A Circle of Care is the place where you will find everything related to a person (your Client). There is one Circle for each Client, within which you and other users will find the latest events, appointments, documents and services provided, as well as the other people that look after your Client.

Organisation's list of Clients

Within the Circles section under your organisation, you will find all the Circles that the organisation is providing services, even if you cannot access all of them. This allows you to search for Circles and avoid creating duplicates.

Filtering Circles

You’ll notice that there is a Filter by section on the right hand side. This allows you to more efficiently locate a specific circle based on certain criteria. These include:

  • Client name;
  • State (clients that are currently active, inactive, or both);
  • The services currently being utilized (so, for example if you want to see all clients that are receiving Daily Living support);
  • And a number of more advanced criteria.

You can also Export to CSV, which will allow you to export basic client information into a CSV - Excel format file to be used for things like email lists.

Creating a New Circle of Care

Step 1. Go to Your Organisation Area

The quickest way to locate your circles is to go to your organisation is to click on Organisations in the top bar and select your organisation.

Step 2. Go to the Circles List

Click on Circles from the Organisation’s menu at the top.

Step 3. Add a New Circle

Once in your organisation’s Circles screen, click on the Add new Circle button on the top right. This would bring up the Add new Circle workflow. This workflow will take you step-by-step through the process of creating a circle. Organisation's list of Clients

Step 4. Complete Circle’s Details

You’ll have to fill out some information for the circle you are creating (at each step, you should select Save and Continue):

> Basic Info:
  • Name: the name the client is recognised by, usually is the client’s name (this can also be a nickname if it’s easier to remember).
  • Snapshot: A brief summary of the client, sometimes it’s helpful to include information that provides a good introduction to the client.
  • Image: Now would be the best time to upload a photo for this Circle. We believe that the best way to identify people is by their face. This is why we encourage you to upload a photo to the circle’s profile. If you don’t want to upload a person’s photo, you can upload any other image that represents that person.
  • Whether the client is a care recipient.
  • The client’s telephone number(s).
  • The client’s address(es).

Please note you can add multiple fields for items such as telephone number (mobile and landline, for example).

> Information about the participant:

This section will allow you to add supplementary information about your client, such as whether their date of birth is estimated, if they are CHSP funded, you can add consent to provide details to DSS, if the client is NDIS registered you can add their NDIS number so your reporting will work properly, etc. Please note, if your client is funded there are a number of fields within this section that are important for reporting.

> Your Role:

Your role in the Circle. You will notice when you get here that there is an explanation of each type of role. Select the one that is most relevant to how you will work with this client.

> Add User:

Add colleagues that will work with you in the Circle. You can do this by name or email address. You will need to click the Add User button to continue to delegate roles. You can visit Adding staff and edit circle access to find more information about.

> Give Roles:

Assign specific levels of access for your peers within the Circle. For more explanation of the types of roles, please visit Circle’s roles.

> Roadmap Support:

Add your support services to the Circle’s Roadmap. You will need to select the Related Service from the dropdown, as well as State (you can choose from Plan, Active, or Inactive), amongst a few other fields. For a full explanation of Roadmap of support, please see Add support services to roadmap.

> Add Appointment:

Create appointments where support is provided. For more information about creating appointments, please see Create appointments.

You’re all done! Congratulations on completing the setup of your first Circle of Care. Person's profile in the Circle of care