

While designing skill and qualifications configurations, please consider the below fields:

  • Organisation required or not: Deciding if a skill is required by the organisation, meaning everyone in this organisation should have it. Skills with this requirement are usually Police Check or Covid 19 Vaccination.

  • Linking of skill and qualification: A qualifications must be created when there's associated skills to them, but skills can be created with or without any associated qualifications. A qualification needs to be created after creating the required skills.

  • Levels of qualification and certification: While people posses one skill or qualification, they might still be on different levels. If it's required to differentiate the levels, you can create multiple qualifications with different levels. For example, You can add RN level 1, RN level 2, RN level 3, or RN level 4 to different Registered Nurses to qualify a RN to anything an EN does, and also optionally anything Cert 3 or 4 on 1 qualification.

  • Expiry date and renewal period: set up expiry date and renewal period for qualifications, as staff should have valid qualifications while delivering the service.


System Configuration Stage - Complete skills and qualification configurations

To set up Skills and Qualifications configurations, please read the article: Qualifications and Skills Set Up.

General Configuration Stage

This stage has 3 phases:
  1. Add Client required skills
  2. Add Staff skills and qualifications
  3. Review Staff qualifications

Add client required skills

If you are interested in adding client's required skills, please read this article: How to add client required skills.

Add staff skills and qualifications

If you are interested in how to add staff skills and qualifications, please read the article: How do staff submit their qualifications and skills?

Review staff qualifications

Qualifications can be set up as approval-required or not so. When a qualification is set up as Require Approval, the qualification added on staff profile will only become valid after getting approved by admins or coordinators on the Management Portal. If you are interested in what the system requires you to do for approval-required qualifications and the others, please read the article: Review and Approval of Staff Submitted Skills and Qualifications.

Booking Stage - Set up bookings that require certain skills

1. Create a booking
2. In the Delivery Details section, click on the Skills field
3. Select the required skills from the dropdown list
4. By doing so, the staff on the Qualified Staff list will be filtered to only show staff who have the selected skills.

Renewal Stage - Reminders and notifications for skills and qualifications

You just need to enable 1 or multiple notifications above to receive the reminders you need on your organisation. Notifications can be sent to any person inside or outside the organisation though their email, mobile phone (push notification via CareVision mobile app), or newsfeed (through mobile app or Management Portal). If you are interested in the details of the steps, please read this article: Reminders for Renewals of Qualifications.

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